MANAGING SAFETY
IN YOUR WORKPLACE
Sept 2005
A STEP-BY-STEP GUIDE
CONTENTS
Change the way you think about safety
The crucial first step to making your workplace safer is simple . . . .1
Managing safety in your workplace
Three steps to a safer workplace . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Safety Action Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Examples and Samples
Find, Assess and Fix example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Safety Action Plan example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Other hazards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Safety Tools
Your safety checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Need more help? It’s available . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Blank Safety Action Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
First Edition : September 2003
Reprint : September 2005
The information presented in Managing Safety – A Step by Step Guide for Victorian Employers is intended for general use only. It should
not be viewed as a definitive guide to the law, and should be read in conjunction with the Occupational Health & Safety Act 2004,
Accident Compensation Act 1985 and Dangerous Goods Act 1985.
Whilst every effort has been made to ensure the accuracy and completeness of the Managing Safety – A Step by Step Guide for Victorian
Employers, the advice contained herein may not apply in every circumstance. Accordingly, the Victorian WorkCover Authority cannot be
held responsible, and extends no warranties as to:
• the suitability of the information for any particular purpose;
• actions taken by third parties as a result of information contained in Managing Safety – A Step by Step Guide for Victorian Employers.
CHANGE THE WAY
YOU THINK ABOUT SAFETY
THE CRUCIAL FIRST STEP TO MAKING
YOUR WORKPLACE SAFER IS SIMPLE
Whatever industry you’re in, think about safety the same way you think
about product development, distribution, marketing, sales targets or any
other management issue. Plan for it, invest in it, manage it and regulate it.
In short, make safety an intrinsic part of managing your business.
Not only will it prevent injuries, it will also help your bottom line. For a start, safe workplaces are
always the most efficient – the two go hand in hand. And then there’s the serious damage a bad
accident or death could do to your business. Think about the awful human cost. The morale of
your staff. The cost of down time. And the harm to your business’s reputation.
If you think it won’t happen in your industry, think again. Every four minutes in Victoria, someone
gets injured at work and a high percentage of these injuries occur at small to medium businesses just like yours.
And remember – you don’t just have a moral duty to manage safety in your workplace, it’s also
required by law. Directors and managers can be held personally responsible for any failure to
manage health and safety. In 2002/2003 alone, 210 Victorian businesses were prosecuted by
WorkSafe, with fines totalling almost $3,000,000.
So good safety management is good for your employees and good for your business. And when
a WorkSafe inspector pays you a visit, it’ll also be good for your peace of mind.
MANAGING SAFETY IN YOUR WORKPLACE
1
MANAGING SAFETY
IN YOUR WORKPLACE
THREE STEPS TO
A SAFER WORKPLACE
Managing safety doesn’t have to be difficult. It starts with three simple steps:
Find the hazards. Assess the risks. And fix the problems.
THREE STEPS TO A SAFER WORKPLACE
1. Find the hazards
Use the information in this brochure
to assist you. Talk to your staff, walk
around your workplace, look at your
injury records and find anything that
could cause harm.
2. Assess the risk
3. Fix the problem
Are there some hazards that pose a
greater risk than others? Work out
which hazards are the most serious,
and deal with these first.
You must work to eliminate the risk
altogether. If this can’t be achieved,
then work towards reducing the risk.
1. FIND THE HAZARDS
The first thing you need to do is to find the hazards in your workplace – that is, find anything with the
potential to cause harm. Some hazards will be obvious because they’ll be common to your industry,
but others won’t be.
• Start by talking to your staff. It’s a legal requirement that you discuss safety with them, and
it’s also smart management. After all, they’re the people doing the job and they’ll have a lot
to contribute. Ask them about any tasks they find physically difficult or awkward. Find out if
they try to avoid problems by ‘working around’ certain jobs. And listen to their ideas.
• Working closely with your employees, look at every task in your workplace to find potential
hazards. And write everything down.
• Don’t just look for obvious hazards. The majority of WorkCover claims are for sprain and
strain injuries, so make sure you check out any tasks where pushing, pulling, lifting or
twisting are involved.
• Remember that not all injuries are immediately obvious. Some are only discovered over time,
such as illnesses caused by long-term exposure to certain chemicals.
• Go through any injury records you have. They might show you if problem areas exist, or if any
patterns are emerging. If you don’t currently keep a written record of workplace injuries – and
near misses – start now.
• Look at the history of accidents in your particular industry. You should also talk to other people
in your industry and share their experiences.
• If you need extra help finding hazards, you can talk to the WorkSafe Advisory Service. If you’re
a small or medium-sized business, you might even qualify for a free safety consultancy service.
To find out more, call 1800 136 089 or visit www.worksafe.vic.gov.au
MANAGING SAFETY IN YOUR WORKPLACE
3
THREE STEPS TO
A SAFER WORKPLACE
2. ASSESS THE RISKS
After you’ve made your list of possible hazards, you need to assess the risk – that is, make a judgment
about the seriousness of each hazard, and decide which hazard requires the most urgent attention.
• Take a close look at each item on your list. What is the possible outcome if things go wrong?
Are we talking about scratches and bruises, or is there potential for someone to be seriously
injured or even killed? Is it an everyday thing, or something that only comes up now and then,
giving you more time to find a solution? Are there things you can do right now, as a short-term
fix, while you work out a permanent solution?
• Once you’ve worked out which hazards have the greatest potential to cause injury or disease,
or are a risk to public safety, mark them as your high-priority hazards. After that, rank them
in priority order from highest to lowest priority.
• Your list should be regularly reviewed and updated. You and your employees need to continually
monitor every aspect of your workplace and make sure any potential new hazards are
immediately identified.
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MANAGING SAFETY IN YOUR WORKPLACE
THREE STEPS TO
A SAFER WORKPLACE
3. FIX THE PROBLEMS
When you’ve prioritised the hazards on your list, you need to start immediately on the most
important step of all – fixing the problems.
• Your first aim should be to totally remove the risk. For example, if the risk involves a hazardous
chemical, try to find a safe alternative to the chemical. If there is a slipping or tripping hazard in
your workplace, see if it can be removed. If a task is intrinsically dangerous, look for alternative
ways to complete the task.
• If it’s not possible to totally remove a risk, you need to find ways to control it. You might
have to alter the way certain jobs are done, change work procedures, or perhaps provide
protective equipment.
You’ll often find there are simple solutions to many of the hazards in your workplace. Most of
them will be inexpensive, and some will cost nothing at all. Of course, sometimes there are
no straightforward solutions. What do you do then?
• Get help from associations or groups that are related to your particular industry. They might
have come across a similar problem before and have found a way to fix it.
• Talk to other people in your industry to see how they’ve handled similar problems.
• Call the WorkSafe Advisory Service on 1800 136 089 or visit www.worksafe.vic.gov.au
Finally, make sure you involve your employees in the entire process, right up to discussing the merits
of any possible solution before it’s put into place. See what effect it has on the way your employees do
their job. Check that it doesn’t cause any new unforeseen hazards. And make sure all the people
involved in any changes are properly trained.
MANAGING SAFETY IN YOUR WORKPLACE
5
SAFETY ACTION PLAN
WRITE EVERYTHING DOWN IN YOUR SAFETY ACTION PLAN
Everything you do to manage safety in your workplace needs to be organised
in a clear, logical way. The best way to do this is to put it all down on paper.
You can call this your Safety Action Plan and use it to keep track of everything
you’re doing. You’ll find an example of how a Safety Action Plan could look in
the Hazard Example section later in this brochure.
When WorkSafe inspectors pay you a visit, they’ll want to know exactly how you’re managing health
and safety in your workplace. So it’s very important to have a written plan on hand to show them what
you’ve been doing to protect your employees.
REGULARLY REVIEW YOUR SAFETY ACTION PLAN
Once you’ve started a Safety Action Plan, it needs be reviewed and updated regularly to see how it’s
working and to take account of changes in your workplace. Discuss it regularly with your employees
to get feedback on new issues, and to check the progress of existing procedures. And remember,
having a Safety Action Plan on paper isn’t enough. The important thing is to put it into action.
6
MANAGING SAFETY IN YOUR WORKPLACE
SAFETY ACTION PLAN
OTHER IMPORTANT THINGS YOU NEED TO LOOK AT
Managing safety in your workplace starts with the three steps mentioned earlier, but it doesn’t end
there. There are other things you need to look at as well. Of course, they all need to be put down in
your Safety Action Plan. And remember, they’re not just good business management, they’re also
required by law.
TRAIN YOUR STAFF TO WORK SAFELY AND MORE EFFECTIVELY
• For staff to work safely – and effectively – they must be well trained in their jobs. Always work
out what training your staff need to their jobs properly and safely, and keep a record of who’s
been trained and who hasn’t. Also, take the time to regularly review all work practices.
MAKE SURE LICENSES AND CERTIFICATES ARE IN ORDER
• Before any specialised tasks are started, make sure that all required licenses and certificates-ofcompetency are in order. It’s also a good idea to list in your Safety Action Plan everything that’s
needed for these tasks. If you’re not sure if licenses are needed for particular tasks, just contact
WorkSafe Victoria.
•
Make sure all your safety procedures are followed. Be prepared to congratulate staff
who do the right thing – and crack down on anyone who doesn’t.
INDUCTION FOR EMPLOYEES, CONTRACTORS AND VISITORS
Existing employees aren’t the only people you need to think about. To properly manage safety, you
also need to inform new employees, contractors and visitors about the safety requirements at your
workplace. Put together a simple pack (or even a photocopied leaflet) that tells them exactly what
you expect from them in regard to health and safety, and hand it to them before they begin any
tasks. Take everyone through the requirements and make sure they understand them. Keep a list
of all the people you’ve explained your requirements to.
MANAGING SAFETY IN YOUR WORKPLACE
7
SAFETY ACTION PLAN
MAKE SURE YOUR EMPLOYEES ARE PREPARED FOR EMERGENCIES
Preparing for emergencies is another important part of managing safety in your workplace.
Make sure clear instructions are in place so employees know what to do in any emergency situation.
Information on relevant first aid for specific incidents, and details for evacuation, should all be posted
throughout your workplace. And don’t forget – you’re required by law to immediately report deaths
and serious accidents to WorkSafe Victoria. The direct contact number for emergencies is 132 360.
MONITOR YOUR EMPLOYEES’ HEALTH
You’re legally required to arrange regular health checks for any employees who work with lead,
asbestos, noise, or certain hazardous substances. You’re also required to keep a record of these
checks. It’s vital for the health of your employees, and the information can also be used to improve
your safety management.
GOOD SAFETY MANAGEMENT PROTECTS YOUR EMPLOYEES & YOUR BUSINESS
Many of the things we’ve talked about here won’t be new to you. Hopefully, you’re already doing
most of them. But the important thing is to get organised. Start by thinking of health and safety not
as a separate issue, but as an intrinsic part of managing your business. Give it the resources and
attention it deserves, and you’ll get the results you want. Just like any other part of your business.
Of course, preventing injuries is the most important thing, but as was pointed out earlier, good safety
management can also help your bottom line. And that applies to every business, regardless of size.
It can boost staff morale, improve workplace communications, make your training more effective, lift
productivity and reduce staff turnover. And let’s face it, no one wants to work in an unsafe workplace,
so good safety management also makes it easier to get the best people on board – and to keep them.
There’s also the risk of prosecution to think about. If you fail to meet your legal obligations in regard
to health and safety, you could be heavily fined.
So take a fresh approach to managing safety in your workplace from today. It’ll be good for your
employees, and for your business.
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MANAGING SAFETY IN YOUR WORKPLACE
EXAMPLES & SAMPLES
FIND, ASSESS & FIX – EXAMPLE
SO WHERE DO YOU START? RIGHT HERE
Every workplace has different hazards. That makes it impossible for us to
show you examples here of all the possible hazards and solutions that exist.
But to help get you started, we’ve included an example that is common to
every kind of workplace – manual handling.
HAZARD EXAMPLE: MANUAL HANDLING
Whether it’s picking up a bundle of files in an office, moving stock in a retail outlet, or carrying
parts in a factory, just about every job in every industry involves some kind of manual handling.
And that means just about every employee risks suffering painful sprains and strains, or even
serious back injuries.
It’s a major health and safety issue. Sprains and strains account for more than half the claims made
to WorkCover and are responsible for the vast majority of work days lost through injury. So what can
you do about it? This is where the three steps - finding, assessing and fixing problems – come in.
FIRST, FIND THE HAZARDS
Working with your employees, look around your workplace and list every single manual handling task
that is likely to cause a risk of injury. Include anything that requires lifting, carrying, pulling and pushing.
Take particular note of tasks that involve twisting, bending, reaching, repetitive movements or working
in confined areas. In storage rooms, check the heights of shelves and the size of storage boxes.
NEXT, ASSESS THE RISKS
Go through your list of manual handling tasks one by one, and rank them in order of the greatest
risk. Then put this priority listing in your Safety Action Plan. If any of the activities pose an immediate,
serious risk, act to stop them now. And remember, a lot of these injuries occur over time through
repeated wear and tear – so even if an activity doesn’t seem to be a problem now, it could still be
doing damage.
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MANAGING SAFETY IN YOUR WORKPLACE
FIND ASSESS & FIX – EXAMPLE
NOW, FIX THE PROBLEMS
Because manual handling problems vary greatly from industry to industry, the ways to fix them
will also vary. However, no matter what industry you’re in, there will be many things you can do to
reduce the risk of manual handling injuries. Remember to talk to your employees about the tasks
they perform and look for ways to reduce the manual handling they do. The following are just a few
examples of what needs to be done in a variety of situations.
Reduce the risk of manual handling injuries.
• Look for ways to eliminate and reduce the amount of manual handling required of employees
that is likely to cause risk of injury. Either modify work practices to eliminate lifting and carrying
entirely, or find ways to minimise the more common lifting and carrying tasks.
• In the healthcare industry, when a patient needs to be moved, enforce a ‘No Lifting’ policy
and provide mechanised lifting equipment. Ensure you train staff how to use the equipment.
• In packing and despatch rooms, make sure benches are at a comfortable height and at a width
that keeps everything within reach.
Provide trolleys and other mechanical aids.
• Provide hand trolleys and flat waist-high trolleys for regular manual handling tasks.
They’re not just safer, they’re also faster and more efficient.
• In the hospitality industry, use specially designed trolleys for moving stacked chairs.
• In industries where very heavy objects are lifted, use mobile powered lifting equipment.
Again, it’s safer and it helps get the job done faster.
MANAGING SAFETY IN YOUR WORKPLACE
11
FIND ASSESS & FIX – EXAMPLE
Manage storage areas to minimise risk.
• In storerooms, avoid storing anything above shoulder height. Keep all heavier items at waist
height and only store light objects on lower and higher shelves.
• See if your storerooms can be redesigned to make them more employee-friendly. Provide space
for trolleys to move, and bench space as a holding area.
• Never use large storage containers. Store items in small containers that are lighter and easier
to handle. If you have things in large containers, transfer them to smaller containers.
Use jockey wheels for easy manoeuvrability.
• All machinery that needs to be pulled into position, particularly in farming and horticulture,
should all have jockey wheels installed to eliminate awkward lifting and pulling.
Provide training for safer manual handling.
• Provide training, so your employees know the correct ways to use equipment and handle heavy items.
• Put up posters around the workplace to remind them of the correct handling methods and proper
ways to use equipment.
• Make sure all trolleys and other safety equipment are used and maintained in a good condition
– monitor and supervise your work processes.
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MANAGING SAFETY IN YOUR WORKPLACE
SAFETY ACTION PLAN
SAMPLE SAFETY ACTION PLAN
While you’re working to find, assess and fix hazards such as manual handling in your workplace, you need to put
everything in your Safety Action Plan. How you structure your Safety Action Plan is up to you. The important thing,
as we said earlier, is to organise your safety management and put everything on paper. On this page is a sample of
how a Safety Action Plan could look. You might want to modify it to suit your needs. There we also suggest how you
could fill it out based on the manual handling example we have just covered. Remember to always work on your
highest priority hazards first. At the back of this booklet you’ll find a clean copy of a Safety Action Plan. Photocopy it
and use it for your workplace.
Company Name:
Date:
Sample Store
19 / 9 / 2003
HAZARD (FIND)
PRIORITY
(ASSESS)
ACTION REQUIRED (FIX)
PERSON RESPONSIBLE
DUE DATE
REVIEW DATE
AND COMMENTS
Carrying large
amount of stock
from storeroom
to shop front.
H
• Purchase trolley
• Bree
Sept 30
Nov 24
• Train staff on
new processes
• Belinda
• Monitor and
supervise new
processes.
• Belinda
• Rearrange store
room
• Chris
Sept 30
Stock only
accessed less
than twice
per month.
• Belinda
Sept 30
Nov 24
(and ongoing).
Heavy stock on high
shelves – difficult
to get down.
M
No emergency
procedures
document
M
Oct 1
Oct 7
Nov 10
• Grace
• Place heavy stock at
waist height
• Schedule staff
meeting to discuss
emergency evacuation
requirements
• Draft procedures
• Train staff
• Monitor and review
MANAGING SAFETY IN YOUR WORKPLACE
13
OTHER HAZARDS
NOW START FINDING, ASSESSING AND FIXING THE OTHER HAZARDS
IN YOUR WORKPLACE
Manual handling is just the start. Below, we’ve included a listing of some common hazards you
should look out for, though there are sure to be others specific to your workplace or industry.
You can call the WorkSafe Advisory Service on 1800 136 089 for any other information you need.
HAZARD LIST:
Airborne dust and fumes
All terrain vehicles
Asbestos
Biological hazards
Chemicals
Confined spaces
Dangerous goods
Electric shocks
Equipment & plant
Falls from heights
Forklifts
Hazardous substances
Lead
Noise
Occupational violence
Roadside repairs
Power tools
Powered machinery
Spraying flammable liquids
Structural collapse
Tractors & attachments
Traffic accidents
This is not a comprehensive list. Please visit www.worksafe.vic.gov.au for a detailed list of hazards.
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MANAGING SAFETY IN YOUR WORKPLACE
SAFETY TOOLS
SAFETY TOOLS
YOUR SAFETY CHECKLIST
How well are you managing safety in your workplace right now?
Are you fully aware of all the potential hazard areas?
Are you acting on them?
The following is a very basic safety checklist that shows the areas
you need to look at. The list doesn’t cover all the possible hazards
in your workplace, however it should provide a good starting point.
If there are any areas you haven’t looked at yet, start now.
Just place a tick next to the hazards relevant to your business, then start finding, assessing and fixing
the problems. And remember to put everything in your Safety Action Plan. For a more comprehensive
checklist relating to your specific industry check the WorkSafe website at www.worksafe.vic.gov.au or
call 1800 136 089.
INSTRUCTION 1: PLACE A ✓ AGAINST THOSE ISSUES RELEVANT TO YOUR BUSINESS
INSTRUCTION 2: PUT THEM IN YOUR SAFETY ACTION PLAN AND ACT NOW
Manual handling (Lifting, twisting, pulling,
pushing tasks)
Chemicals, including safe use, storage and
material safety data sheets
Infection (animals, humans, waste)
Occupational violence from customers,
patients, visitors etc.
Trenching
Working at heights, including ladders,
scaffolding, harnesses
Plant safety including machinery, tools,
guarding etc.
Welding /Cutting
Policy / procedures / job safety analysis
Heat
Air quality & ventilation, especially where
glues, petrol, chemicals are used
Asbestos or lead
Duties of importers, suppliers & manufacturers
Confined spaces
Forklifts
Cranes and Hoists
Contractors
Fatigue or stress
Licensing
Noise
Slips, trips, falls
Emergency response including first aid, fire,
explosion, robbery
Electrical safety
Register of injuries or Return to Work
Demolition
Dangerous Goods including gas, petrol,
oils, explosives
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MANAGING SAFETY IN YOUR WORKPLACE
Safety induction including OHS responsibility,
behaviour, issues to cover
SAFETY TOOLS
NEED MORE HELP? IT’S AVAILABLE
If you need more help in managing safety in your workplace, there are a number of options available to you.
• Visit our website at www.worksafe.vic.gov.au It contains comprehensive information on many
workplace safety issues.
• Call the WorkSafe Advisory Service on 1800 136 089
• You might also qualify for a free safety consultancy. Visit www.worksafe.vic.gov.au
or call 1800 136 089 for more information.
• Contact your industry association. They may also be able to provide a free safety consultancy.
MANAGING SAFETY IN YOUR WORKPLACE
17
Photocopy and use
18
MANAGING SAFETY IN YOUR WORKPLACE
FIND THE HAZARD
Company Name:
ASSESS THE
RISK (PRIORITY)
SAFETY ACTION PLAN
FIX THE PROBLEM (ACTION REQUIRED)
PERSON RESPONSIBLE
DUE DATE
REVIEW DATE
AND COMMENTS
Date:
/
/
MANAGING SAFETY IN YOUR WORKPLACE
19
NOTES
20
MANAGING SAFETY IN YOUR WORKPLACE
NOTES
MANAGING SAFETY IN YOUR WORKPLACE
21
VICTORIAN WORKCOVER AUTHORITY
WorkSafe Victoria offers a complete
range of health and safety services.
• Emergency response
• Advice, information and education
• Inspections and audits
• Licensing and certification
• Publications
WORKSAFE VICTORIA CONTACTS
Head Office
Victorian Workcover Authority
222 Exhibition Street
Melbourne Victoria 3000
GPO Box 4306
Melbourne Victoria 3001
Phone . . . . . . . . . . . . . . . . . . . . 9641 1555
Fax . . . . . . . . . . . . . . . . . . . . . . 9641 1222
Toll-free . . . . . . . . . . . . . . . . . . 1800 136 089
LOCAL OFFICES
Ballarat . . . . . . . . . . . . . . . . . . 5338 4444
Bendigo . . . . . . . . . . . . . . . . . . 5443 8866
Dandenong. . . . . . . . . . . . . . . . 8792 9000
Geelong . . . . . . . . . . . . . . . . . . 5226 1200
Melbourne
(628 Bourke Street). . . . . . . . . 9941 0558
Mildura. . . . . . . . . . . . . . . . . . . 5021 4001
Mulgrave . . . . . . . . . . . . . . . . . 9565 9444
Preston. . . . . . . . . . . . . . . . . . . 9485 4555
Shepparton . . . . . . . . . . . . . . . 5831 8260
Traralgon . . . . . . . . . . . . . . . . . 5174 8900
Wangaratta . . . . . . . . . . . . . . . 5721 8588
Warrnambool. . . . . . . . . . . . . . 5564 3200
PUBLICATIONS
Phone . . . . . . . . . . . . . . . . . . . . 9641 1444
Email . . . . . . . . . . . . . . . . . . . . [email protected]
WEBSITE
www.worksafe.vic.gov.au
VICTORIAN WORKCOVER ADVISORY SERVICE
Victorian Workcover Authority
222 Exhibition Street
Melbourne Victoria 3000
Phone . . . . . . . . . . . . . . . . . . . . 9641 1444
Fax . . . . . . . . . . . . . . . . . . . . . . 9641 1353
Toll-free . . . . . . . . . . . . . . . . . . 1800 136 089
Email . . . . . . . . . . . . . . . . . . . . [email protected]
WorkSafe Victoria is a division of the Victorian WorkCover Authority.
VWA642/02/09.05