WFED806:
Lesson 3: Element 2-Organization Communications and System Documentation
Lesson 3 Overview
In this lesson, we will explore the second element in a successful safety management system. In addition, we will learn about communication methods and techniques to keep employees informed and engaged.
Lesson Objectives
After completing this lesson, the readings, and the assignments, you should be able to
- identify the second element in a successful safety management system;
- determine the two key methods to keep employees informed about and involved in safety within the workplace;
- define communication techniques such as written communication, verbal communication, and a mix of written and verbal communication; and
- identify effective record keeping procedures.
Lesson Readings & Activities
By the end of this lesson, make sure you have completed the readings and activities found in the Lesson 3 Course Schedule.
Element 2 and Guidelines
Executives should use two key methods to keep employees informed about and involved in safety: open, two-way communication, and accurate records.
Guidelines
The following are guidelines for leaders within organization to follow and incorporate into the organization's culture. The list is adapted from the guidelines in the text (Czerniak & Ostrander, 2005, p. 22):
2.1. Management establishes and maintains policies for communicating information about the safety management system. Management includes methods for conveying, documenting, and responding to both internal and external communications.
2.2. Management has a mechanism for communicating safety and health information from the top leadership, through all levels of management and supervision, to employees.
2.3. Management maintains a mechanism for getting feedback from employees to the appropriate level of management, including senior management.
2.4. Management maintains a record-keeping system that includes a clearly written document control procedure. This system identifies:
2.4.1. Who has access to and responsibility for maintaining the record-keeping and document control system.
2.4.2. Which documents, records, or other pertinent data the system should maintain (documents should be retrievable, readily identifiable, legible and dated) makes safety performance a key indicator of organizational excellence and integrates it into the business planning process.
2.4.3. How long the system will maintain the records and how the system will keep documents up-to-date
2.4.4. Where records are located and how people can access them
2.5. The record-keeping documents generate information enabling the organization to evaluate safety performance and make improvements. This information includes the following.
2.5.1. Inquiry and illness data, including off-the-job injury data and related costs
2.5.2. Data from incident investigations
2.5.3. Industrial hygiene surveys and exposure monitoring results
2.5.4. Results of (as well as status of corrective action from) safety performance reviews, management assessments, third party audits and inspections
2.5.5. Safety policy, procedures, safety work practices, program objectives and goal status
2.5.6. Roles and responsibilities for program areas
2.5.7. Process safety reviews, risk assessments and hazard analysis
2.5.8. Elements of the safety management system and their connection to each other
Communication Techniques
Management should have different mechanisms of communicating safety and health information from the top leadership to all levels. When deciding which communication techniques to use, executives should consider a combination of written, verbal, and non-verbal communication.
Written Communication
Written communication is visual, permanent, and can be either formal (as in the case of procedures documentation), or informal (as in the case of short messages appearing on a computer screen saver). Executives should consider using written communication when conveying complicated, technical, or legal information.
Verbal Communication
Verbal communication is face-to-face, in-the-moment, and can be either formal (as in the case of a company presentation) or informal ()as in the case of thanking an employee for a job well done). Verbal communication allows leaders to see employee responses and to ask questions to confirm understanding of the message.
Combining Written and Verbal communication
To achieve the best safety results, executives should use both written and verbal communication.
Non-verbal Communication
Executives must consider non-verbal communication when forming safety policies and practice.
Employee Input
The information about employee input focuses on determining the two key methods to keep employees informed about and involved in safety within the workplace.
In order to be highly effective, communication about safety must flow in all directions. Although it is important to get information to employees, it is even more vital to hear back from them, as they are the front line doing the job. An effective safety management system will include and capture true information from employees.
Leaders can use various methods to encourage employee input, such as
- scheduling regular question and answer sessions with employees;
- requiring tailgate meetings before major projects so employees can talk about potential safety issues;
- including a section in the company newsletter in which employees can ask questions about safety and have them answered;
- creating and maintaining a suggestion box;
- conducting periodic writing safety surveys, and
- creating and maintaining safety initiatives that include an employee feedback component.
Record-keeping
Record-keeping is an important component of an effective safety management system. Good records allow executives to document safety policies and procedures, providing them with reliable information for analysis, decision making and continuous improvement.
In order to get the best possible record-keeping system, management needs to create and maintain a document control procedure. This procedure should specify everything employees need to know about preparing, accessing and using the company’s safety and health system.
As indicted in your textbook, a good record-keeping system should include
- injury and illness data, including off-the-job injury data and related costs;
- data from incident investigations;
- industrial hygiene surveys and exposure monitoring results;
- results of (as well as status of corrective action from) safety performance reviews, management assessments, third party audits, and inspections;
- safety policies, procedures, safety work practices, program objectives, and goal status;
- roles and responsibilities for program areas;
- process safety reviews, risk assessments, and hazard analysis; and
- elements of the safety management system and how they connect.
To learn more about record-keeping, please visit the U.S. Department of Labor website regarding Occupational Safety and Health (OSHA) requirement on this topic.
Watch Video on OHSA Record Keeping and Reporting
Video 3.1. OSHA Record Keeping and Reporting
Note: Video removed. You will have access to the video in the actual course.
Lesson 3 Activities
Lesson 3 Self-Check Exercise
This is a self-check exercise for understanding. It contains only one question.
Lesson 3 Discussion: Communication
Imagine you are an entrepreneur. Please describe the business, the structure of the organization, and respond to the following questions:
- Which mechanism of communicating safety and health information would you use for your business?
- How will you be innovative in your approach?
Please post at least two responses to your classmates' posts.