How to empower your safety committee for effective meetings and activities by Ir Daud Sulaiman

8/6/2019 How to empower your safety committee for effective meetings and activities by Ir Daud Sulaiman

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CopyrightCOSH2011 1


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Ir Daud Sulaiman

NIOSH, Bangi

COSH 2011 KLCC

JULY 17-19, 2011

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CopyrightCOSH2011 3/39

TOPICSFORDISCUSSION

ACTIVITIESFORTHECOMMITTEETOCARRYOUT GUIDELINESFORTHECOMMITTEETOFOLLOW ISSUESGENERALLYFACEDBYTHECOMMITTEE TOWARDSANEFFECTIVECOMMITTEEMEETINGS


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EMPOWERING THE SH COMMITTEE FOR

EFFECTIVE MEETINGS AND ACTIVITIES


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PRIVATE SECTOR

GOVERNMENT

NOW TARGET

RESPONSIBILITY

FORO

SH

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100 %



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OSHPOLICY IMPLEMENTATIONOFTHEPOLICY:

SAFETYMANAGERSAFETYANDHEALTHCOMMITTEESAFETYANDHEALTHOFFICER

SAFETYSUPERVISORLINERESPONSIBILITYOSHMANAGEMENTSYSTEM



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SafetyandHealthCommiQeesprovideawayformanagementandworkerstomeet

regularlytodiscussworkplacehealthandsafetyissues.

ThecommiQeeshouldbringtogether

workers

pracZcalknowledgeofthejobs,andthemanagementsoverviewoftheworkplaceandworkorganizaZon,tosolve

currentsafetyandhealthissues.



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FORTHECOMMITTEETOCARRYOUT


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ISSUES NOTURGENT URGENT

NOTIMPORTANTNOTIMPORTANTNOTURGENT

NOTIMPORTANTBUTURGENT

IMPORTANT

IMPORTANTBUT

NOTURGENT

IMPORTANTAND

URGENT


WHICHISSUESSHOULDTHESAFETYCOMMITTEEFOCUSON?


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Aremembers'du=esclearlydefined?

DuZesofcommiQeesaredefinedintheOSHAandSHCRegulaZons.

SpecificduZesmayvarywiththetypeandsizeoftheorganizaZon,

industry,numberofsafetyspecialiststaffintheorganizaZon,thefirm'saccidentexperience,andthenumberofcommiQees.DuZes

commontoallcommiQeesinclude:

1. AQendingallcommiQeemeeZngs2. PromoZngthehealthandsafetypolicy,andprogram3. AssisZngtheemployerinresolvingworkerhealthandsafety

complaints

4. Providingfeedbackonworkers'suggesZons12/39CopyrightCOSH2011


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5. PromoZngandmonitoringcompliancewithhealthandsafetyregulaZons

6. ParZcipaZngintheidenZficaZonandcontrolofworkplacehazards

7. ParZcipaZnginassessmentsandthedevelopmentofcontrolprogramsforhazardoussubstances

8. AQempZngtoraisehealthandsafetystandardsabovelegalrequirements

9. ParZcipaZngintheresoluZonofworkrefusals10. AssisZnginthetrainingofnewworkers11. ConducZnghealthandsafetyeducaZonprograms



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12. Studyingsafetyprogramsofothercompaniestoenhanceownprogram

13. ParZcipaZnginaccidentinvesZgaZons14. Maintainingrecordsofaccidentsandinjuries15. IniZaZngotheracZviZesasindicatedbyaccidentexperience16. CarryingoutworkplaceinspecZons17. MakinghealthandsafetyrecommendaZons18. AdvisingonpersonalprotecZveequipment19. AssisZnginthedevelopmentoforganizaZonalOSHrules20. AssisZnginthedevelopmentofsafeworkprocedures21. MonitoringeffecZvenessofOSHprograms



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FORTHECOMMITTEETOFOLLOW


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1. DonotmakethesafetycommiQeeresponsibleforsafety;managementhasthatresponsibility.

2. AvoidusingthecommiQeeasanoperaZngtool.Donthavemembersdosafety.IncidentinvesZgaZons,inspecZons,

suggesZonevaluaZonandhazardreportanalysisarebeQer

donebythelineordedicatedteams.

3. DontletcommiQeemembersbecometheenforcers.Enforcementmustfalltomanagement.Onepossible

excepZon:abehavioralsafetyprocesscanpermitline

people(alongwithmanagement)torewardandcoach

behaviorrelatedtosafety.



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4. TaskthecommiQeetohelpmanagementdevelopstrategyandadviseonthesafetyandhealthprocess.

5. Usedata(incidents,rates,research,behavioranalysis,etc.)tosupportdecisions.Tracktheprogressofgoalsand

objecZvesandhelpmanagementwithaccountability.

6. GivethecommiQeemembersZme,funding,clericalsupport,andotherresources.

7. SeniormanagementinvolvementisneededtohelptransformwordsofcommitmentintoacZon.



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8. EnsurethecommiQeeisnotsimplyaplacetoletpeoplegathersoitcanbesaidthatacommiQeeexists.Lookathow

commiQeesareusedeffecZvelyforqualityoroperaZons.

Usethemasamodel.

9. MeasureyourcommiQeesperformance.Knowwhenitsworking.Ifitdoesnt,makeadjustments.

10. Askyourhumanresourcesstafftohelp,orhavealaborrelaZonsaQorneyreviewthemissionandorganizaZonofthecommiQee.



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FACEDBYTHECOMMITTEE


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ROUTINEMEETINGSBRINGROUTINERESULTS


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MakesurethecommiQeehaswell-definedobjecZvesandclearlysetoutfuncZons.

MakesureallcommiQeemembersunderstandthecommiQeesroleindealingwithlong-termpolicyandworkplacehealthandsafetyprogramissues.

MakesureallcommiQeemembersunderstandthedifferencebetweenthesafetyandhealthofficerroleandtheroleofthecommiQee.

Ensuretheagendaisnotcrowdedwithminorproblems,whichshouldbesolvedelsewhere.



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Specifyagendaitems.SZcktotheagenda. CommiQeemembersshouldbetrainedinhealthandsafety

andclearlyunderstandthecommiQeesrole.

ThecommiQeewillbeaneffecZvepartoftheoverallhealthandsafetyprogram,andthereisacommonunderstandingof

thecommiQeesobjecZves.

Issuesraisedbyemployees,safetyandhealthofficer,supervisorsandmanagementshouldbeinkeepingwiththescopeofthecommiQeesrole.

EnsurethedevelopmentandimplementaZonofanissueresoluZonprocedure.



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MakesureallmembersarriveonZme. Makesuretheagendaismanageableandallitemscanbeworked

throughintheallocatedZme.

PrioriZzeitemsifitappearstherewillnotbeenoughZme.MakesureurgentorimportantmaQerscomefirst.

Makesuretheagendaiscirculatedsoallmemberscomeprepared. ThechairpersonshouldkeepZmeandsumupwhereappropriate. MakesurerunningoutofZmeisnotanexcuseforstalling

commiQeebusiness.TheefficientandspeedyresoluZonof

businessmeansamoreeffecZvecommiQee.



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MakesureallcommiQeemembersaretrained,well-informedandconfidentaboutholdingaposiZononthecommiQee.

RepresentaZvesonthecommiQeearejustthatrepresentaZves.Theymusthavetheopportunitytopresenttheviewsofthosethey

represent.WheredominaZonoccurs,thechairpersonmustencouragebalanceddiscussion.

EstablishameeZngcodesothatallmembershaveanequalchancetocontribute.

ConsiderallocaZngZmeforeachmemberwhowantstocontributetothediscussiononaparZcularitem.

ConsidertrainingineffecZvemeeZngproceduresforthemembers. MakesurethecommiQeeisnottoolargetoomanypeopletrying

tohaveasaywillslowdownthecommiQeemeeZng.



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MakesurethecommiQeehasaprofileintheworkplacesocommiQeemeeZngsareseenasneedingasuitablevenue.

MakesureasuitablevenueisalwaysavailableforcommiQeemeeZngsandmakeafirmbookingwithsetZmesanddates.

EnsuremanagementsupportforthecommiQeethroughtheprovisionoffaciliZesandequipment.

ThesecretaryisresponsibleforsenguptheroombeforethemeeZngsoallnecessaryequipmentarereadyandworking.

MakesureothersintheworkplaceunderstandcommiQeemeeZngsshouldnotbeinterrupted.



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EmployersmustconsultwithemployeesondeterminingthemembershipofanySHC.However,employeesmustmakeupat

leasthalfofthemembershipofthecommiQee

MorethanonecommiQeemaybeneedediftheworkplaceislarge.AZeredstructurewithdepartmentalorsecZoncommiQeescoordinatedbyanoverallcommiQeecanworkwell.

TheworkplaceshouldaimforarepresentaZvecommiQeewherepeoplefromarangeofareas,needs,operaZonsandlevelsof

experZsecanworktogether.ThisdoesnotnecessarilymeanyouwillneedalargecommiQee.

ThechairpersonshouldbetrainedinmeeZngprocedurestoensurediscussionisbalancedandtoenableproperrepresentaZonby

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MakesureallrecommendaZonsarenotedintheminutesandtheacZonsrequiredareclearlydescribed.

MakesureminutesaredistributedanddisplayedASAPsothaturgencyandresponsibilityforacZonisunderstoodwithintheworkplace.

MakesurecommiQeeoperaZonsarewellsupportedbymanagement,withfaciliZes,ZmetoimplementacZon,resourcesandinformaZon.

RecommendaZonsnotimplementedshouldbeincludedontheagendaforthenextmeeZng,andthechairpersonshouldpursuethemaQer.ThosepeoplenotimplemenZngrecommendaZonsneedtoexplainthelackofacZonanddetailplanstoimplementrecommendaZons.

ThecommiQeeshouldreviewitsoperaZonsandmakesureallmembersarecommiQedtotheagreedobjecZves.



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WeveallhadplentyofexperiencewithsafetymeeZngs.WeveaQendedmany,andsomeofushaveledmany.WhilesomeofthesemeeZngshavebeenhighlyeffecZve,manymaybemosthavenotbeeneffecZveatall.

Astudyofaroundofsafetytrainingsessionsforalargeindustrialcompany:supervisors,workleaders,andsafetycoordinators.TheywereaskedtogivetheirbestesZmateofthepercentageofsafetymeeZngstheyveexperienced

overtheyearsthatwere,intheirjudgment,reallyeffecZve.EsZmatesrangedfromahighof75percentdownto5percent,withtheaverageresponsebeinglessthan50percent.



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WhethermeeZnggoalsareidenZfiedconsciouslyornot,asafetymeeZngshouldacZvatesafetyawarenessandsafebehavioronthepartofeverycrewmember.

MeeZngsshouldencourageeveryoneinvolvedtowatchoutforandcoacheachother.ThisisthecorepurposeofasafetymeeZng.

Butinafamiliarworst-casescenario,asupervisorsimplyreadsasafetybulleZnoranaccidentreportfromaregulatorybodydatabase.ParZcipantsthensignarosterindicaZngtheyaQendedthemeeZng.Theneveryonegetsbacktowork.



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SevenSteps:

1.Planthemee=ngaroundyourcri=calobjec=ves.AsafetymeeZngisnotaninformalmonologueaboutsafety.Itisa

plannedcommunicaZoneventaimedatachievingaspecific

objecZve.Andtheplanninginvolvesboththecontentthe

whatofthemeeZngandtheprocessthehow.

2.Determinewhatcontentisofinterestandvalue.Membersarelikelytogetmoreoutoftopicsdirectlyrelevanttothe

worktheydo,thecondiZonstheyworkin,best-pracZce

behaviorstheyneedtoengagein,andtherisksandhazards

theymaybeexposedto.Whenindoubt,onewayof

determiningwhatwouldbeofmostinterestandvaluetothe

groupis...askthem.



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3. Limityourpoints.Nomorethanthreetofivemainpointsistheruleofthumb.Oneisnotenough,and25isridiculous.

Thepointisnottocoverasmuchasyoupossiblycan;the

pointisformemberstolearnandfocusonafewcriZcal

elementsofsafework.

4. Makethemee=nginterac=ve.Ifpeoplearetalking,theyareacZveandengaged.One-waycommunicaZon,themost

commonformatbyfar,isoflimitedvalue.Whatwillgetyour

peopletalking?IfyouposequesZons,willtheyanswer?Can

youpre-assignmeeZngparZcipantstoleadpartofthe

meeZngorperhapstalkaboutasafetyissueofparZcular

importancetothem?



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5. Varytheformat.Haveoutsideexpertsinwhenpossible.Vendorsareoenhappytocomeinandtalkaboutsafeuse

oftheirequipment.Somesafetyculturesrotateleadership

responsibilityforthemeeZng.Aroundtablediscussionofsafetycasestudies(againrelevanttothekindofworkthey

do)canbeenergizing.Breakingalargeclassdownintosub-

groupsofthreeorfourtoworkoncasestudiesorto

brainstormsafetyrecommendaZonscangenerateahigher

levelofenergyandinvolvement.Inagroupof20,usuallyonlyafewacZvelyparZcipate;inagroupoffour,allusually

parZcipate.



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6. Discussnearmisssitua=ons.Itmaybedifficulttogetpeopletotalkopenlyaboutincidentstheyhaveseenorbeen

partof.Butifapproachedgradually,withnoonesingledout

forembarrassmentorpunishment,manyteamsgettothe

pointwheretheywillshareandlearnfromsuchevents.

Whenasafetycultureisatthepointwherenearmissescan

bediscussedopenlyandconstrucZvely,themeeZngsare

automaZcallymoreusefultotheteam.

7. Followupissuesiden=fiedinthemee=ng.AcommoncomplaintofineffecZvesafetymeeZngsiswebringstuffup

butnothinggetsdoneaboutit.Dontspendeverysafety

meeZngrehashingthesamehazardsandpoorpracZces.



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39/39 CopyrightCOSH2011


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Institut Keselamatan dan KesihatanPekerjaan Negara (IKKPN)National Institute of Occupational Safety andHealth ( NIOSH ) Malaysia

www.niosh.com.my

40 / 39 C i h COSH 2011

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How to empower your safety committee for effective meetings and activities by Ir Daud Sulaiman