OHS Blog

Tips for effective safety document preparation

The failure to have “safe systems of work” features a high number of safety prosecutions. In general, this can be taken to mean that workers do not have access to current and accurate information to guide them in making safe decisions.

 

Although the provision of procedures and training are only administrative controls, they still play an important part in assisting workers to make good decisions and work safely.

 

The “Safe systems of work” failure can exist for a range of reasons, and a scan through recent prosecutions or case reports will highlight a range of reasons behind these failures, including:

 

  • Lack of procedures, SWMS, and other guidance
  • Procedures are not current or accurate for the task.
  • Users are not aware that procedures exist,
  • The procedure did not lead the user to make accurate safety decisions.

 

Let’s focus on the last point for a moment.

 

For good reasons, most Safety Systems are document-heavy. Documents are often prepared by people who are literate and have some skill in document preparation, they are likely to be proofread to ensure compliance with document control standards, and ensure they present professionally.

 

How can it be said the safe system of work has failed?

 

The detail is in the fine print, the legislation requires “safe systems of work” with an emphasis on the safe. It is about the system itself being safe and leading to safety outcomes, rather than having a “system of work” where the topic is safety.

 

Generally, documents have a great deal of meaning for the author and auditors but can have less meaning for the people who need to use these documents. This can be quite problematic when users need good quality information, especially at the operational level where a misunderstanding can result in an incident.

 

Before you start preparing workplace documents, ask these questions.

  • What do the users need to know?
  • What is the purpose of this document?
  • Are users required to respond or record anything on this document?

 

Is a text document the best and easiest way to convey the information?

  • What method will best convey this information in a clear and unambiguous way for the user group? Is it via a document, video, or verbal dialogue? Note, after review, you may identify an opportunity to convey “the information” across multiple communication channels.
  • Is a document required to provide the information, or to prove that we provided the information? Once you understand this, you can create the document with the required intent.
  • Cloud-based safety solutions will allow you to reduce the information contained within some documents (i.e. procedures), as the process, or system of work, will be the workflow built into, or defined by the software. This will provide a clear and standardised approach across your operation.

 

Who is the target audience?

  • How do this group of users prefer to communicate?
  • Where are your users located? It can be incredibly frustrating to need information that is only available on an intranet, if you do not have easy access to the intranet or the computer. It is for this reason, cloud-based solutions like Safety Champion Software continue to have great uptake. Allowing workers to access documents on their phone or tablet, on their person or in the tea-room allows them to always have fast access to important safety documents.
  • What work are they doing? Some workers have less time in their work day, or interest in reading and writing.
  • Are there any language or literacy barriers? Around 44% (Australian Government Style manual, 2021) of adults have literacy levels that may be a barrier to reading and comprehension. Surprisingly, education is not necessarily a factor in literacy. If you do have a requirement to translate your safety documents, more information can be found here: Action OHS Consulting NAATI Accredited Translation Services).

 

Only after you know exactly what you want to say, why it needs to be said and who you expect to respond to it, can you commence to draft and prepare the document.

 

Operational procedures

If we focus for a moment on operational documents, those prepared to provide users with information and instruction on conducting their work is where the key failures occur.

According to Klaus Hofer (Klaus Hofer RN, 2019) who has focused his attention on document usability and why workers make errors, we know that different documents are read in different ways depending on their purpose. A novel will be read line by line from left to right, however when documents such as procedures are being read the users will scan in an F or Z pattern trying to find the information they need. With this knowledge in hand, Klaus outlines specific layouts to enhance the ability of the user to find, understand and apply the information they seek.

 

 

The procedure sample on the left provides a layout that is easier to scan and locate the information required:

  • A clear description across the top
  • Labels down the left side to identify the sections.
  • The detail to the rights in short sentences that are easy to understand and follow
  • Images and colour to enhance understanding and reduce the words required.

 

In comparison the procedure sample on the right:

  • A clear identity across the top
  • a block of text through which the user must scan to identify the information they need.

 

For those who have read to the end, a consensus of various readability scales and indexes conducted on this article results in a score of Year 12 reading level. It is likely to be confusing and difficult to understand for 30 % of adults, and completely meaningless to 14%.

 

Back to the keyboard!!

 

​Works Cited

Australian Government Style manual. (2021, April). Retrieved from Australian Government: https://www.stylemanual.gov.au/user-needs/understanding-needs/literacy-and-access

Klaus Hofer RN, B. M. (2019). Document Usability. Retrieved from AIHS – OHS Body of Knowledge: https://www.ohsbok.org.au/wp-content/uploads/2020/11/12.3.2-Document-Usability-2.pdf

​

10 Aug 2021

Free tools to confidently manage psychosocial hazards

As of 30 May 2021, SafeWork NSW released its Code of Practice for Managing Psychosocial Hazards at Work. This is the first specific Australian work health and safety code of practice providing practical guidance and information on psychosocial hazards.

 

Click here for more information and to download the Code: https://www.safework.nsw.gov.au/__data/assets/pdf_file/0004/983353/Code-of-Practice_Managing-psychosocial-hazards.pdf

 

Shortly after, in June 2021 ISO 45003:2021 Occupational health and safety management – Psychological health and safety at work – Guidelines for managing psychosocial risks was published. This document was designed to work in conjunction with its sister document ISO 45001:2018 Occupational health and safety management systems — Requirements with guidance for use. ISO 45003 contains clear guidance on how to incorporate psychosocial risk management into safety management systems. It enables organizations to prevent work-related injury and ill health of their workers and other interested parties, and to promote well-being at work.

 

Click here for more information and to download ISO 45003: https://www.iso.org/standard/64283.html

 

The health and safety legislation defines ‘health’ as including both physical and psychological health. When psychosocial hazards and risks at work are not effectively managed, this may increase the risk of work-related psychological and physical injuries, incidents and errors.

Thus, the release of the Code and then the standard is an exciting development and provides businesses with explicit clarity on what common psychosocial hazards look like and how to ensure psychosocial risk management is integrated into how organisations do their work. From our experience, whilst the last decade has seen a heighted awareness on psychosocial hazards, businesses have been seeking guidance on how to identify contributing factors, and what they can to do to control psychosocial hazards once identified.

 

 

The Challenge

As a herniated disc is an output of a manual handling hazard; mental ill-health is an output of a psychosocial hazard.

On first review of these documents, businesses are likely to be challenged – as each reader may need to reflect on their mindsets and past bias. The positive is, that through our dealings, we know that businesses have a desire to be proactive in the psychosocial hazard space, however, have often struggled with the contributing factors and the potential controls. The details contained within Code of Practice for Managing Psychosocial Hazards at Work and ISO 45003;2021 we feel provides direction to assist business start to understand what psychosocial hazards are, allowing them to be more proactive in this space.

 

What are Psychosocial Hazards?

Psychosocial hazards at work are a combination of work aspects and work situations that may cause a stress response which in turn can lead to psychological or physical harm. Psychological hazards stem from –

  • the way the tasks or job are designed, organised, managed and supervised
  • tasks or jobs where there are inherent psychosocial hazards, or environments that evoke a physiological or stress response
  • the equipment, working environment or requirements to undertake duties in physically hazardous environments
  • social factors at work, workplace relationships and social interactions, or the lack thereof.

 

Some of the most common psychosocial hazards include:

  • Role overload (high workloads or job demands)
  • Role underload (low workloads or job demands)
  • Exposure to traumatic events
  • Role conflict or lack of role clarity
  • Low job control
  • Conflict or poor workplace relationships between workers and their supervisors and managers and co-workers
  • Poor support from supervisors and managers
  • Poor co-worker support
  • Workplace violence
  • Bullying
  • Harassment including sexual harassment
  • Inadequate reward and recognition
  • Hazardous physical working environment
  • Remote or isolated work
  • Poor procedural justice (processes for making decisions)
  • Poor organisational change consultation

 

 

Of this list, there will be psychosocial hazards relevant and some psychosocial hazards not relevant to your work; there may also be hazards at your workplace not included. On top of this, psychosocial hazards can vary from workgroup to workgroup. They will be identified through a hazard and risk identification process not only for the organisation but for different work locations.

 

 

Legal Duties?

Under state and territory workplace health and safety legislation employers have a duty to ensure, so far as is reasonably practicable, the health and safety of workers and visitors to the business by identifying hazards and eliminating or minimising any risks. ‘Health’ includes both physical and psychological health. Hazards are anything that can cause harm, and risk means the possibility of harm (death, injury or illness) which might occur if a worker is exposed to a hazard. With Safe Work Australia reporting:

 

  • 7,200 Australians are compensated for work-related mental health conditions, equating to around 6% of workers’ compensation claims, and approximately $543 million is paid in workers’ compensation for work-related mental health conditions.
  • From the date, it is clear that workplace factors can influence the health and safety of those in our workplaces. As a result, there is a legal duty to identify where these hazards may stem from; and establish ways to control their impact.

 

 

What do I need to do?

If you are in NSW the importance of the Code cannot be understated. As a gazetted Code, all NSW businesses must comply with the steps it sets out, which are viewed as evidence of reasonably practicable steps available to a duty-holder. The Code applies to all workplaces, no matter what size or location, and therefore should be read and understood by all business owners. The guidance in it can also assist businesses across Australia.

 

Importantly, the Code provides user-friendly examples of how different types of organisations might approach psychosocial hazards in their business. In addition, ISO 45003:2021 will also guide businesses in any state regarding what good practice looks like. While this is a standard and not mandatory by law, with the increased focus in this space we anticipate that it may become a minimum expectation for businesses in the future.

 

What if I am not in NSW ?

Given the philosophical similarities between the health and legislation in Australia, and with businesses having a primary duty to ensure, so far as is reasonably practicable, the health and safety of workers and other persons are not put at risk from work carried out arising from the business – the code and standard will assist businesses to identify and manage any risks in your workplace.

 

 

The Opportunity

These documents provide a guideline for organisations to audit their own approach to managing psychosocial hazards, with a view of identifying improvements, and closing any gap in the effectiveness of that approach.

 

Psychosocial hazard management is not a fix and forget situation. Like all other aspects of safety, it requires continual review and improvement. With each improvement, as the psychological health of your workers improve, you can expect workforce productivity, creativity and organisational success to flourish.

 

 

Need Assistance?

If you are looking to streamline your identification and management of psychosocial hazards, please do not hesitate to contact us to discuss further.

10 Aug 2021

Newly released health and safety codes – July 2021

Safe Work Australia:

Preventing workplace sexual harassment

The infographics aim to help small businesses understand what sexual harassment is, raise awareness of WHS duties around sexual harassment and provide some practical steps on how to prevent sexual harassment in the workplace.

https://www.safeworkaustralia.gov.au/media-centre/news/preventing-workplace-sexual-harassment-new-infographics

 

National Principles to support families following an industrial death

The National Principles to support families following an industrial death were developed to recognise families’ needs and supporting them through the most stressful of times.

 

Commonwealth and state and territory governments will need to consider tailored approaches in response to the Principles, based on local needs and existing support mechanisms.

 

The 2018 Senate Inquiry report, They never came home – the framework surrounding the prevention, investigation and prosecution of industrial deaths in Australia and the Jurisdictional arrangements for providing support to families affected by an industrial death – Comparative analysis report are key reports that informed the development of the National Principles.

https://www.safeworkaustralia.gov.au/doc/national-principles-support-families-following-industrial-death

Australian Capital Territory

OHS Codes of Practice – https://www.worksafe.act.gov.au/laws-and-compliance/codes-of-practice

 

New South Wales

Code of practice managing psychosocial hazards at work [MAY 2021]

This code of practice on how to manage psychosocial hazards at work is an approved code of practice under section 274 of the New South Wales Work Health and Safety Act 2011 (WHS Act). Psychosocial hazards at work are aspects of work and situations that may cause a stress response which in turn can lead to psychological or physical harm.

https://www.safework.nsw.gov.au/__data/assets/pdf_file/0004/983353/Code-of-Practice_Managing-psychosocial-hazards.pdf

Northern Territory

OHS Codes of Practice – https://worksafe.nt.gov.au/forms-and-resources/codes-of-practice

 

Queensland

Scaffolding Code of Practice

Key changes include (but are not limited to) the following:

A new table recommends when an engineer, rather than a scaffolder or competent person, should design, verify and undertake the initial inspection of various scaffolds. These recommendations are based on the level of risk and largely reflect current industry practice.

 

Requirement for two means of access and egress for external perimeter scaffolds over a certain size, excluding detached dwellings. One means of access and egress should be suitable for emergency stretcher access.

 

A recommendation is that the step height from the scaffold stair module onto the working platform should be minimised so it is no more than 300 millimetres when there is a change in direction between landings. A cost-effective way for industry to meet this new requirement involves replacing existing 1.5 metre stair modules with 2-metre modules. This section will have a delayed commencement and will only apply to stand-alone scaffolding where erection commences 12 months after 1 July 2021.

 

Amendment to advise that where it has been identified non-destructive testing (NDT) for cracks in high-stress areas of suspended scaffold components is needed to identify cracks not easily visible, the NDT should be conducted every three years.

https://www.worksafe.qld.gov.au/laws-and-compliance/codes-of-practice/scaffolding-code-of-practice

 

 

South Australia

OHS Codes of Practice: https://www.safework.sa.gov.au/resources/codes-of-practice

 

 

Victoria

Occupational Health and Safety (COVID-19 Incident Notification) Regulations 2021

Regulations renewed to manage COVID-19 risks and to ensure the efficient and effective management of COVID-19 risks in Victorian workplaces. The remaking of the regulations for an additional 12-months will ensure employers continue to notify WorkSafe of COVID-19 cases in their workplaces. Employers are required to notify WorkSafe immediately on becoming aware that an employee or an independent contractor or a contractor’s employee has received a confirmed COVID-19 diagnosis and has attended the workplace during the infectious period. The new regulations came into force on 27 July 2021

https://www.legislation.vic.gov.au/as-made/statutory-rules/occupational-health-and-safety-covid-19-incident-notification-regulations-1

 

Occupational Health and Safety and Other Legislation Amendment Bill 2021

Currently, before Parliament, this will see the specific inclusion of Labour Hire workers and void indemnity provisions, this will prevent employers be able to insure themselves against penalties

https://www.worksafe.vic.gov.au/compliance-codes-and-codes-practice

 

New “If you are injured” Posters to be displayed in the workplace.

 

Western Australia

Draft: CODE OF PRACTICE | Workplace behaviour 

A draft Code of Practice has been developed by Western Australia’s Commission for Occupational Safety and Health. It focuses on the general principles applied to preventing and managing inappropriate or unreasonable workplace behaviour.

 

This behaviour includes prolonged conflict, discrimination, bullying, sexual harassments, threats, and intimidation.

 

The new draft Code of Practice is open for comment until 30 August 2021.

https://www.commerce.wa.gov.au/worksafe/approved-codes-practice

 

 

ISO 45003:2021 Occupational health and safety management — Psychological health and safety at work — Guidelines for managing psychosocial risks:

This document gives guidelines for managing psychosocial risk within an occupational health and safety (OH&S) management system based on ISO 45001. It enables organizations to prevent work-related injury and ill health of their workers and other interested parties, and to promote well-being at work. It is applicable to organizations of all sizes and in all sectors, for the development, implementation, maintenance and continual improvement of healthy and safe workplaces.

https://www.iso.org/standard/64283.html

10 Aug 2021

Your 5 Considerations this Safe Work Month – October 2021

Every October is National Safe Work Month – a time for Australian workplace to showcase and promote work health and safety.

 

The theme for National Safe Work Month this year is think safe. work safe. be safe.

 

It is a time of celebration, whilst at the same time being a “calendar” marker to prompt workplaces, their leaders and their workforce to explicitly take some time to reflect on their safety program, actively listen to workers about their experiences, and focus those safety-related activities that can be missed or relegated to “next time” in workplaces where the workplaces safety maturity is continuing to evolve.

 

Download Safe Work Australia’s National Safe Work Month Campaign Kit.

 

Following Action OHS Consulting’s engagement with our clients over the last 10-years, we have seen first-hand the great things people are capable of, once provided with some direction on how they can bring their safety practices to life. In the spirit of these interactions, we have created the master list, to support you to get the most out of Safe Work Month this October.

 

The hardest thing about getting started…is getting started.

 

1. Plan. We all know that a goal without a plan is just a wish. So, to get the most out of Safe Work Month start to actively talk to your teams and schedule. Starting now will allow you to build excitement. Put up some signage. Get talking! Giddy up.

 

2. Listen (…then talk). Identify ways that you can interact with key stakeholders.

 

For workers, schedule a “Safety Month” event – morning teas and BBQ’s are often well attended *wink*; otherwise, you can incorporate into an existing team meeting. Authentically ask: “What opportunities are there for us to improve your safety, or the safety of our customers” – then listen (and take notes). Don’t refute.

 

For clients, reach out via a survey [online or at reception]. Have them provide a 5-star rating for: “How would you score us for safety, given our past interactions”; followed by an opportunity for them to provide comment/s.

 

3. Do. Given the energy generated from your planning, Safe Work Month provides a great time to schedule safety activities:

Review your Safety Manual (and documents). Does it reflect the work you do? Yes – *Tick*. No – You need to decide: (i) Do you update the document to reflect the work? Or (ii) Do you change the work to reflect the document? Or (iii) Can you take a little bit from column A and a little bit from column B.

 

Safety Walk-through Inspection – is signage, line marking, lighting, walkways, and equipment in good condition? When you look actively, you will see things that you miss when you look passively.

 

Gather a group and make a list of the “things” that could injure workers and/or customers. Once created – make a list the things you are doing to prevent the injuries. Is there more that you could, or should do?

 

Schedule any annual training or communications – for example, re-inductions to workers and/or contractors.

 

4. Upskill. Safe Work Australia and your state regulator (one of: WorkSafe, SafeWork, WorkCover) will have a calendar of events during Safe Work Month. “Look” and “Book” now – don’t have us return to the getting started quote from earlier.

 

5. Search for ways that you can make safety a part of your business as usual. Cloud-based platforms such as Safety Champion Software have taken off over the last 18-months, and allow you to schedule, report and track your safety activity.

 

safety champion software on tablet, smart phone and desktop

 

 

Importantly, you know your teams to find ways to have fun. How management present, will be the biggest determinant of your success.

10 Aug 2021

Vaccinations and the workplace – Your FAQs answered

Throughout the coronavirus pandemic, we have seen how vital it is for employers and employees to work together to find solutions that work for their workplaces and individual needs. Now that vaccines are being rolled out, this collaborative approach should continue. As every workplace is different, employers and employees should openly and collaboratively discuss and plan for what the roll out of the vaccine might mean in your workplace.

 

So where to begin? Read through our handy FAQs to get a better understanding of your role when it comes to vaccination and your workforce.

 

 

As an employer, do I need to do anything regarding vaccination? Isn’t the government handling this?

Whilst the government is managing the rollout of COVID-19 vaccines, we all need to do our part to prevent the spread of coronavirus.

 

To do this, you need to ensure you and your employees are following the most up to date guidance on health and safety whether you are working on-site or in the home office. Ensure you have access to the current directions from your State or Territory Government, your state OHS regulator, and advice from trusted health and safety experts and communicate this advice to your employees.

 

You certainly play a part in both ensuring your workers are across the latest advice and how this might implicate your line of work. Plus it can be hugely beneficial to the mental and physical health of your team to have an open conversation about their concerns or questions regarding the vaccination roll out process and how it might impact your workplace.

 

So, take some time to meet and speak with your team, and see if you can alleviate some areas of concern, harnessing the advice you seek from the experts.

 

 

Is it mandatory for people to be vaccinated in Australia before they come to work?

While it is strongly recommended that as many Australians as possible who are eligible to receive a vaccination against COVID-19 are vaccinated to help stop the spread of the virus in our homes and workplaces, at this stage, for the majority of workplaces, receiving a vaccination is voluntary.

 

As it currently stands, employers cannot force their employees to be vaccinated against coronavirus before they come to work. However, do seek advice from health and safety professionals before you make any decisions or communicate information of this nature to your team.

 

Be sure to keep an eye on the latest government and regulator information as vaccinations may be prioritised or mandated in some industries – for example, the current discussions around Aged Care workers following the latest Victorian lockdown.

 

 

We work in a high exposure risk industry and have an employee who refuses to be vaccinated. What should we do?

If your industry has been identified as high risk and requires employees to be vaccinated, and someone refuses to be vaccinated, you should first ask them to explain their reasons for refusing the vaccination.

 

If they have a legitimate reason for not being vaccinated, such as having an existing medical condition, this does not remove the employer’s responsibility to provide a safe workplace for the employee and others. You should first try to work together to consider whether there are any other options available. This may include alternative work arrangements, however in high-risk industries, it may not be unreasonable to expect a vaccination as a requirement of the role.

 

 

How do we support or encourage workers to get vaccinated?

There are ways in which you can encourage your staff to get vaccinated. You can implement programs that support, promote, and enable voluntary uptake of vaccinations. You can introduce attractive leave entitlements for staff to go and get vaccinated. Why not hold sessions with expert medical professionals for your staff to learn and ask questions about the vaccines?

 

Always listen and allow your employees to voice any concerns they may have so that you can identify solutions together, depending on the circumstances of your workplace.

 

 

We want to implement mandatory vaccinations in our business. Can we?

You might think the easy solution is to implement a blanket policy demanding your entire workforce receive a coronavirus vaccine. However, there are limited circumstances where an employer can implement a mandatory vaccination policy within their organisation.

 

Some important factors you should consider here before making such a decision include:

 

  • whether a specific public health law relating to your industry requires an employee to be vaccinated
  • whether an enterprise agreement or employment contract in your industry includes provisions about requiring vaccinations
  • whether it would be lawful and reasonable for you to force your employees to be vaccinated
  • whether your employees have a legitimate reason for not being vaccinated, such as a medical reason, and
  • how protections for employees under anti-discrimination laws may apply to such a decision

 

In addition, not everyone in your workforce will be subject to the same level of risk from the coronavirus, and consequently, at this stage, their access to the vaccine will vary.

 

It is key to review if any of your employees are at a high risk of coronavirus exposure and to seek advice from experts, such as the Department of Health and Human Services in Victoria or your local regulator, on the steps you might need to take to ensure your employees have access to vaccines.

 

 

After we roll out the vaccine in Australia, can we stop with the distancing and hygiene stuff?

COVID-19 vaccines are currently being rolled out in stages in Australia, and it is not the only way we can stop the spread of the virus. Much of the population will remain unvaccinated for some time yet, so we need to continue to practice good hygiene, physical distancing, getting tested, and staying at home when we are sick. We must also continue to comply with any public health orders that apply to us and our workplaces.

 

 

Some of our team members are pretty nervous about coming to work until everyone is vaccinated. How do we handle this?

If an employee refuses to attend your workplace because a co-worker isn’t vaccinated, you can direct them to come into work if you have a lawful and rational reason to do so. Whether a direction is lawful and rational can depend on several factors, including the employer’s work health and safety obligations.

 

First try to understand their concern. Again, perhaps they are at higher risk of contracting the disease or suffering badly if they do (for example, people with auto-immune diseases). Discuss alternative working arrangements with your concerned employee. Could their role be performed remotely? You should also consider sharing information about the steps you have taken to ensure a safe workplace, to help manage and mitigate concerns your employees may have.

 

 

We’re unsure about what we should do as an employer – we want our staff to be safe. What’s the right thing to do here?

When in doubt, ask! If we have learnt anything throughout this past year, it’s that rules and regulations can change in an instant. It is so important to seek evidence-based help.

 

Guidance and advice should be obtained from the local safety regulator, like WorkSafe Victoria, safety professionals such as our team at Action OHS Consulting, and from other legal professionals before making any hard and fast decisions around vaccinations in the workplace.

 

For the latest information around vaccinations and the workplace, a good source of information is Fair Work Australia. But do also keep across the latest news and government advice on a regular basis.

07 Jun 2021

Don’t let COVID-19 mean you neglect the rest of your OHS program

After a challenging period as a result of the COVID-19 pandemic, most industries across the country are now emerging from lockdown and getting back to a relative kind of normal. From a workplace perspective, many organisations have been able to reset and re-establish their operations by working with the guidance provided by governments, peak industry bodies, and safety regulators.

 

To keep workers and customers safer against the pandemic and allowing businesses get back on track, the focus has certainly been on being proactive. Organisations have assessed known risk areas, implemented control methods, and both established and documented clear OHS policies and procedures. Importantly, they have identified ways to support safety-related information flowing through to workers, often realised via an increase in team meetings or the roll out of cloud-based solutions.

 

However, in the chaos of the last year and with so many ever-changing COVID-19 related rules to follow, many of us may have inadvertently forgotten about our overall OHS safety program. Do you even remember the last time you reviewed any of your workplace OHS policies, or audited operational practices that weren’t COVID-19 related?

 

 

The pandemic certainly brought attention to the value of the OHS industry as a whole, and helped to show how important it is to have clear and concise protocols for employees to follow in a crisis. But now it is time to leverage the outstanding work we have all achieved in the health and safety space in our workplaces and move the focus to areas we may have been neglecting over the past year, with the COVID-19 response taking up more attention.

 

Don’t just limit your focus to what has fallen to the side as a result of COVID-19.

 

With a newfound confidence in the management of COVID-19, businesses are now encouraged to extend their lens to hazards and risks that may have been historically ignored. Pay attention to those hazards and risks that have previously been viewed as “too hard” to manage, or those hazards and risks that businesses have ignored as they were not sure what effective management could look like, or how change could be implemented.

 

Now is the time to seize the moment. Now is the time to consider the shortfalls in your OHS safety management system. It’s time to reassess your priorities and look under the hood.

 

Here are some considerations to bear in mind when assessing the health of your overall OHS safety program:

 

 

Go back to the beginning

Firstly, refer back to your pre-COVID-19 safety program documentation and think about what your priority areas were then. What has changed? What challenges or focus areas remain the same and which ones are now different?

 

As workplaces push on and operate in a new kind of normalcy – and with employees performing their roles in a variety of new ways and in a range of locations – what else besides COVID-19 do we need to focus upon to ensure our employees are safe from other workplace hazards and risks?

 

No doubt many areas of your program will have changed and need to be updated since the onset of the COVID-19 pandemic. Additionally, you may also likely to be faced with similar safety challenges as you experienced pre-pandemic. Work through these carefully.

 

It’s important to plan to ensure your highest priority, or greatest consequence hazards, are addressed. Ensure your safety program remains relevant, and that it reflects your actually workplace activities. When your safety program reflects the work ‘as done’, it will do its job in supporting the safety function across your organisation, long past COVID-19.

 

 

Break it down into small projects

Consider breaking down your requirements into smaller projects or short-term pieces of work to make them more manageable. Could you make a business case for more resources, funding and/or professional safety support to assist you in addressing certain areas of your safety program that have been neglected?

 

The onboarding of specialised OHS consulting staff for short-term project work, as opposed to hiring full-time staff in safety-focused roles, can be an affordable way to tackle your priority projects. They can help shine a light on the key areas of focus that will keep your workplace safe and healthy.

 

Action OHS Consulting offers this type of support. Consider reaching out to find out more about the short and long-term secondment consulting services that we offer.

 

Pitch it to management the right way

Your management team will no doubt have recognised the importance of an effective health and safety program, and the implementation of OHS procedures throughout the pandemic.

 

In many cases, the pandemic has been a catalyst for our understanding of why OHS safety programs are important to the overall functionality of your business. So leverage it for better safety practices at your work.

 

When you are seeking more resources or funding for your safety program, it’s likely management will want to see the value of the investment. This can be demonstrated by explaining how the work ties into broader business goals, and by defining the return on investment.

 

When pitching for more resources or funding, consider different ways to frame your case. For example, does your business have a focus on returning productivity to pre-pandemic levels, or ascending to a higher level? Do you want to build employee morale after a challenging period of change? Or do you need to focus on improving systems and processes to support efficient ways of working?

 

All of these are opportunities for you to make a case for funding or resourcing pieces of your OHS program. Support from your management is essential for these goals to be achieved in one way or another.

 

If you’re not sure where to start, please feel free to contact us, and discuss further with one of our consultants.

 

Keep your employees front of mind

While COVID-19 will remain an important focus in our workplaces for some time to come, this doesn’t mean we can be ignorant of other hazards and risks that may exist. Some aspects of how we approach our work have significantly changed. However, protecting the health and safety of colleagues will always be the focus.

 

Our employees are the lifeblood of our organisations and without them, there would be no business, no workplaces. So take the time now to review your whole OHS program, not just the policies and procedures relating to COVID-19. Consider integrating your COVID-19 measures into your OHS program as a whole if you haven’t done so already.

 

 

The key is to not lift the focus from your COVID-19 policies and procedures but to turn your attention to other just as important aspects of your program to ensure that whatever may arise in your workplace, you and your employees are ready to face it.

 

Find out more about how Action OHS Consulting can help give your safety program a health check here.

26 May 2021

Newly released health and safety codes – May 2021

Safe Work Australia

Model WHS Regulations

Safe Work Australia has updated the model WHS Regulations and its guidance on the meaning of “person conducting a business or undertaking”.

Meanwhile, the Globally Harmonised System of Classification and Labelling of Chemicals (GHS 7) has been made a reference. The Commonwealth jurisdiction and most states and territories started the two-year transition from GHS 3 to GHS 7.

Outdated standards relating to pressure equipment and lasers used in the building and construction industry have been removed.

The model WHS Regulations and any changes made to them don’t apply in a jurisdiction until they are made in the jurisdiction.

 

Workplace Traffic Management

Safe Work Australia has updated its guidance on workplace traffic management to include information on working on or near public roads. To ensure the safety of workers and the public when managing traffic on a public road, actions could include installation of barriers and warning devices to ensure workers and vehicles stay separated.

https://www.safeworkaustralia.gov.au/media-centre/news/updated-workplace-traffic-management-guidance-now-available

 

Statement of Regulatory Intent – COVID-19

The statement on the approach to WHS compliance during the COVID-19 pandemic has been revised by WHS Regulators. The Statement of Regulatory Intent – COVID-19, developed by the Heads of Workplace Safety Authorities (HWSA), sets out principles Work Health and Safety (WHS) regulators use to guide their approach to ensuring compliance with WHS laws during the COVID-19 pandemic.

To ensure the Statement remains current and relevant, revisions have been applied including addition of new information on COVID-19 vaccines. The Statement does not apply to the WHS regulators in the Australian Capital Territory and in Victoria.

https://www.safeworkaustralia.gov.au/covid-19-information-workplaces/other-resources/statement-regulatory-intent-covid-19

 

COVID-19 vaccine WHS guidance for workplaces

Safe Work Australia has published new information about work health and safety and COVID-19 vaccines. Employers have a duty under the model Work Health and Safety (WHS) laws to eliminate, or if that is not reasonably practicable, minimise the risk of exposure to COVID-19 in the workplace.

The new guidance provides information about rights and obligations under the model WHS laws and how they relate to COVID-19 vaccines. Vaccine work health and safety information is available for employers, small business and workers in 37 different industries.

https://www.safeworkaustralia.gov.au/covid-19-information-workplaces/industry-information/general-industry-information/vaccination

 

Preventing workplace sexual harassment, violence and aggression

New national work health and safety guidance has been developed by Safe Work Australia providing practical guidance to businesses to help them prevent workplace sexual harassment, violence, aggression and domestic violence.

Preventing workplace sexual harassment

The new Guide: Preventing workplace sexual harassment is the first comprehensive WHS guidance in Australia to focus on preventing sexual harassment. The guidance supports business and organisations to meet their WHS duties with practical steps to identify risks and prevent sexual harassment in the workplace.

https://www.safeworkaustralia.gov.au/doc/preventing-workplace-sexual-harassment-guide

Preventing workplace violence and aggression

The Guide: Preventing workplace violence and aggression provides information for persons conducting a business or undertaking (PCBUs), such as employers, on how to manage the risk of violence and aggression in the workplace, including gendered violence.

https://www.safeworkaustralia.gov.au/doc/preventing-workplace-violence-and-aggression-guide

 

Inspecting and maintaining elevating work platforms

Safe Work Australia has published new guidance for inspecting and maintaining EWPs. Employers are responsible for keeping workers safe and this includes ensuring that plant equipment is inspected and maintained. Employers must also ensure that workers are given the necessary information, training, instruction and supervision to use EWPs safely.

https://www.safeworkaustralia.gov.au/doc/guide-inspecting-and-maintaining-elevating-work-platforms

 

South Australia

HSRs for work groups of multiple businesses

New information on how the work health and safety law allows multiple persons conducting a business or undertaking (PCBU) and their workers to establish work groups if workers are carrying out work for different PCBUs. A HSR can represent workers across multiple businesses or undertakings by agreement between all relevant parties. The information provides guidance on establishing multiple-business workgroups through negotiations with workers and the shared responsibilities of each business.

https://www.safework.sa.gov.au/workers/consultation-and-representation/health-and-safety-representatives/hsrs-for-work-groups-of-multiple-business

 

Positive anti-harassment duty imposed on employers

A legislation has been introduced imposing a positive duty on employers to eliminate sexual harassment, discrimination and victimisation in workplaces under the State Equal Opportunity Act 1984. The new duty was recommended by the South Australian Equal Opportunity Commission’s review of harassment in the legal profession.

https://www.legislation.sa.gov.au/LZ/B/CURRENT/EQUAL%20OPPORTUNITY%20

Tasmania

Quad bike safety

Work is being done to make changes to the Work Health and Safety Regulations 2012 to improve quad bike safety. The changes will require employers to provide workers with a helmet when using a quad bike, require quad bike users to wear a helmet and to undertake training and prohibit the carrying passengers, except where the quad bike is designed and appropriate for that purpose. These changes are supported by changes to the Road Rules 2019; and plans to implement safety measures on public land under the National Parks and Reserves Management Act 2002 and the Crowns Law Act 1976. It is anticipated that these changes will be implemented by 30 June 2021.

https://worksafe.tas.gov.au/quadsafe/about-the-new-quad-bike-standard-oct-2020

OHS Legislation – https://worksafe.tas.gov.au/topics/laws-and-compliance

OHS Codes of practice – https://www.worksafe.tas.gov.au/laws/codes

Victoria

Environment Protection Act 2017

The Environment Protection Act 2017 will come into effect on 1 July 2021. The Victorian Government undertook a public inquiry into EPA and released its final conclusions in 2016. When the amended Act comes into force, EPA will have enhanced powers in preventing risks to the environment and human health. It will also be able to issue stronger sanctions and penalties to hold environmental polluters to account.

The general environmental duty (GED) is a centrepiece of the new laws as it applies to all Victorians. Risks must be understood if one conducts activities that pose a risk to human health and the environment. One must also take reasonably practicable steps to eliminate or minimise them. In an Australian first, the GED is criminally enforceable.

https://www.epa.vic.gov.au/about-epa/laws/new-laws

 

New industry standard for elevating work platform safety

WorkSafe has launched a new industry standard for elevating work platforms (EWPs) to provide operators and employers with practical safety advice to prevent serious injuries and deaths. The new standard provides a comprehensive understanding of the most important safety issues for using EWPs including who has a duty to ensure the health and safety of workers, selecting the appropriate EWP for the task at hand and the different types of EWP available. The standard also covers EWP training and licensing requirements and how to ensure EWPs are properly maintained and inspected for use.

https://www.worksafe.vic.gov.au/resources/elevating-work-platforms-industry-standard

 

Workplace Injury Rehabilitation and Compensation Amendment (Arbitration) Bill 2021

The Workplace Injury Rehabilitation and Compensation Amendment (Arbitration) Bill 2021 allows the Accident Compensation Conciliation Service (ACCS) to hear and make binding determinations on disputes not resolved by conciliation.

The proposed laws give workers the choice to have their matter arbitrated by the ACCS, who must commence a hearing within 30 days of the dispute being referred. Once an application for arbitration commences, a hearing will generally conclude within 60 days, with a determination made within two weeks of the hearing concluding. This will ensure these disputes are resolved within four months – which is less time than it takes to resolve most court proceedings.

https://www.legislation.vic.gov.au/bills/workplace-injury-rehabilitation-and-compensation-amendment-arbitration-bill-2021

 

New COVID check-in rule for businesses

New rules for workplaces announced by the Victorian Government while issuing a warning against poor compliance with COVID-19-related check-in regulations. From 28 May, all venues and businesses required to undertake electronic record keeping must use the Victorian Government QR Code Service through the Service Victoria app.

https://www.premier.vic.gov.au/restrictions-ease-more-victorian-businesses

 

New fines for non-compliance with COVID-19 rules

New on-the-spot fines for intentional breaches, as well as fines for repeated breaches, were introduced in response to poor rates of compliance with COVID-19 rules for businesses. Businesses can also be prosecuted in court for continued, blatant or wilful non-compliance with the Chief Health Officer’s pandemic rules on check-ins and other matters.

https://www.coronavirus.vic.gov.au/fines-enforcement-and-reporting

 

Education and Training Reform Amendment (Protection of School Communities) Bill 2021

The new proposed legislation aims to improve school safety by giving Victorian schools the power to ban aggressive and violent parents from entering school grounds, to protect students and staff. The Bill arose as a result of a recommendation from the Protective Schools Ministerial Taskforce, established in 2018. The Taskforce recommended legislative changes to in order to address threatening or aggressive conduct towards staff.

https://www.premier.vic.gov.au/sites/default/files/2021-05/210504%20-%20New%20Laws%20To%20Make%20Schools%20Safer%20For%20Everyone.pdf

New South Wales

New exposure standards for coal dust and diesel particulate matter

The new worker exposure standards for respirable coal dust (1.5mg/m3 of air) and diesel particulate matter (0.1mg/m3 measured as sub-micron elemental carbon) commenced on 1 February 2021.

https://www.resourcesregulator.nsw.gov.au/safety-and-health/topics/airborne-contaminants-and-dust

https://www.resourcesregulator.nsw.gov.au/__data/assets/pdf_file/0018/1265103/Changes-to-airborne-contaminants-and-dust-exposure-standards-A4-guide-poster.PDF

 

New guidelines to boost delivery driver safety

Draft guidelines have been released for industry consultation to provide better protection for workers in the food delivery industry. The guidelines outline existing hazards in the industry, such as poorly maintained bikes, fatigue and extreme weather conditions, and the actions that must be taken by delivery platforms, drivers and restaurants to mitigate these risks.

Strategies have been developed in partnership with industry to help food delivery operators, drivers and restaurants understand their obligations under NSW Work Health and Safety Legislation.

https://www.safework.nsw.gov.au/__data/assets/pdf_file/0007/978496/Working-together-to-improve-food-delivery-rider-safety.pdf

 

Accommodation guide

The SafeWork NSW Accommodation guide is a practical guide that helps persons conducting a business or undertaking (PCBUs) understand and meet their obligations under the NSW work health and safety laws when designing or choosing the form of accommodation provided for workers during work undertaken away from home.

It includes useful information and advice on what accommodation should include, as well as considerations when choosing accommodation and maintenance requirements.

https://www.safework.nsw.gov.au/resource-library/accommodation-and-food-services-publications/accommodation-guide

 

Managing WHS at events

The Managing WHS at events guide helps event organisers understand and meet their obligations under Work Health and Safety (WHS) laws when managing events.

It includes useful information and advice on planning, managing and monitoring an event to ensure the health and safety of workers, volunteers and the visiting public.

https://www.safework.nsw.gov.au/resource-library/arts-and-recreation-services-publications/guide-managing-work-health-and-safety-at-events

OHS Legislation – https://www.safework.nsw.gov.au/legal-obligations
OHS Codes of Practice – https://www.safework.nsw.gov.au/resource-library/list-of-all-codes-of-practice

Australian Capital Territory

OHS Legislation – http://www.legislation.act.gov.au
OHS Codes of Practice – https://www.accesscanberra.act.gov.au/app/answers/detail/a_id/4201

Queensland

Codes of practice updated

National safe work codes of practice have been reviewed and updated in line with a nationwide agreement in 2015 that all Australian work health and safety regulators will review the codes of practice every five years. 21 Queensland codes of practice that are based on national codes of practice have been updated and approved for the state. The new codes commenced on 1 March.

https://www.worksafe.qld.gov.au/news-and-events/newsletters/esafe-newsletters/esafe-editions/esafe/february-2021/codes-of-practice-updated

 

Updated Codes

Abrasive blasting code of practice 2021

Confined spaces code of practice 2021

Demolition work code of practice 2021

Excavation work code of practice 2021

First aid in the workplace code of practice 2021

Hazardous manual tasks code of practice 2021

How to manage and control asbestos in the workplace code of practice 2021

How to manage work health and safety risks code of practice 2021

How to safely remove asbestos code of practice 2021

Labelling of workplace hazardous chemicals code of practice 2021

Managing noise and preventing hearing loss at work code of practice 2021

Managing risks of hazardous chemicals in the workplace code of practice 2021

Managing risks of plant in the workplace code of practice 2021

Managing the risk of falls at workplaces code of practice 2021

Managing the work environment and facilities code of practice 2021

Preparation of safety data sheets for hazardous chemicals code of practice 2021

Safe design of structures code of practice 2021

Spray painting and powder coating code of practice 2021

Welding processes code of practice 2021

Work health and safety consultation, cooperation and coordination code of practice 2021

OHS Legislation – https://www.worksafe.qld.gov.au/laws-and-compliance/workplace-health-and-safety-laws/laws-and-legislation
OHS Codes of Practice – https://www.worksafe.qld.gov.au/laws-and-compliance/workplace-health-and-safety-laws/laws-and-legislation/codes-of-practice

 

Northern Territory

OHS Legislation – https://worksafe.nt.gov.au/laws-and-compliance
OHS Codes of Practice – https://worksafe.nt.gov.au/forms-and-resources/codes-of-practice

 

Western Australia

OHS Legislation – https://www.commerce.wa.gov.au/worksafe/legislation
Codes of Practice – https://www.commerce.wa.gov.au/worksafe/approved-codes-practice

15 May 2021

All you need to know about building an effective Safety Management System

What is a Safety Management System (SMS, or also known as an Occupational Health and Safety Management System or OHSMS)? Well, it’s is a set of policies, procedures and plans that systematically manages the health and safety of your workplace.

It covers crucial organisational structures and reporting lines, key accountabilities, and all your health and safety policies and procedures. The great thing about safety management systems is that they are not one size fits all. They are scalable and therefore can be tailored specifically to the size and complexity of your own workplace.

 

Why do you need a Safety Management System or OHSMS?

A well-implemented Safety Management System helps minimise the risk of injury and illness due to workplace operations, and that should be front of mind for any business, right? The other great thing is that you shouldn’t have to start from scratch. Your organisation most likely has some elements of a SMS already in place. The key is to link these elements into a coordinated overall system to improve work health and safety performance.

 

Key components of a Safety Management System

The universally accepted framework for SMSs includes the main components listed below. These components represent the minimum requirements that need to be met when implementing your system for it to be recognised as a Safety Management System:

 

  • Safety policy and objectives
  • Management commitment and responsibility
  • Safety accountabilities
  • Appointment of key safety personnel
  • Coordination of emergency response planning
  • Safety Management System documentation
  • Safety risk management
  • Hazard identification
  • Risk assessment and mitigation
  • Safety assurance
  • Safety performance monitoring and measurement
  • The management of change
  • Continuous improvement of the Safety Management System
  • Safety promotion
  • Training and education
  • Safety communication

 

So keep this handy as you begin. You can then take the next step and have your Safety Management System certificated against ISO 45001.

 

What is ISO 45001?

ISO 45001 is an International Organisation for Standardisation standard for management systems of occupational health and safety. Its goal is the reduction of occupational injuries and diseases, including promoting and protecting physical and mental health. An ISO 45001 certification can be obtained by any organisation regardless of its size, type and nature.

 

In addition, having your Safety Management System certified as ISO 45001 can lead to recognition for having achieved an international benchmark, and in turn, will influence potential clients who are concerned about their social responsibilities to choose you from your competitors. They will be reassured when they know they are dealing with an organisation that has internationally recognised safety standards. So it really is win-win.

 

What does building a Safety Management System look like?

Even before you get down to the nitty-gritty of documenting those all-important policies and procedures, there are a few initial steps you should consider taking when implementing your SMS. These steps will ensure that you effectively contextualise your health and safety program to your own specific workplace needs as they currently stand, and so you are not distracted by past manuals or that old workplace saying, “the way you have previously done things”.

 

 

First of all, set up a working group, who will drive the implementation of your Safety Management System. Ideally, this group should include a mixture of management and employees that represent the breadth of all facets of your organisation. It would also be ideal to have a subject matter expert from the industry from which your organisation is part.

 

Controlling hazards is the key

Effective implementation of health and safety management within your workplace should result in hazards being controlled. Hazard control is achieved either by reducing the impact or by reducing the likelihood of exposure to the hazard.

 

Once your working group is established consider all the actual “work” that that is completed by your teams and the potential hazards that come with this work. This includes within your office, as well as within your production arm and employees out in the field.

 

It is important to not just focus on hazards that you perceive as higher-risk. You want to create an overall organisational context for your Safety Management System and to take into account all risks and opportunities, not just those obvious ones. This will ensure you are implementing a system with a holistic view.

 

 

Once you have a clear understanding of context and hazard controls, begin by documenting them within your Safety Management System. This will enable your organisation to begin to improve its safety performance by:

 

  • Ensuring documented health and safety policies and objectives reflect the work that you do actually do, not the work you imagine is done.
  • Increasing the awareness of your health and safety risks. Your documented Safety Management System will provide a single source of truth.
  • Allowing you to evaluate your health and safety performance against the processes as documented and allow you to more easily identify “breaks in the process” when moving down the path of continuous improvement.
  • Documenting key responsibilities, to ensure both management and workers can take an active role in health and safety matters.

 

What are the challenges with implementing and maintaining a Safety Management System?

It is important to be aware of some of the challenges that can be faced when implementing your SMS:

 

  1. Getting Started

Like anything to begin with, it can be hard to get started. Too often companies advise that they are not ready, as they want everything to be perfect before they begin the process. However, your Safety Management System should always be considered an ongoing and ever-evolving process that will never be perfect, so the key is to begin.

 

  1. Setting Goals

 Companies building an SMS should set realistic goals. A company knows its capabilities and limitations which should be referenced when implementing health and safety targets. If you set too an unrealistic goal, your team could get disheartened and lose interest in implementing your system further.  

 

  1. Problem Solving

If you don’t know what your potential organisational health and safety risks are, you won’t be able to confidently begin implementing your safety management system. That is why it is important to have people from across the breadth of your workplace operations to help you identify these risks.

 

Most workplaces find that once they take time to explicitly understand and document their health and safety hazards and then agree on how the hazards are controlled; building and implementing the Safety Management System is relatively simple.

 

  1. Self-Management

 Safety Management Systems require ongoing input and update and consequently, their success mostly depends on the enthusiasm of your working group overseeing your system. If you don’t ensure continuous improvement and input, your system and the health and safety of your workplace can suffer.

 

Software platforms such as Safety Champion Software can help. They can ensure that implementation activities are planned for and scheduled. They prompt workers when tasks that they are responsible for approaching their due date, and where required escalate to management if tasks are not completed. This will help with the momentum and help keep you on track.

 

  1. Transparency

Ensuring the correct information is shared with all employees is another major challenge when implementing a Safety Management System. Often crucial and timely safety information can get lost within an organisation’s traditional reporting system. However, software platforms that specialise in safety management and compliance, such as Safety Champion Software again, can play a role here.

 

The cloud-based nature of most safety management software products ensures that workers have access to the most current policies and procedures, chemical registers, and training documentation. It can allow employees to report incidents and hazards in real-time and communicated to all stakeholders instantaneously.

 

Why make building your Safety Management System a focus?

When implemented well, building and implementing a Safety Management System has immense value. The obvious positive outcome is to the health and wellbeing of your employees. These benefits should also be kept front of mind to keep up the momentum when establishing your Safety Management System:

 

  • You will improve your organisation’s ability to respond to regulatory compliance issues
  • You will reduce the overall costs of incidents
  • You will reduce downtime and the costs of disruption to operations
  • You will reduce the cost of insurance premiums and risk of prosecution
  • You will reduce absenteeism and employee turnover rates

 

By taking action today and organising a coordinated, holistic and internationally recognised system to improve your workplace health and safety performance, your business and your employees are the real winners. If you get the setup right, the benefits to health and safety, as well as to other areas of your operations, are sure to follow.

 

For more support with designing and implementing an effective Safety Management System, reach out to our team today. Our OHS consulting team have vast experience when it comes to OHSMS development and would be pleased to help.

20 Apr 2021

Key considerations to support a safer return to office

In recent months, Victorians who have been working from home have been able to make a partial and optional return to work facilities. Without doubt, this represents different challenges for businesses that value employee and visitor health and wellbeing. 

 

A number of factors will impact the success of organisations looking to transition a portion of their workforce (either small or large) from their home working environment and back to the office or other physical work site. It is therefore important that organisational leaders carefully plan this return, and when doing so, that they keep the health and safety of their workforce, customers and visitors front of mind.

 

In this article, we will outline some considerations to help you make this transition as smoothly as possible. 

 

 

Auditing new or changed workplace conditions

 

Given the potential impact of COVID-19 as a workplace hazard, and acknowledging the ever-changing nature of guidance and advice around COVID, businesses are strongly encouraged to stop and reflect. It may be time to consider an audit.

 

By auditing the new and/or changed conditions within a workplace, you will support a level of certainty that the proposed controls you put in place are practicable and being implemented well.

 

Physical distancing will remain an important consideration. Businesses should be looking to identify ways to increase the physical distance between people when at work (i.e., workstations, meeting rooms, etc) and continue to monitor the number of people in enclosed spaces.

 

 

Due to the physical distancing and hygiene considerations in place, you may even need to redesign the layout of the workplace and your workflows so you can meet the COVID safe guidelines.

 

Below is a list of WHS considerations that businesses should evaluate, as they return their workforce to the traditional work site;

 

  • Inspect and evaluate any new physical hazards. Any change of floor plans or layouts on your premises may change or increase the risk of slips, trips, and falls. Consider changes that may impact worker movement through aisles, using stairs, and opening and closing doors. 

 

  • Consider your evacuation plans. Again alterations of the physical spaces may impact your current emergency plans. Consider your emergency meeting points and routes – are they still accessible? Also consider your fire safety signage – this must remain in place alongside the any new COVID-19-specific signage. 

 

  • Think about the new requirements in terms of maintenance and operation of heating, ventilation, and air conditioning equipment. 

 

  • Carefully consider all new hygiene and cleaning requirements – does this extend beyond the bathroom and kitchen and include workstations and all shared spaces. 

 

  • Review processes that may lead to cross contamination. For example, door handles, joint equipment, or practices that encourage shared pens (e.g., visitor sign-in at reception). How can multiple points of contact be eliminated, or reduced if elimination isn’t possible?

 

  • Revise and update WHS Policies and Procedures to encompass any change. You should consider the development of a plan that details how you will control exposure to COVID-19, and provide an overview as to how you will manage and respond to a potential outbreak in your work site.

 

Remember, COVID-19 rules and restrictions differ across states and territories, industries, business sizes, and types of premises. Plus, these rules change continually. So, if you are unsure, or not sure where to look, please seek clarification from your state regulator or reach out the to the Action OHS Consulting Team. 

 

 

Consulting and communicating with workers

Returning to the workplace after a long period will no doubt bring about some level of disruption and challenge. The process does involve diligence and preparation, along with great communication from management to workers.

 

safety secondments

 

It is important to note that it’s highly possible this process of change may lead to increased anxiety or distress in your workers. It is also possible that you may experience resistance or other reactions to this change.

 

As such, here are some health and safety pointers to include when planning the return to work;

 

  • Consult with your workers. Understand their concerns, preferences and motivations about coming back to the workplace. Consider discussing any concerns as a team or with individuals to help manage concerns.

 

  • Embed an attendance control system. Capture and retain vital records of all attendance from workers, contractors, and visitors who visit your work sites. Should an exposure occur, this will allow you to easily identify close contacts and to ensure potential future exposures can be limited. Consider software products like Safety Champion Software support contactless sign-in and sign-out of your workplace location.

 

  • Establish a cleaning and disinfection plan. An essential way you can protect workers and their families from the risk of exposure to COVID-19 is by implementing cleaning and disinfecting measures at the workplace before having them return to it. Plus sharing the details of your cleaning regime will help alleviate anxieties workers may feel when returning to the work space. Again, using software like Safety Champion Software, will allow you to manage your cleaning and disinfection plan.

 

  • Set clear expectations and directions about hygiene practices. Everyone is responsible for good hygiene. This will require effort from workers, visitors, customers, and others in the workplace. But again, when these directions are clearly communicated to all workers you will have a better chance of increasing comfort levels amongst your team.

 

 

Monitoring your progress on an ongoing basis

 

Safety measures that are in place are at their best when they are being regularly monitored and reviewed. For this reason, business leaders should place emphasis on ensuring that OHS stays on the agenda or top of mind.

 

Are workers are aware of safety measures? Are practices being followed? Are the measures that are in place still relevant? Do they need to be improved?

 

Remember, COVID guidance and workplace requirements can change at any moment. The virus itself might present new variants and, with those, new health risks to workers. Therefore, the employer or other OHS duty holder must be vigilant.

 

Long emphasised by OHS professionals, there is a real need to constantly monitor current controls and preventative actions to ensure they remain effective and appropriate.

 

Indeed, the situation is uncertain and complex. However, if you are unsure about how to proceed you can access a wealth of support and guidance from Safe Work Australia, the state regulators and OHS professionals. If you need any assistance, do reach out to us today.

23 Feb 2021

Shining a light on ‘health’ in work health and safety.

Australian workplaces are acutely aware of the importance of matters of health and safety for their employees. From staff inductions to workplace signage, anyone who has ever been employed knows health and safety is an integral part of any positively functioning workplace.

 

Yet, historically, OHS measures have placed a heavier emphasis on the ‘safety’ arm of the health and safety umbrella.

 

Indeed, when we think of OHS, we tend to consider physical safety first, such as how to ensure employees can avoid physical injury when undertaking the duties of their roles.Additionally, despite being essential in every workplace, we often consider safety procedures as more important in high-risk industries, such as mining or construction.

 

But then good old 2020 arrived. The coronavirus pandemic forced habitual ways of thinking about OHS guidelines to drastically change.

 

While workplace ‘safety’ within either a physical or virtual environment was and will always be of high importance, the COVID-19 outbreak brought the ‘health’ in workplace health and safety into sharp focus. And this has only been a good thing for every worker.

 

 

Rapid change in the traditional workplace

In one of the most challenging and impactful moments the traditional workplace has seen for some time, businesses had no choice but to change the way they operated.

 

The unprecedented health implications a pandemic could have on an organisation’s workforce, and consequently, its potential impact on business operations, saw swift measures implemented across industries.

 

Employees were forced to pack up laptops, pot plants and post its and begin working from home. Essential workplaces and their staff had to develop new ways of working around social distancing laws, whilst maintaining productivity through increased use of enabling technologies.

 

These changes were solely made to mitigate the risk of their employees contracting the virus.

 

In an ever-changing environment where the only thing that stayed constant was a daily State Premier press conference, standard OHS procedures needed to become adaptable.

 

work from home

 

Employers had to, and indeed continue to, pivot to address new information and changing restrictions to keep employees healthy and business operations running. It became a reality that OHS compliance activities were a shared responsibility across organisational hierarchies, with constant communication, critical to ensure the health of all.

 

Safe Work Australia and the state regulators rose proactively to the task at hand. They worked collaboratively to prepare and share online resources, provide advice and equip businesses across Australia with the tools to assist them with COVID-safe management for their staff.

 

 

An important reminder of the importance of WHS

Whether employees were getting their heads around video calls at home or having to remember to maintain an adequate physical distance from colleagues on-site, this transparent and flexible implementation of new COVID-safe OHS procedures ensured many companies could continue to function to a high standard.

 

Most workplaces, if not before the pandemic, certainly now understood the integral role they played in protecting their employees from unnecessary risk to their physical health. Had Victorian workplaces in particular not been proactive in ensuring the health of their employees was paramount, possible impacts of the spread of the coronavirus could have been much more severe.

 

Consequently, COVID-19 – whilst being as welcome as a rude uncle at Christmas – genuinely also had a positive impact on how we tackle the health aspect of OHS procedures in our workplaces.

 

 

Worker health – both physical and mental health – comes into focus

The focus on illness prevention has become essential to all OHS matters as we continue to grapple with the effects of the pandemic today.

 

Face masks and hand sanitiser bottles have quickly become our welcome new employees, and we will continue to see a stronger emphasis on the prevention and protection from physical illness in the development of OHS practices.

 

 

In addition to physical health, mental health has been a growing area of focus in OHS over the past 10 or so years, with government advertising campaigns focusing attention on this key area in efforts to reduce the stigma employers and employees may experience when facing mental health issues.

 

2020 also saw a wonderful opportunity for workplaces to become much better at discussing mental health openly with their employees, and specifically about the psychological impacts the coronavirus pandemic may be having on them.

 

The impacts of COVID-19 have taught us that mental health risks must be properly managed just like any other physical health risk. With continued and constant change and uncertainty, organisational leaders are rightly concerned about the health and wellbeing of their employees.

 

We still do not know what the longer-term mental impacts 2020 will have on not only our employees, but on their colleagues, and also the people they love. This has broadened our thinking when it comes to workplace mental health and has assisted in putting OHS measures in place to address these potential impacts.

 

 

Worker health for business health

We understand at a deep level that a healthy and functioning workforce is critical to a functioning organisation. Common mental health concerns originating from the COVID-19 outbreak, whether staff are working virtually or physically, include an increased fear and anxiety around their employment status, as well as relationship and financial pressures.

 

There is a growing need to provide the support that addresses the impact these fears and anxieties have on an employee’s ability to report to work or focus on the job at hand.

 

Many companies have been proactive in seeking feedback on what can help employees mitigate their mental health challenges.

 

Having taken the time to talk to them face to face, conduct surveys or provide confidential psychological support, many organisations have flagged workplace flexibility, adequate technology, continuous health and safety training, and regular virtual learning opportunities as crucial to supporting their employee’s mental health.

 

By addressing these areas in OHS practices, businesses will be able to adequately support their most valuable asset as they navigate through ongoing change.

 

 

Taking a consultative approach toward better health

Indeed, information gathered directly from their employees is golden for businesses when used to implement a healthy workplace for the future.

 

By nurturing their employees, conducting regular check-ins, and encouraging them to talk about their mental health concerns, relationships are strengthened. With deeper levels of trust, issues can become more rapidly identified.

 

While many of the circumstances of the pandemic can be seen as negative, the increased visibility and action taken to put employee health – both physical and mental – and their needs at the forefront of OHS implementation is something to celebrate across workplaces at large.

 

And we are certainly due a celebration after the year we’ve had.

 

Companies that build and maintain effective systems to protect not only their employee’s safety but also their physical and mental health will be well-positioned to succeed during the economic recovery ahead.

 

After all, healthy and well workers make healthy and well workplaces.

 

In our ever-changing ‘new normal’, the renewed emphasis on staff health and wellbeing has been one of the more positive outcomes of this pandemic. This momentum must continue.

 

As workplaces in Australia and indeed across the world commit to a deeper and more holistic focus on the health of their employees, this will not only benefit the wellbeing of our most valued assets – our colleagues – but also will see our businesses succeed well into the future, whatever it may hold for us.

 

If you are seeking health and safety guidance or support for your workplace, our team of safety consultants would be happy to assist. Please reach out to us today

16 Feb 2021

Ergonomic hazards and risks: Our observations and recommendations

Typically, discomfort and injuries associated with poor ergonomic posture take time to manifest.

Over the last 12-months, spurred on by the enforced shift for many from office-based work, to home-based work, our consulting team has increased the ergonomic support and advice we provide – as clients looked for ways to manage the foreseeable hazard.

This period has highlighted to us the great importance of correct computer workstation posture.

To emphasise this, we wanted to provide an overview of common issues we have seen and provide some recommendations for approaches to take to avoid them.
 
 

1. Neck and shoulder discomfort

As a result of the worker being seated low in their chair. Effective posture will see you positioned so that your elbows are slightly above the top of your desk when seated (and shoulders relaxed). Seated lower than this required the worker to elevated through the shoulder to access their keyboard.

The common misconception when setting up your workstation is that you position yourself feet flat on the floor, with your knees at right angles; forget it.

The number one rule moving forward is to adjust your seated height, so that your elbows clear the top surface of your desk. If your chair does not adjust, place a pillow on your seat; if your feet are not comfortable on the ground when at this height, purchase a footrest, or locate a box.

 


 
 

2. One-side neck discomfort

As many set themselves up at home, they positioned their laptop in a position based on the video background – as MS Teams or Zoom meetings became a daily occurrence.

For many, the laptop has been positioned to either the right or the left side, meaning that we have rotated regular to this one side. As a result, we have built strength in the muscles on one side of the neck, and stretched the other side of the neck. This results in mis-alignment.

The cure, move the laptop from side to side (consider weekly as a minimum). Force the side you strengthen one week, be the side you stretch the next week. Allow equilibrium.
 
 

3. Lower back discomfort

For many, the absence of “water cooler” conversations, has resulted in longer periods of time being seated when working at home, compared to working from the office.

In addition to this, there is a common theme of not wanting to miss an email, or communication (i.e. MS Teams, Slack, etc.) when guidance has been to move periodically through the day.

One issue with prolonged seating is that the right-angle posture made, results in the shortening of the hip flexor muscle. As the hip flexor shortens, the pelvis starts to tilt forward, resulting in discomfort to the lower back.

To mitigate this, move. If you’re a manager, build trust with your team – let them know that if you expect an immediate response, you will contact them directly via phone. If you’re a worker, establish ways to move through the day. Can you stand up when on the phone, or in a video meeting?
 
 

General tips to better manage ergonomic risks

Along with these common issues, it remains important to monitor and adjust your workstation set up for optimal comfort and support.

Place your monitor at a height that allows the top third of your screen to be at eye level. If you are using a laptop, consider using an external keyboard and mouse, and raising your laptop screen to achieve the “eye-level” posture.

Your keyboard and mouse should stay within arms-reach. To help you achieve correct alignment, place your keyboard such that you can run a line from the tip of your nose, through your belly button, through your B-Key, through to the stem (or logo) of your monitor.

In addition, if your eyes are sore consider doing the following exercise multiple times through the day; Focus in on an object 20m (or more) away, for 20 seconds. The adjustment in focal length will provide the relief you have not been able to find.

The adjustments above are general in nature. If you do have a medically diagnosed injury, you are more than welcome to consider these suggestions. However, please seek and follow the direction of your treating practitioner.
 
 

Our service offering for ergonomic support

If you are looking for workplace ergonomics support, we do have a number of packages that include both virtual and face-to-face delivery.

We would love the opportunity to discuss our offerings, which include:

• One-on-one Ergonomic Assessments
• Ergonomic Training or Webinars
• Workstation Equipment Audits
• Online Training Modules

To find out more, contact info@actionohs.com.au or 1300 101 647.

25 Jan 2021

Newly released health and safety codes and legislation – January 2021

Critical Incident Response for Aged Care

A Serious Incident Response Scheme (SIRS) for residential aged care and flexible care services was introduced in December through The Aged Care Legislation Amendment (Serious Incident Response Scheme and Other Measures) Bill 2020 (Cth).

The amendments are intended to begin from April 2021 and see a two-stage reporting process introduced for certain incident types, like the notifiable incident processes required for workplace safety.

https://www.health.gov.au/news/announcements/bill-establishing-the-serious-incident-response-scheme-sirs-introduced-into-parliament-0

GHS7 Chemical Labelling
Australia officially began the transition from GHS 3 to GHS 7 on 1 January 2021. The transition period is for two years and will end on 31 December 2022.

GHS 7 introduces several changes to classification, labelling and safety data sheet requirements for workplace hazardous chemicals. In addition to these changes, the definition of ‘hazardous chemical’ has been clarified to ensure it captures all Category 2 eye irritants.

South Australia

A number of changes to the Work Health and Safety Regulations 2012 (SA) came into effect on 1 January 2021. This includes changes to air monitoring during asbestos removal work, chemical labelling, references to Australian Standards for lasers and pressure equipment, and minor updates for diving work.

Air monitoring for asbestos removal
WHS Regulations have been amended effect from 1 January 2021, making permanent the long-standing requirement in South Australia for independent licenced asbestos assessors to conduct air monitoring for asbestos removal under both Class A and Class B licences.

GHS7 chemical labelling
With the transition from GHS 3 to GHS 7 beginning on 1 January 2021, the Work Health and Safety Regulations 2012 (SA) have been amended to update references to the GHS and the transition period.

Lasers and Pressure Equipment
Work Health and Safety Regulations 2012 (SA) will incorporate amendments to update, and include, references the current Australian Standards for lasers and pressure equipment, effective from 1 January 2021, as follows:

Regulation 223 will reference:

  • AS 2397:2015 Safe use of lasers in the building and construction industry in place of AS 2397:2003 Safe use of lasers in the building and construction industry.

    • Schedule 5 Part 1 and Part 2 will reference:

  • AS 4343:2014 Pressure equipment – Hazard levels instead of AS4343:2005 Pressure equipment – Hazard levels
  • AS1200:2015 Pressure equipment instead of AS1200:2000 Pressure equipment.

    • 

    Diving Work
    From 1 January 2021, the Work Health and Safety Regulations 2012 (SA) will incorporate amendments to remove redundant standards referenced, improve clarity and correct minor errors.

    Updated Codes
    • First Aid in the Workplace: Code of practice 2020 (June)
    • How to Manage Work Health and Safety Risks: Code of practice 2020 (June)
    • Labelling of Workplace Hazardous Chemicals: Code of practice 2020 (June)
    • Managing Electrical Risks in the Workplace: Code of practice 2020 (June)
    • Managing Noise and Preventing Hearing Loss at Work: Code of practice 2020 (June)
    • Managing the Risk of Falls in the Workplace: Code of practice 2020 (June)
    • Managing the Work Environment and Facilities: Code of practice 2020 (June)
    • Work Health and Safety Consultation, Co-operation and Co-ordination: Code of practice 2020 (June)
    • Abrasive Blasting: Code of practice 2020 (June)
    • Confined Spaces: Code of practice 2020 (June)
    • Demolition Work: Code of practice 2020 (June)
    • Excavation Work: Code of practice 2020 (June)
    • Hazardous Manual Tasks: Code of practice 2020 (June)
    • How to Manage and Control Asbestos in the Workplace: Code of practice 2020 (June)
    • How to Safely Remove Asbestos: Code of practice 2020 (June)
    • Managing Risks of Hazardous Chemicals in the Workplace: Code of practice 2020 (June)
    • Managing the Risks of Plant in the Workplace: Code of practice 2020 (June)
    • Preparation of Safety Data Sheets for Hazardous Chemicals: Code of practice 2020 (June)
    • Spray Painting and Powder Coating: Code of practice 2020 (June)
    • Welding Processes: Code of practice 2020 (June)

    OHS Legislation – https://www.safework.sa.gov.au/
    OHS Codes of practice – https://www.safework.sa.gov.au/workplaces/codes-of-practice

    Tasmania

    OHS Legislation – https://worksafe.tas.gov.au/topics/laws-and-compliance
    OHS Codes of practice – https://www.worksafe.tas.gov.au/laws/codes

    Victoria

    Proposed Amendments for Provisional Payments for Workers’ Claim on Mental Injury

    The Workplace Injury Rehabilitation and Compensation Amendment (Provisional Payments) Bill 2020 (the Bill) was introduced into the Legislative Assembly in November 2020.

    Following the release of the Royal Commission into Victoria’s Mental Health System, the government made a promise to implement changes to reduce the delay in workers receiving support for mental health injuries that was extending out, on average, to 13 weeks.

    The Bill seeks to introduce a 3-day notification requirement for mental injury claims and aims to provide workers with support within 2 days of the claim being submitted; a vast improvement from the average 13 weeks.

    https://www.parliament.vic.gov.au/file_uploads/SARC_Alert_Digest_No.13_of_2020_ZJRs21ky.pdf
    https://www.premier.vic.gov.au/better-mental-health-support-victorian-workers

    Lead Regulation Amendments
    Amendments to Part 4.3 (Lead) of the OHS Regulations came into effect on 5 June 2020.

    Adjustments were made to the following:
    • airborne lead exposure standard
    • definition of lead-risk work
    • frequency of biological monitoring
    • blood lead level thresholds for removal from, and return to, lead-risk work.

    OHS Legislation – https://www.worksafe.vic.gov.au/laws
    Codes of Practice – https://www.worksafe.vic.gov.au/compliance-codes-and-codes-practice

    New South Wales

    Updated Codes
    • Formwork Code of Practice 2020
    • First Aid in the workplace code of practice 2020
    • Excavation work code of practice 2020

    OHS Legislation – https://www.safework.nsw.gov.au/legal-obligations
    OHS Codes of Practice – https://www.safework.nsw.gov.au/resource-library/list-of-all-codes-of-practice

    Australian Capital Territory

    Updated Codes
    • Work Health and Safety (Abrasive Blasting Code of Practice) Approval 2020
    • Work Health and Safety (First Aid in the Workplace Code of Practice) Approval 2020
    • Work Health and Safety (Hazardous Manual Tasks) Code of Practice Approval 2020
    • Work Health and Safety (How to Manage Work Health and Safety Risks) Code of Practice Approval 2020
    • Work Health and Safety (Managing Electrical Risks at the Workplace Code of Practice) Approval 2020
    • Work Health and Safety (Managing Noise and Preventing Hearing Loss at Work) Code of Practice 2020
    • Work Health and Safety (Managing the Risk of Falls at Workplaces Code of Practice) Approval 2020
    • Work Health and Safety (Managing the Work Environment and Facilities) Code of Practice Approval 2020
    • Work Health and Safety (Confined Spaces) Code of Practice Approval 2020
    • Work Health and Safety (Demolition Work Code of Practice) Approval 2020
    • Work Health and Safety (Excavation Work Code of Practice) Approval 2020
    • Work Health and Safety (How to Manage and Control Asbestos in the Workplace Code of Practice) Approval 2020
    • Work Health and Safety (How to Safely Remove Asbestos Code of Practice) Approval 2020
    • Work Health and Safety (Labelling of Workplace Hazardous Chemicals Code of Practice) Approval 2020
    • Work Health and Safety (Managing Risks of Plant in the Workplace Code of Practice) 2020
    • Work Health and Safety (Managing Risks of Hazardous Chemicals in the Workplace Code of Practice) Approval 2020
    • Work Health and Safety (Preparation of Safety Data Sheets for Hazardous Chemicals Code of Practice) Approval 2020
    • Work Health and Safety (Preventing Falls in Housing Construction Code of Practice) Approval 2020
    • Work Health and Safety (Safe Design of Structures Code of Practice) Approval 2020
    • Work Health and Safety (Spray Painting and Powder Coating Code of Practice) Approval 2020
    • Work Health and Safety (Welding Process Code of Practice) Approval 2020

    OHS Legislation – http://www.legislation.act.gov.au
    OHS Codes of Practice – https://www.accesscanberra.act.gov.au/app/answers/detail/a_id/4201

    Queensland

    Updated Legislation
    • Safety in Recreational Water Activities Act 2011
    • Safety in Recreational Water Activities Regulation 2011

    Updated Codes
    • Electrical safety code of practice 2020 – Electrical equipment rural industry
    • Electrical safety code of practice – Works
    • Working near overhead and underground electric lines – Electrical safety code of practice 2020

    OHS Legislation – https://www.worksafe.qld.gov.au/laws-and-compliance/workplace-health-and-safety-laws/laws-and-legislation
    OHS Codes of Practice – https://www.worksafe.qld.gov.au/laws-and-compliance/workplace-health-and-safety-laws/laws-and-legislation/codes-of-practice

    Northern Territory

    Updated Legislation
    • Work Health and Safety (National Uniform Legislation) Regulations 2011 as in force 29 July 2020
    • Northern Territory Environment Protection Authority Act 2012 – As in force 28 June 2020
    • Waste Management and Pollution Control Act 1998 as in force at 28 June 2020
    • Water Act 1992 – As in force 20 November 2020

    OHS Legislation –https://worksafe.nt.gov.au/laws-and-compliance
    OHS Codes of Practice – https://worksafe.nt.gov.au/forms-and-resources/codes-of-practice

    Western Australia

    Silica Health Surveillance
    Businesses that expose workers to crystalline silica will be required to provide a low-dose HRCT scan, supervised by an appointed medical practitioner, instead of the previously required chest X-ray once the amendments to the Occupational Safety and Health Regulations 1996 come into effect on 15 April 2021.

    Work Health Safety Act & Regulations
    The Work Health and Safety Bill 2019 was passed by Parliament on 3 November 2020 and is awaiting royal assent. Work to develop the regulations will continue into 2021, and the WHS Act will not be operational until these have been completed.

    OHS Legislation – https://www.commerce.wa.gov.au/worksafe/legislation
    Codes of Practice – https://www.commerce.wa.gov.au/worksafe/approved-codes-practice

    NDIS Worker Screening Check
    A nationwide new worker screening process commenced from 1 February 2021 after Wester Australia passed the National Disability Insurance Scheme (Worker Screening) Bill 2020 (WA) in December.
    Amendments to the following were made because of this Bill being passed:
    • Spent Convictions Act 1988
    • Working with Children (Criminal Record 19 Checking).
    These changes allow the NDIS Quality and Safeguards Commission (NDIS Commission) to introduce, and manage, a nationally consistent Worker Screening Check (NDIS Check) and the NDIS Worker Screening Database.
    All new workers, and current workers, are required to be checked through the system, with the transitional phase completed over December 2020 to 1 February 2021.
    The checks and register look to determine if the worker has been excluded to work in any industries, and if they may pose a risk to work with a person with a disability.

    https://www.parliament.wa.gov.au/parliament/bills.nsf/BillProgressPopup?openForm&ParentUNID=1EE07E75B66CC858482585C2000D68FB
    https://www.aph.gov.au/Parliamentary_Business/Bills_Legislation/bd/bd1920a/20bd015

    17 Jan 2021

    How to host a COVID safe end-of-year celebration at your work

    Around this time of year, we find that many businesses seek OHS guidance about how they can host a safe Work Christmas Party or end-of-year celebration. Our advice is more or less the same each year. We recommend you conduct a safety risk assessment at your chosen party location, manage alcohol carefully and the related hazards, and communicate clearly with your team about appropriate conduct and the rules of the event, to name a few. 

     

    Read about more key considerations for work parties here.  

     

    Whilst this safety guidance is still certainly relevant, this year there is a new consideration. You guessed it, COVID-19. From a work health and safety management and compliance perspective, you must take deliberate action to ensure you are hosting a COVIDsafe party for your team this year.  

     

     

    What are the key COVID considerations for your party this year? 

     

    Physical distancing 

    Physical distancing is still an important component of our ability to control the spread of coronavirus within the community. As such, you must ensure you pick a venue that allows for space – much more than usual that is. Venues will no doubt guide you in the number of patrons they can have in a space – but also be proactive about this and ask.  

    To help, ask your team to RSVP and stick to that RSVP so that you don’t have more people than you intended show up on the day/night.  

     

    Location & size 

    Leading on from physical distancing, you may also like to consider the size and location of your party. If you’re struggling to find a venue that will keep everyone in the same room, suitably safe and distant, without breaking the budget, consider having multiple smaller events or hosting an outdoor event this year. The likelihood of the coronavirus spreading outside vs inside is around 10 to 20 times less likely – so it’s a great plan if you can. 

    Consider having team-based celebrations instead of an “all staff” one. Think about outdoor venues like parks, the local footy oval, beaches, Botanical Gardens, or lawn bowls.  

     

    A COVID safe Christmas Party or Work Event in Australia

     

     

    Cleanliness & sanitisation 

    Maintain a clean and sanitised work place for your team is a big part of any COVID safe plan out there. We’ve all become used to the concept of sanitising our hands or workspaces, and being mindful of touching our faces/then surfaces or people around us. It is no different at your end-of-year party.  

    First, ensure the space is clean and sanitised when you start – and, if possible, arrange for surfaces to be cleaned throughout the duration of the party. Second, ensure you have hand sanitiser and appropriate signage around the part space to remind people.  

     

    Sharing  

    Work events are often stand-up cocktail parties or bbqs, at which we might touch multiple glasses and plates throughout the night. There’s also commonly shared food at such events. However, this year, be mindful that it may be best to discourage the sharing of food, drinks, plates, cutlery and glassware, or touching multiple items, multiple times.  

    Consider ways that everyone can keep hold of their glass and reduce shared items. Perhaps a little charm around your glass, or people may bring their own. You may also choose a sit-down event, in which people use the items in front of them and eat a plated meal. 

     

    Lay the ground rules 

    With each and every one of these considerations, the most important thing is to ensure they are well communicated and understood by all attendees. Consider communicating this in a few ways, and request acknowledgement that your colleagues have read and understood the rules for the day/night.  

     

    Before the event, ensure you brief everyone (in person and/or in writing) on proper conduct and let them know about the rules for the event. At the event, use posters to remind people what you’ve already outlined. 

     

     

    Management of COVID-19 as an OHS hazard 

     

    At the end of the day, COVID-19 is a hazard that needs to be managed like any other in your workplace or at work-related events. When you conduct your risk assessment of the location of your work event, ensure that COVID is a top consideration.  

     

    Think about every possible way you can avoid the spread. Consider the points above as you plan what you will do, where you will go, how many people will be there, and how you can adhere to the relevant government and regulatory guidance.  

     

    Certainly, this is one end-of-year celebration we’ll all be pleased to attend – particularly for Victorians as they come out the other side of a longer lock down than most. We all need some time to rejuvenate, reconnect and relax, together as work mates and teams, after such a stressful and tumultuous year. 

     

    From the team at Action OHS Consulting to your team – happy end of year celebration! We made it! 

     

    If you need assistance with your COVID safe planning as we round out the year or perhaps as you plan to re-open and welcome your workers back, we’re here to help. Reach out to our team of OHS professionals today. 

    24 Nov 2020

    Adapting to Industry Needs in a Time of Great Change

    Work as we knew it has changed in some capacity for all of us. You might have found yourself logging into work from your living room each day, finding a plastic barrier of some kind between you and your colleagues or customers, fervently disinfecting surfaces before and after each shift, or watching your feet to keep a safe 1.5m socially distant space in place.

     

    Indeed, whatever you do and wherever you do it, you’ve likely experienced some level of adjustment in your working day.

     

    This hasn’t been easy for everyone. Yes, some have picked up speed quickly, adjusted and got on with it. But for others, change of this magnitude can bring about feelings that might demotivate us from pursuing our work the way we used to. Everyone is different.

     

    But with such pervasive and, oftentimes, unsettling changes in our ways of working – across each and every industry – comes the need for work health and safety professionals, like ourselves, to adapt and change too.

     

    As such, we’ve made some very necessary changes to the way we interact with our clients. Moreover, we’ve modified and refined our service offering in response to the fluctuating needs of the market in this strange and challenging time.

     

    Read on for more about our observations of needs in the health and safety sector, and the changes we’ve made to suit.

     

     

    Advisory support services

    March and April this year felt like a scramble. Whilst every organisation out there attempted to find a new way of working as quickly as possible, we clambered alongside them, aiming to assist as the rules and guidance around us all changed.

     

    Yet since the middle of this year, we’ve noticed a general sense of everyone ‘finding their feet’, so to speak. And with this, many businesses found the space to assess their operations and business functions, and find new and improved ways of working.

     

    During this time, we received a heightened request for OHS advisory support services. Organisations started to see value in retainer programs, in which we provided “ad hoc” OHS support. In this way, our clients received the exact level of health and safety support they needed. Nothing more, nothing less.

     

    Whilst for some, this arrangement involved reviewing COVID Plans alongside changing regulations and rules, it quickly expanded for some into supporting the wider ‘working from home’ workforce with OHS. As businesses were hit with increasing challenges, queries and concerns from staff working from home, this service was one that was greatly needed. It lifted the pressure on administrative or operational staff to be available and responsive to each and every request or call.

     

    We have no doubt that this arrangement will be a trend that will continue as businesses continue to mobilise and engage a remote workforce for some time to come.

     

     

    Virtual service delivery

    Needless to say, and like many others, we took our services online. Whilst traditionally the consulting gig is a happy face-to-face, always-on-the-road, kind of arrangement, we’re now comfortably supporting our clients virtually via Zoom, Teams, FaceTime, or any other preferred platform.

     

    women with head phones

     

    We’ve been surprised by some of the unique ways that we can work around problems and still deliver in accordance with the needs of our clients. Some of the ways we’ve changed;

    • Audits, reviews and health checks have moved online. As part of this program of work, we have started requesting that clients provide a ‘video walk through’ of their working environment.
    • Workstation assessments have moved online. Following a dramatic increase the number of ergonomic assessment requests, as thousands of people started working from home overnight, our workstation assessments can be undertaken 100% virtually and contact free. This is something we hadn’t considered before, but has been one of the most popular and important services we’ve delivered in recent months.
    • Training has moved online. We’ve delivered training in OHS due diligence and introductory courses for managers and supervisors via Zoom. This has involved allowing groups to interact with one another as though they are in the same room.

     

    No doubt, continuing to deliver our services online has also allowed us to work with organisations based in regional parts of Australia. Given the benefits of reaching these parts to assist with better work health and safety practices, we’ll be sure to continue this way of working well into the future.

     

     

    Safety secondments or short term contracts

    One of the by-products of the pandemic has been an increase in attention on work health and safety. In some organisations, this is the first time that many have seen their leadership teams make a concerted effort to understand work health and safety practices, challenges, and goals.

     

    We believe that this may have contributed to another trend in health and safety. We’ve found that secondment programs or short term contracts are becoming increasingly common. As organisations see the value of proactively managing safety, they are also regarding such arrangements as a good entry point to kick start ongoing improved management or to further investigate opportunities for improvement.

     

    This is why we’ve prepared our safety consulting team to support short and long term secondment needs from our clients. This allows our clients access to the immediate and highly value help they need in safety, whilst also allowing our consultants a chance to get ‘stuck in’ so to speak.

     

    It is in this kind of work that we feel we can add great value. Our extensive experience can be harnessed to address the challenges of our clients, whilst also allowing us to get a good sense of satisfaction from embedding more established, sustainable, and meaningful health and safety initiatives.

     

     

    Solutions in safety software

    Finally, we turn to technology. The shifts and changes in workplaces has seen many organisations turning to technology to address new needs. This might have been video conferencing software, health and safety management software, or virtual Friday night trivia and gaming solutions.

     

    But certainly, conversations about taking health and safety management online and into our OHS software, Safety Champion, have increased.

     

    V2 850 safety software man with screen web banner 1024x543

     

    For many of us, we are no longer congregating together in a workplace, a central point. For some, access to intranets has become a challenge depending on IT security arrangements. Yet, there has remained a very real need to provide remote access to safety programs and to allow management teams visibility of how effectively that safety program is being implemented.

     

    As such, our focus and development roadmap with respect to Safety Champion Software has slightly adjusted. We’re now focusing on supporting businesses to document communication with their “at-home” workforce; manage attendance at site, and, of course, appropriately manage the reporting of any suspected or actual cases of COVID-19 amongst the workforce.

     

     

    Safety Champion is becoming one of the important pieces of tech for many organisations in our new world. Not just for those with a workforce at home, but also for those implementing strong practices around COVID safety with a workforce that continues to come together in a workplace.

     

     

    . . .

    When COVID-19 hit – like everyone else we’re sure – we worked hard to pivot and adjust our business to fit the changing needs of our clientele. This has shifted over time, as needs and rules have moved, and we’ve continued to review how we work regularly, so that we can best serve our clients.

     

    We believe our refined mix of services are the ones our clients need most right now. And we’re prepared and ready to go. So, whether its health and safety advisory services, short and long term secondment offerings, virtual audits and health checks, virtual workstation assessments, or great COVID-ready safety management software, reach out to us today and let’s see how we can assist.

     

     

    16 Sep 2020

    3 ways to show your commitment to safety as a manager or leader

    You have probably heard that the best way to lead is by setting the right example. For some of you, this might sound repetitive. However, leading by example is certainly the most effective way to make workplace health and safety a collective effort within your workplace.

     

    Frequently, our clients tell us that even though they are aware of the importance of getting everyone involved in their health and safety practices, they struggle with keeping workers motivated and empowered.

     

    The struggle often happens because people follow what they see – both in action and in attitude. This is to say that your workers won’t commit to your safety culture, if you – as a manager or person of influence – are not seen to be committed yourself.

     

    This is important. It is imperative that leaders first consider – then reconcile within themselves – why the safety of their people is important to them, rather than ‘doing’ safety simply to comply with the rules.

    In this article we will explain three simple strategies that you can adopt to both develop and demonstrate your commitment to safety, and to guide your workforce to do the same.

     

    1. Interact with people in their place of work

     

    Communication is an essential tool in safety management. Not only does communication ensure expectations and responsibilities are shared and understood, it also provides an opportunity for management to understand what is working, and what is not.

     

    Yet, when you limit the communication you have with your operative workforce to a weekly or monthly meeting of a maximum of one hour (for example, via safety meeting or committee) you may find that your workforce see safety as something that is additional to their work, rather than the way you work.

     

    Communicating about safety outside of these meetings and, in fact, embedding communicating about safety throughout your entire operations can help to ensure that safety becomes part of the way you work.

     

    Start interacting with people about safety outside of set meetings, and in the operational workplace settings in your organisation. Walk around your various work spaces, and chat with your workers.

     

    Make safety an explicit part of your ‘walk-arounds’. For this to be successful, you don’t need to formalise it. It does not need to be a documented inspection or an audit – this will occur at scheduled times. This is about walking throughout your operational facilities and watching people perform their everyday job, whilst you check in with them. You’re trying to learn first if they have any safety concerns and also whether they are aware of their commitments and focus areas in safety.

     

     

    The important thing is to keep this interaction open and less formal. Your workers should feel comfortable to raise their concerns and not feel as though they are being monitored for bad behaviour or not knowing something.

     

    Don’t perform a safety walk-around without first considering:

     

    • Be aware of your safety performance indicators. Play around in your Safety Management Software Reporting Module or your past reports. Analyse the key performance indicators (KPIs) such as which are the departments reporting the highest number of corrective actions, near misses or incidents.
    • Review your safety compliance planning and inspection documentation. Be aware of which tasks and compliance activities are overdue.
    • Ask the operations managers or team leaders if something is going on with regards to the health or personal life of one of their direct reports.

     

    Having this information with you better prepares you to do your safety walk-around. You can address and/or anticipate conversations with workers. Additionally, you can properly respond in case you notice any unsafe practices that have led to an incident in the past, according to what you observed in your KPIs or what you had discussed with the team leader.

     

     

    2. Have better safety conversations

     

    As we said at the beginning of this article, the best way to make safety a collective effort is to lead by example. Therefore, think carefully about the quality of the conversations you are having around safety.

     

    The kind conversations that take place during meetings or committees between you, safety professionals and workers will influence the conversations that are had between the front-line supervisors and the workers who report to them.

     

    Be mindful that flippant or overly casual conversations may provide your workforce with insights as to whether you “truly” believe in your safety program. The trust you build in meetings can be instantly eroded with a flippant comment during Friday night drinks or any other time.

     

    To make your conversations successful, you need to make sure that there is a two-way dialogue. You must give others, irrespective of their role in your organisation, the chance to express their opinions. They must also understand that you care about what they are saying. To do so:

     

    • Focus on the positive side of things. Often safety conversations only occur when something is not going well or a mistake has been made. Aim to change that pattern. Start acknowledging people’s achievements. When walking through your workplace, comment on the effective practices. When reflecting on your safety reporting and the performance of your established KPIs, identify which department or units are performing well, call it out, and congratulate them and their contribution.

     

    • Be empathetic and curious. Workers don’t intentionally go out of their way to injure themselves and/or their team members. Unsafe actions or behaviours often occur because there is something else circumventing or driving their behaviour away from the established control. Having safety conversations with your workers, asking questions so that you can fully understand challenges they experience, and/or showing care and interest in their personal wellbeing is vital. This will help you to proactively manage hazards, and introduce change, before an incident occurs. Remember, if you ask the question, listen. If you are start off thinking that they are already wrong before you’ve heard them, seek to understand prior to making that judgement. Challenging their view might lose trust, but being open to listen helps. Importantly, identifying errors in your system, or identifying if someone is under stress, at the workplace can save lives as well.

     

    • Don’t blame anyone. Instead, help people to realise their improvement opportunities. When starting a safety conversation it is important that the workers involved are given the opportunity to explain the reasoning behind their actions, rather than being directly criticised or blamed. This remains true even if it is directly after identifying an unsafe behaviour during a walk-around or incident investigation. It can be challenging at first. However, you are more likely to identify the root cause of the behaviour, allowing you to effectively address is. Additionally, if you want your workers to trust that you care about their safety and wellbeing, show them your support.

     

    3. Do what you say

     

    As a leader of your organisation, people are always watching you. So, be faithful to your safety message, in even the simplest ways.

     

    This is not to say that you cannot make mistakes. However, you need to be careful that you are setting a good example regarding your safety commitment. This includes some of the more ‘basic’ aspects, such as wearing the proper personal protective equipment (PPE) during your walk-around, following the safety and health procedures when entering restricted areas and, ‘saying something if you see something’.

     

     

    Avoid the trap of thinking that you don’t need to follow the processes and protocols that have been set – that they are for the team. This is a common error that leaders often make. And it’s one that usually results in poor safety management practices overall, and the perception of poor leadership.

     

    Remember the saying: What is important to my manager is important to me.

     

    If workers see that you ignore the safety processes that are in place, why would you expect them to see see their value and take them seriously?

     

    Finally, remember that leadership is service and there is no safety without service. In other words, as a leader who is aware of the broader organisational health and safety goals, you can use your strengths, knowledge and position to support and encourage others towards these shared goals. The best way to demonstrate your commitment is by leading by example to help others to become safety champions.

    15 Sep 2020