Safety

1
Safety Health Management System Training

• Lesson 2 Management Leadership

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Safety Health Management System (SHMS) Webinar
Series

• In this series of webinars developed under the
  Susan Harwood Grant, you will learn
• Lesson 1 - OSHA and the Importance of Having a
  Safety Health Management System (SHMS)
• Lesson 2 Management Commitment Leadership
• Lesson 3 Worksite Analysis
• Lesson 4 Hazard Prevention Control
• Lesson 5 Safety Health Training

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Lesson 2 Contents

• Objectives
• Management Commitment
• Safety and Health Policy
• Goals and Objectives
• Employee Participation
• Management Review

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Objectives

• Learn how to achieve support of management.
• Learn the five main elements of management
  leadership in implementing a SHMS
• Safety Health policy
• Management commitment
• Employee participation
• Setting goals and objectives
• Management review

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Management Commitment

• Ultimate responsibility for the effectiveness of
  your SHMS rest with top management
• Top management demonstrates its commitment by
• Ensuring that business is conducted in a safe and
  healthy way
• Providing financial, staff and organizational
  resources
• Visibly participating
• Holding employees accountable for their
  responsibilities

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• Poll Question 1

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Management Commitment

• Exercise
• Instructions Read the scenario below and
  determine whether or not Cozy Heating and Coolng
  (CHC) has adequate top management commitment to
  safety and health.
• Scenario The Sales Manager (Jim South) at CHC
  had been trying for weeks to secure a new
  industrial client for heating and air
  conditioning services. The potential client
  called unexpectedly and asked to visit a job site
  to observe CHC technicians at work. Jim gladly
  agreed and rushed to meet him at a nearby
  location. At the job site, the potential client
  asked Jim if there were any personal protective
  equipment (PPE) requirements prior to proceeding
  to the work area. Jim, eager to make the sale,
  responded that the two of them were not subject
  to any requirements for PPE, as they were simply
  going to observe.

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Management Commitment

• Exercise
• The two proceeded to the roof of the building
  where the CHC technicians were servicing air
  handling units very close to the edge of the roof
  (less than 6 feet). The potential client noticed
  they were wearing safety glasses and safety
  harnesses that were appropriately secured to an
  anchor point. Jim walked over to them and asked
  if they would unlock their lockout devices on the
  air handling unit so the potential client could
  observe their completed work. The potential
  client suddenly indicated that he had a meeting
  with a competitor of CHC.

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• Poll Question 2

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Management Commitment

• Answer Jim demonstrates a poor commitment to
  safety and health based on the these behaviors
• He proceeded to the work area with a potential
  client without determining the required PPE.
  Although he and the potential client were not
  conducting the work themselves, they were
  entering a potentially hazardous area and were
  responsible for following all safety work
  practices and policies.

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Management Commitment

• He proceeded to the work area, located near the
  edge of the roof, without appropriate fall
  protection. Either he was unaware of the dangers
  of working close to the roof edge, or he chose
  not to follow safe work practices.
• He asked the technicians to remove their lockout
  devices from the air handling unit without
  ensuring that the servicing was complete.
  Equipment is required to be isolated from energy
  sources, or "locked out", during servicing or
  maintenance to prevent unexpected energization
  during servicing. Locks must remain in place
  until maintenance or servicing has been
  completed.

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Management Commitment

• Roles and Responsibilities - All persons involved
  with the SHMS should have clear assigned roles
  and responsibilities.
• An example
• Top Management
• SHMS Coordinator
• Line Management
• Employees

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Management Commitment

• Top Management
• Has responsibilities such as authorizing the
  safety and Health policy
• Ensuring the SHMS is properly implemented
• SHMS Coordinator
• Has responsibilities such as monitoring the
  overall operation of the SHMS
• Reviewing the legal requirements and
  dissemination the information to relevant staff
• Developing appropriate safe work procedures and
  practices

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Management Commitment

• Line Management
• Has the responsibilities such as implementing and
  enforcing safe work procedures and practices
• Be a good example
• Employees
• Have responsibilities of following safe work
  procedures and reporting unsafe conditions

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Management Commitment

• Documentation and Communication
• Document and communicate in a variety of methods
  that reflects your organization (language
  barriers, disabilities, etc.)
• Written safety and health procedures - Identify
  job positions rather than employee names to
  prevent frequent updates.
• Job descriptions - Include specific safety and
  health responsibilities within job descriptions.

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• Poll Question 3

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Management Commitment

• Scenario 1
• Ben Smith of the CHC Company signed and issued
  the safety and health policy as revised by Mary
  White.
• He also recognized the importance of assigning
  clear responsibilities for safety and health
  after losing a potential new client.
• Mary White was named as the Safety Health (S
  H) Coordinator in addition to her role as HR
  Manager.
• Her safety and health responsibilities include
  overseeing the implementation of the SHMS and
  disseminating safety and health regulations to
  the CHC Management Team.

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Management Commitment

• Scenario 1, cont.
• The Management Team is responsible for ensuring
  that safety and health policies and procedures
  are effectively implemented, communicated and
  enforced in their departments.
• All employees are expected to follow the safety
  and health policies and procedures.
• To ensure that these responsibilities were
  clearly understood, all job descriptions at CHC
  were updated to reflect these responsibilities
  and were reviewed and signed by the employees.

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Management Commitment

• Your organization should assign clear
  responsibilities for the SHMS while promoting the
  idea that everyone is involved in safety and
  health.
• Assigning responsibilities ensures there is
  accountability and clarifies roles.

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Management Commitment

• Below is a strategy to consider when you assign
  responsibilities for your organization
• Identify the positions that ensure the SHMS is
  properly implemented, undergoes periodic reviews,
  and appropriate actions are taken where
  necessary.
• Identify the positions that oversee the SHMS and
  develop appropriate safe work procedures and
  practices.
• Identify the positions that review the legal
  requirements and disseminate the information to
  relevant personnel.
• Identify the positions that implement and enforce
  safe work procedures and practices.
• Identify employee responsibilities.
• Document the responsibilities and communicate to
  employees in a method that is clear and effective
  in your organization.

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Management Commitment

• Two ways to establish accountability
• Job performance evaluations
• Systems for enforcing safety rules
• Job performance evaluations
• Include a set of relevant safety and health
  performance criteria, employee will be evaluated
  on how safely they are working among other
  criteria pertinent to their job

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Management Commitment

• System for enforcing safety rules
• Safety procedures and practices are effective
  only if they are enforced.
• SHMS should describe a system for enforcing
  safety rules, such as disciplinary action, so
  that employees understand the consequences of not
  following these rules.
• Supervisors and managers must recognize the
  important function of enforcing safety rules.

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• Poll Question 4

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Management Commitment

• Scenario 2
• CHC takes disciplinary action. Following the
  implementation of the new safety and health
  policy and the defined safety and health
  responsibilities, Mary White called a meeting
  with Jim South, the Sales Manager. She told him
  that one of his Sales Account Representatives,
  Mark Rebell, has been seen walking through
  construction job sites with customers without the
  proper hard hat or safety shoes. Because Jim must
  follow these safety rules as well as enforce
  them, Mary asked him to speak directly with Mark
  about this unsafe act.

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Management Commitment

• Scenario 2, cont.
• She reminded him of the new disciplinary policy
  with respect to not following company safety
  rules
• The first instance is a verbal warning,
• The second instance is a written warning, and
• The third instance is termination.
• Jim South agreed and left immediately to provide
  the verbal warning to Mark Rebell, realizing that
  he, himself, had committed a similar unsafe act
  only days ago.

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Safety Health Policy

• Safety and health policy is
• A required component of an SHMS
• Defines your companys commitment to the
  management system
• Describes the organizations mission, core values
  and belief about safety and health
• Informs the external public of the organizations
  commitment to address safety and health concerns
• Strive for continual improvement in this area

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Safety Health Policy

• A strong safety and health culture is the result
  of
• Positive workplace attitudes
• Involvement and buy-in
• Safety and health improvement goals
• Policies and procedures
• Training
• Responsibility and accountability
• Used consistently and effectively strong safety
  and health culture

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Safety Health Policy

• When developing your safety and health policy
  consider including the following elements
• Management commitment toward safety and health
• Management commitment towards protection of
  employees

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Safety Health Policy

• Commitment to continual improvement
• Commitment to compliance with safety and health
  regulations
• Commitment to effective employee participation

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Safety Health Policy

• Once your policy is written and is ready to
  implement follow these guidelines
• Obtain approval and signature from top management
• Document policy in visible and accessible format
• Communicate policy to all employees
• Review policy periodically to ensure its
  relevancy

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• Poll Question 5

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Safety Health Policy Exercise

• Instructions Mary White has drafted the safety
  and health policy provided below. Does her draft
  policy meet all of the elements listed in the
  checklist on the left?
• Draft CHC Policy The CHC Company is committed to
  the safety and health of our employees and our
  community. We will strive to comply with federal,
  state and local occupational safety and health
  regulations. We will communicate our policies,
  procedures and goals to all employees to ensure a
  safe and healthful working environment.

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Safety Health Policy Exercise

• Revised CHC Policy The CHC Company is committed
  to the safety and health of our employees and our
  community. We will strive to comply with federal,
  state and local occupational safety and health
  regulations and to continually improve our safety
  and health performance. We promote employee
  participation in these efforts and will
  communicate our policies, procedures and goals to
  all employees to ensure a safe and healthful
  working environment.

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Safety Health Policy

• Strategy to consider when you develop and
  implement a safety and health policy
• Involve top management, safety committee or
  safety team
• Review existing policies (business or
  environmental) that have a standard template that
  can be used
• Develop policy content based on required elements
• Document the policy according to your current
  document control system
• Communicate the policy to all employees in an
  accessible format

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Safety Health Policy Examples

• Company XYZ is committed to minimizing risks in
  the workplace to protect our employees and our
  neighbors.
• Our commitment is supported by management and is
  the responsibility of each employee at Company
  XYZ.
• We will implement our commitment through our
  safety and health management system to ensure
  continual improvement, to provide employee
  education and training, to comply with applicable
  regulations, and to institutionalize the value of
  safety and health throughout our company.

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Goals Objectives

• Part of its overall management planning process.
• Each of the models mentioned requires setting S
  H goals and objectives
• Are valuable benchmarks in which to measure
  actual S H performance to determine if
  improvements have been made.

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Goals Objectives

• Goals refer to a larger, more general target that
  an organization desires to achieve. (example)
• Objectives refer to the specific steps that will
  be taken to achieve the stated goal. (example)
• Once established communicate them.

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• Poll Question 6

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Goals Objectives

• Establishing Goals and Objectives
• Should be a joint effort between your
  organization's management and employees
• Should be challenging, yet attainable
• Should also be stated in quantifiable terms so
  that progress toward achieving them can be
  measured

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Goals Objectives

• Difficult to attain goal Company ABC will reduce
  its lost workday injuries down to zero in the
  first year of implementing the SHMS.
• More attainable goal Company ABC will reduce its
  lost workday injuries by 50 in the first two
  years of implementing the SHMS.
• A more realistic goal specific objectives to
  reach that goal success

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Goals Objectives

• Example 2 (Measurability)
• Non-measurable goal Company XYZ will operate
  more safely by the end of the year.
• Measurable goal Company XYZ will reduce eye
  injuries by 50 in the manufacturing area by the
  end of the year.
• Establishing measurable goals in your company
  will allow you to track your progress

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Goals Objectives

• Goals and objectives should be developed
  following a comprehensive worksite analysis.
• Establishing priorities for S H can be
  difficult because all reductions in hazards are
  regarded as improvements in performance.
• Consider focusing on the goals that achieve the
  greatest improvement in the S H performance
  rather than setting goals for every issue
  identified.

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Goals Objectives

• Prioritization Strategies
• Establishing priorities for safety and health can
  be difficult because all reductions in hazards
  are regarded as improvements in performance.
• Some organizations develop a ranking process to
  determine which goals to act on first.
• Occurs after the organization has conducted a
  comprehensive worksite analysis.

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Goals Objectives

• Examples of criteria to utilize for ranking
  schemes include
• Likelihood or potential of the hazard occurring
  (very likely, unlikely, etc.)
• Severity of the hazard (death, serious physical
  harm, etc.)
• Frequency of the hazard (once per day, once per
  shift, etc.)
• Number of employees exposed to the hazard
  (1,5,10, etc.)

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Ranking Method for Hazards - Example
Likelihoodof Hazard Severity Of Hazard Frequency Exposure (a) Total Score
Hazard Noise in facility is greater than 85 dB (time-weighted average) Very likely during manufacturing operations Possible Hearing Loss Continuously during manufacturing operations 10
Scores 5 3 5 3 16
(a) Exposure Number of employees
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Ranking Method for Hazards - Example

• Each of the four criteria is rated from 0 to 5
  based on the amount of risk the hazard poses.
• Individual values are added across to obtain a
  final score for the hazard.
• If you have many hazards to prioritize
• Focus on ones whose scores meet or exceed a
  certain value.
• For example, any score over 12 warrants a high
  priority.

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Goals Objectives

• Scenario CHC tries to Establish Goals and
  Objectives
• During CHCs first Safety Improvement Team (SIT)
  meeting, they decided to recommend safety and
  health goals and objectives to management. They
  realized that they needed more data before they
  could effectively set a goal and objectives. The
  following action items were established
• Mary White will bring the following workplace
  injury and illness data to the next meeting the
  number of OSHA recordable accidents that have
  occurred over the past 3 years, and a breakdown
  of the types of accidents that have occurred over
  the past 3 years.
• The SIT will conduct a worksite safety analysis
  to identify hazards in the workplace and areas
  that require immediate improvement.

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Employee Participation

• Value of Employee Participation
• SHMS is effective only if all employees become
  involved and feel a responsibility for safety and
  health at your organization
• Performing work safely is a daily activity for
  everyone rather than a separate, occasional
  activity for teams and committees
• Employee participation in the SHMS goes beyond
  the employee right to notify managers of
  hazardous conditions

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Employee Participation

• Management best way to encourage employees is
  to
• Become involved
• Visibly participate
• Provide the necessary time and resources for
  employees to participate

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Employee Participation

• What benefits do employees bring to your SHMS?
• Employees know and understand the hazards of the
  work they perform.
• Can provide possibly overlooked suggestions for
  improvement.
• Well-trained employees can ensure that new
  employees are properly informed of workplace
  hazards during on-the-job training.
• Top management support generally leads employees
  to minimize unsafe acts and therefore prevent
  accidents.

51

• Poll Question 7

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Employee Participation

• You can involve employees by asking them to
• Participate in accident or incident
  investigations.
• Conduct workplace or departmental safety and
  health inspections.
• Develop and/or evaluate written safety
  procedures.
• Participate in safety and health committees.
• Assist in safety training of other employees.
• Eliminate Barriers
• Top management must walk the talk
• Allow employees to attend meetings or training
  sessions

53
Employee Participation

• Scenario CHC Focuses on Employee Participation
• Mary White has organized a safety committee to
  gain employee involvement in the implementation
  of the SHMS. The committee consists of four
  service technicians, the Operations Assistant,
  the Sales Manager and Mary White. The meetings
  are scheduled the first Friday of every month at
  730 am.
• President Ben Smith attended the first meeting to
  show his support and the value he places on the
  committees efforts. Mary White presented the
  first agenda itemto decide the name of this
  committee. After interesting discussions, the
  committee decided to be named the Safety
  Improvement Team (SIT). For the remainder of the
  meeting, the SIT discussed their role in the SHMS
  and the specific responsibilities that they will
  have going forward.

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Management Review

• Requires a periodic management review process to
  ensure the system is functioning as intended and
  is adapting to changing circumstances.
• Review will help determine
• Changes are needed to improve worker protection
• The organization's safety and health performance
  is continuously improving.

55
Management Review

• It's important to document your management review
  process, as you answer the following questions.
• Is your SHMS suitable, adequate and effective?
• Review the status of the SHMS goals and
  objectives.
• Review workplace injuries and illnesses or other
  safety performance measures.
• Are your SH policy, goals and objectives and
  other SHMS elements still relevant?

56
Management Review

• Each of the models for SHMS requires that a
  management review be conducted at a determined
  interval.
• The organization sets this interval based on
  organizational needs and structure.
• Some management reviews are conducted every 6
  months.

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Management Review

• Management review will be conducted after your
  SHMS has been implemented for some period of
  time.
• This important component of management leadership
  will be revisited at relevant points throughout
  the rest of the series.

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• Poll Question 8

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Conclusion

• This is the end of Lesson 2, please take the
  post-test and complete the lesson evaluation
  form.
• Sign up for Lesson 3 and subsequent lessons.
• In order to get your certificate of completion
  for this series, you must complete all 5 lessons.

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• This course, funded by an OSHA-sponsored Susan
  Harwood grant, is designed to assist small and
  medium sized businesses in developing and
  implementing an effective safety and health
  management system.
• This material was produced under grant
  SH-17814-08-60-F-24 from the Occupational Safety
  Health Administration, U.S. Department of Labor.
  It does not necessarily reflect the views and
  policies of the U.S. Department of Labor, nor
  does mention of trade names, commercial products,
  or organizations imply endorsement by the U.S.
  Government.