7 smart steps for osh excellence - quality learning for a ... · pdf...

Seminar: 7 Smart Steps For OSHExcellence

Presenter: Aswadi C.O 1

7 Smart Steps ForOSH Excellence

Developed & Presented by:Aswadi Che OmarITS Management Sdn Bhd

By the end of this program, youshould be able to:

• Understand that OSH actually is everybody’sbusiness.

• Know & play active roles in helping OSH-MP15to be achieved.

• Know the smart & practical steps to mobilize“OSH vehicle” at the organization leveleffectively & efficiently.



First Thing First, Let’s Make ClearSome Of The Terms

• The “OSH” term will be used all the way in thisdiscussion as an abbreviation for a quite longterm, “Occupational Safety & Health”

• OSH through this discussion will mainlyfocused on occupational activities.

• The word “Safety” alone will not be using inthis discussion to avoid misinterpretation byour sub-conscious mind.

What Is OSH?

Let’s make clear the meaning first:• Occupational Safety and Health (OSH)- “It is a field of study with cross-discipline

knowledge focuses on managingoccupational risk with the main objectiveto eliminate / minimize the impacts onpeople who are dealing with the risks”



7 CommonMisconceptions

7 Common Misconceptions That LeadTo Unwanted Outcomes

1. Safety First!2. “Security” should be put under “Safety” too!3. OSH is 100% SHO’s responsibilities for the

organization.4. SHO is the “secretary” for SHC.5. The more we know about OSH, the more we

have to comply; then it is better not to know!6. OSH is nothing to do with business survival.7. “Zero Accident” is the best OSH goal forever.



#Safety First!

Does the slogan “Safety First!” whichwe see everyday really trigger ourmind towards positive behavior?

Where is the action verb in theslogan?



Misconception #1

#Safety First!• When we say anything repeatedly everyday,

subconsciously our mind will process it and willmanifest it through our action; whether it is right orwrong.

• The question is, why just “Safety” first, not “Health”?• Is “Health” not important to us?• Why not “Health First” or “Safety & Health First” or

perhaps “OSH First”?

Causations Of Occupational Death

Causation of Occupational Death Percentage (%)

Cancer 34

Injuries 25

Chronic Respiratory Diseases 21

Cardiovascular Diseases 15

Others 5

Based on the above statistic, 75% of occupationaldeath contributed by occupational diseases andonly 25% contributed by occupational accident.

Source: ILO 1999



Industrial Accidents In Malaysia(2006-2014)

Source: SOCSO

40617

38657

3509234376

3560335088 35296

3589835294

2006 2007 2008 2009 2010 2011 2012 2013 2014

Industrial Accidents (IA)

Occupational Diseases In Malaysia(2006-2014)

Source: SOCSO

263 339515

9541221

1537

2113

2636

3002

2006 2007 2008 2009 2010 2011 2012 2013 2014

Occupational Diseases (OD)



This Is How Usually We Think & Act

Safety

Health

Healthy CultureDiseases Prevention

Safety First

Health First

Immediate Effect(Acute)

Long-term Effect(Chronic)

Safety CultureAccidents Prevention

Incidents PreventionOSH CulturePractice

Good OSH!

“Do it right the first time.”

Anon



#“Security” should be put under“Safety” too!

Misconception #2#“Security” should be put under “Safety” too!• What commonly you call “SHO” at your workplace?

You call it with longer title “Safety Officer” isn’t it?• “Safety Officer” is “Pegawai Keselamatan”; sounds like

“Pengawal Keselamatan” too.• What do you call “Security Officer” in Bahasa?• The fact is, “Occupational Safety” and “Security” are

quite different things.• So, why don’t we just use “SHO” instead of “Safety

Officer” starting from now on?



#OSH is 100% SHO’s responsibilitiesfor the organization

Misconception #3#OSH is 100% SHO’s responsibilities for the organization.• Really? Who said so?• Do you really know the SHO’s roles & responsibilities?• Do you know the existence of OSHA 1994?• Sect. 15 & Sect. 24 in OSHA 1994 are for whom?• Is it worth for your family members putting on blame

to the SHO if you died when an occupational accidenthappened?



#SHO is the “secretary” for SHC

Misconception #4#SHO is the “secretary” for SHC.• Perhaps you have your own experience as a

secretary for a club or society during your schoolor college time.

• That’s why you have the paradigm that SHO is theperson who has to take minutes during SHCmeeting; as a secretary, as mentioned in the SHCRegulations 1996.

• Do you think that your paradigm and currentpractice is correct based on your interpretationfrom the regulations?



#The more we know about OSH,the more we have to comply;then it is better not to know!

Misconception #5#The more we know about OSH, the more we haveto comply; then it is better not to know!• I have heard this statement coming out from a

president of an important association after aseminar while having a chit-chat with him.

• By ignoring all the OSH matters includinglegislations, you think that we will free fromoccupational harms and legal actions?

• It is not the matter that we are free from theharms, but it is the matter of we don’t realizethat the harms have already affected us.



#OSH is nothing to do withbusiness survival

Deepwater Horizon Disaster

Misconception #6#OSH is nothing to do with business survival.• Profit = Revenues – Expenses• The higher the revenues and the lower the

expenses – the higher the profit for the business.• Without realizing it, incident will reduce the

revenues (lower productivity) and will increasethe expenses (incur direct and indirect costs); sothe profit will be lesser.

• So, you still want to treat OSH as not importantactivities in your business?



#“Zero Accident” is the best OSH goalforever!

Pyramid Of Accident

TYE/PEARSON/BIRD 1969-1975

400 Near-miss accident

80 Property Damages

50 First Aid

3 Lost of Days

1 Fatality

Why “near-miss accident” info so important?



Misconception #7#“Zero Accident” is the best OSH goal forever!• Perhaps the intention of setting this goal is good.• Usually, from the goal and objectives, derive Key

Result Area (KRA) / Key Performance Index (KPI).• Some of the personnel will not report the

incidents involved with the intention to supportthe goal, objectives, KRA & KPI.

• Do you think that it is a good sign & practice?• Perhaps “100% Safe Actions & Conditions” as

OSH goal is better to be promoted instead.

“Shall not do the act (harm) thatcould endanger yourself and

others”Prophet Muhammad p.b.u.h

(HR Ibnu Majah)



OSH: Whoseresponsibilities actually?

An Incident Scenario (1/3)• An incident happened; hazardous toxic gas

released from just a “normal” business premise.• Just because a worker didn’t follow the SOP, a

process sparked into a chain reaction and end upas a disaster.

• Incident took place in the middle of the nightwhile most of the residents living nearby andsurrounding the business premise were sleeping

• The gas is very hazardous, odorless and watersoluble; caused suffocation and could lead todeath.



An Incident Scenario (2/3)• Emergency alarm triggered and activated but did

alert nothing to the residents.• Residents didn’t know how to react to the

situation causing many casualties.• Survivors were sent to nearby hospitals, doctors

painstakingly try to identify symptoms becausethey didn’t know what actually happen (problem).

• Thousands of people died on that night alone.• Media from all over the world made special

coverage about the disaster.

An Incident Scenario (3/3)• Special press conference were conducted by the

Prime Ministers and other relevant ministers andagencies.

• The PM instructed thorough investigation to beconducted immediately.

• Most of local TV channels broadcast live telecastfrom the scene for several days.

• As usual, every where public talk about the issuewhen it is still hot.

• And bla…bla…bla…(please complete the story onyour own)



The Questions Are:1. Is this scenario possible to happen here?2. Who should be blamed in this incident?3. Whose responsibilities to prevent the incident

from happening?4. What do you expect will happen after quite

sometime?5. Do you think that all parties involved learn their

lesson pertaining to the incident?6. Do you think the incident can reoccur in the

future?7. Why? (for both Yes or No answer for Q6)

OSH: Back To The Past

• OSHA 1994 is routed from HASAWA 1974 (UK).• Meaning; both of the acts have the same

framework and approaches; based on “self-regulation” which was introduced by Lord AlfredRobens.

• Robens introduced this philosophy:“Responsibilities to ensure safety and health atthe workplace lies on those who create the riskand those who work with the risk.”



“Robens Style” LegislationTo ensure this legislation style is a success:• Every stakeholders in OSH especially employers &

employees should know & play each role effectively &efficiently – “General duties of care”

• Employers should consult employees pertaining to OSHmatters & improvement – Safety & Health Committee(SHC)

• Safety & Health Officer (SHO) will play his/her role as anadvisor to the top management and also as coordinator.

• OSH will be governed through issuance of Improvement& Prohibition notices.

Enhancing RobensApproach

Who else should play their active rolesbesides those “who create the risk and

those who work with the risk”?



Occupational Incidents : BiggerPerspective

Source: Tripod Causation Path

When The Role In OSH Has Not BeenPlayed Effectively By.. (1/3)

• Employees, they themselves might lose their livesor suffer from other immediate / long-termeffects.

• Employers, they might lose their businesses orgain less profits.

• Enforcers, compliance to the related legislationsmight be taken lightly by the relevant parties.

• Local authorities, residential areas and towncenters might be developed in the buffer zone ofmajor accident hazard industries.




• Mass media, the public might not be aware ofthe importance of OSH and not taking seriousabout it.

• Hospitals, they might not be prepared withproper antidotes / medicines for specifichazardous chemicals using by nearbyindustries.

• Bomba, they might jeopardize theirmanpower's life without knowing whatmaterials / chemicals are they dealing with.


• Government, the country might lose skillworkers, have less productivity, have to pay morecompensation and fall to the much lower rank ofworldwide incident rate benchmarking.

• Colleagues, more workloads and stressed are tobe expected.

• Family members, they themselves might losetheir beloved one and source of income too.

• Public, perhaps they will be affected too whendisaster strikes any of the nearby industries.



Aligning Our OSHDirection With OSH-MP 15

Vision Of OSH In Malaysia– Towards “Safety Culture”

•Enhance competencies of officers & OSHpractitioners•Strategic alliance•Increase enforcement activities•Focus on critical sectors (SME, BC,Agriculture, Transportation & School•Conduct R&D•Enhancing leadership (gov)•Regulate OSH-MS

•National policy framework on OSH•Enhance tripartite co-operation•Promote preventive culture•New skill & competencies are acquired &developed•Strategic alliance at regional level•Increase enforcement activities•Focus on soft issue, ergonomic, stress &etc.•R&D – structured & defined•Enhancing leadership (employers/Union)•OSH-MS in place.

•Enhance public awareness on OSH•Self regulation become a practice•National policy & framework on OSHestablished•Promote preventive culture & wellpractice•Create an expert group in various field &skill•Strategic alliance at international level•Increase enforcement activities•Focus on new emerging hazards.•R&D – research outcomes driven•Enhancing leadership (Social Partners &Public)•OSH-MS as part of business.

SafetyCulture

Standard Setting PromotionEnforcement

OSH Strategic Drivers

Source: DOSH M’sia 2006



Vision Of OSH In Malaysia – By DOSH

Towards “Safety Culture”; through 3 stages:1. Standard Setting (2005-2010) – Outcome :

OSH Ownership2. *Enforcement (2010-2015) – Outcome: Self-

Regulation3. Promotion (2015-2020) – Outcome:

Preventive Culture

Source: OSH-MP 15 : DOSH M’sia

About The OSH-MP 15 (1/2)• OSH-MP 15 stands for “Occupational Safety &

Health Master Plan For Malaysia 2015”.• It is the 2nd stage from a series of 3 consecutive 5-

year action plans (2010 – 2015).• Provides a much needed strategic vision and

direction for work safety and health in Malaysia.• Focuses on building and sustaining the culture of

self-regulation, preparing to enter the stage ofpreventative culture.




About The OSH-MP 15 (2/2)• Will reinforce and build upon the main

existing OSH legislative frameworks such asOSHA 1994, FMA 1967 etc.

• Will help raise knowledge and awareness onOSH and its importance and benefits, andthereby commitment to OSH.

• Will form a basis for streamlined and co-ordinate action by an entire spectrum of KeyStakeholders and Social Partners.


The Stakeholders & Social PartnersIn OSH

The Government• NCOSH• DOSH• NIOSH• SOCSO• MoH• Other agencies• Politicians

Social Partner• Employers• Employees• GLCs• OSH Practitioners• The Insurance Industry• Higher Learning

Institutions




OSH-MP 15: The Aims

• To build a safe, healthy and productive pool ofhuman capital by creating, cultivating andsustaining a safe and healthy work culture inall organisations throughout Malaysia.


OSH-MP 15: The Objectives

• To increase awareness and knowledge in OSH andcommitment to OSH in all undertakings both bigand small business;

• To reduce the rates of workplace injuries andassociated fatalities;

• To reduce the number of occupational lungdiseases, occupational noise induced hearing lossand occupational skin diseases; and

• To minimize their adverse impacts on efficiency,productivity and business performance.




The Malaysian Model: The OSH Culture Way To Building ASafe, Healthy and Productive Pool Of Human Capital


“When everybody thinkssomebody will do it, in the end

nobody did.”Anon



Organization’s ActiveRoles Towards Achieving A

Fast-track ImprovementOf OSH

Thru 7 Smart & Pragmatic Steps

How Organization Can Play ActiveRoles In OSH? (1/2)

• OSH is everybody’s business; employers andemployees are the main Social Partners in OSH-MP 15.

• SHC will be utilized effectively as a meeting platformbetween managements & employees to discuss &coordinate all OSH matters direct with topmanagement (employer).

• SHO, as a smart advisor to the top management & andthe secretary for the SHC will play his/her roles toadvise the top management & to educate all the SHCmembers in getting the best commitment from them inachieving the OSH goals.



How Organization Can Play ActiveRoles In OSH? (2/2)

• Employers first will provide all the relevant OSHtrainings especially to the SHC members.

• Well knowledge SHC will then work together as ateamwork in setting and work out the strategiesto make the workplace safe & healthy foreverybody.

• All personnel (without exceptional) will then takecharge their own roles and responsibilities in OSHin achieving the OSH goals for their own goodsake.

The 7 Smart & Pragmatic Steps

1. Set up a proper SHC and provide proper trainings for allthe committee members.

2. Identify all requirements from OSH legislation aspects andOSH-MS followed by conducting Gap Analysis.

3. Conduct Pre Risk Assessment.4. Set the OSH objectives and provide all the resources.5. Set up relevant functional committees under SHC

accordingly and provide proper trainings.6. Set & execute Action-Plan accordingly using PDCA.7. Measure performance, audit frequently and practice

Kaizen.



The Approached Model

The 7 Marvellous Smart Steps are based on themodel below – typical OSHMS model

INPUTS

Vision & MissionNature of Business

LegislationsThird party inputs

PLAN

HIRARCMake ArrangementsAssign Responsibility

Arrange resources

DO

Enforce ProcedureSupervise

Respond EmergencyTrain

Communicate etc

POLICY/OBJECTIVES

Safe & healthyWorkers

ProductivityOrganisation Image

ACT

Corrective ActionReview

Improve

CHECK

MonitorSurveillance

InspectInvestigate

AuditRecord & Analyse

“No man is an island.”

Anon



Step #1

Set up a proper SHC and provideproper trainings for all the

committee members.

Properly Setup & Develop The SHC

• Since SHC will be the main player for OSH inthe organization, the SHC itself should havethe proper setup on the very first place.

• Then, the SHC should be equipped with allrequired knowledge & skills in order for themto perform their functions & roles effectively& efficiently.



Establishing The Proper SHC

• The structure• The leaders• The members• The functions• The training

Proper SHC – The Structure• As required in the SHC Regulations 1996, SHC should

have a chairperson, a secretary, employer reps andemployee reps

• Ideally, the best SHC is to have:– The chairperson who can make all the decisions; an

employer or his/her authorized manager shall be thechairperson of the SHC (Reg 6(1) SHC 1996).

– The secretary who is passionate and have a very goodknowledge in OSH

– Head of departments from all organization’s SBUs– Passionate employees in OSH from each organization’s SBU



Common Structure Of SHC

Chairperson

Secretary

Employer Reps Employee Reps

(Reg 5(2) SHC 1996)* if no. of employees <= 100:- no. of employer reps >= 2- no. of employee reps >= 2* if no. of employees > 100:- no. of employer reps >= 4- no. of employee reps >= 4(Reg 8 SHC 1996)* shall be able to represent the various sections of a place of work

Proper SHC – The Leaders• The chairperson should have basic knowledge

about OSH and aware the important of properOSH management for the business survival.

• He/she should have the authority to make anydecisions especially pertaining to resourcesmatters during SHC meeting.

• Good leadership and communication skills willbe advantages for both the chairperson andSHO.



Proper SHC – The Members

• Commonly, appointing the employerrepresentatives is quite straight forward;usually no issues on that.

• Most of the time, appointing the employeerepresentatives is quite tricky; depend oneach “employer’s intentions”.

• Anyhow, it is better appointing the employeereps who can talk & dares to voice out thefacts & realities rather than appointing the“yes man”.

Proper SHC – The Functions (1/3)• Most of the time, the SHC members don’t

know the function of SHC itself and theirfunctions as a member.

• Without having clear functions & roles of theSHC and as a member, how can we expect theSHC to function effectively.

• We too can expect what will happen to theSHC meeting which should be conducted atleast 3 month-once if they don’t know theirfunctions.



Proper SHC – The Functions (2/3)Here are some of the basic functions of SHC:1. Re-examine and recommend amendments to

the OSH policy.2. Help develop rules and systems.3. Help develop and review the OSH program.4. Analyze incident trends and statistics.5. Conduct safety inspection and recommend

preventive and corrective actions.

Proper SHC – The Functions (3/3)

6. Conduct immediate incident investigation andrecommend corrective action.

7. Investigate complaints of unsafe practice /conditions and recommend corrective action.

8. Help develop promotional and educationalprograms.

9. Discuss the report and recommendations fromSHO, enforcement officers and etc.

10. Advise the employer pertaining to OSH matters.



Proper SHC – The Training• Each of SHC member including the chairperson

should be trained for the SHC functions and otherrelevant OSH trainings (Reg. 28 & 29 SHC 1996)

• As fundamental, main SHC members shouldattend these OSH trainings:1. OSH Management2. Effective Safety & Health Committee3. Risk Management (HIRARC)4. Accident Investigation5. OSHMS and Auditing

Notes:



Step #2

Identify all requirements from OSHlegislation aspects and OSH-MS followed by

conducting Gap Analysis.

Conducting Gap Analysis• The employers should ensure that all relevant

OSH legislations are complied.• Gap analysis between legislation requirements

and current situation will help determine theincompliance.

• The employers too may proactively use the OSH-MS standards as their best practice approach inOSH management.

• So, the gap analysis between the OSH-MSstandard requirements and current situation willhelp them for benchmarking.



Gap Analysis – Relevant OSHLegislations

Two (2) main acts:• AKKP/OSHA 1994 (Act 514)• AKJ/FMA 1967 (Act 139)

Other acts to consider:• Employment Act 1955 (Act 265)• Electricity Supply Act 1990 (Act 447)• Fire Services Act 1988 (Act 341)• Petroleum Act 1984 (Act 302)• Atomic Energy Licensing Act 1984 (Act 304)• Etc..

Gap Analysis – The OSH-MS

Among OSH-MS standards can be used asreferences:• MS 1722: 2011• OHSAS 18001: 2007• ILO OSH-MS 2001



Step #3

Conduct Pre Risk Assessment.

Conducting Pre Risk Assessment• Based on our nature of business / operation, we

should at least know the common hazards thatexists in our workplace.

• Pre risk assessment will give some initial andrough ideas & inputs about the hazards & typesof emergencies that exist in the workplace andhow serious are they.

• Walk-thru survey and some documents reviewincluding legislations, plant layout, process flow,chemical inventory list and etc. are some of themethods might be considered for this purpose.



Risk Management Model

Source: DOSH HIRARC Guideline

Among Important Inputs FromThe Pre Risk Assessment

• Common hazards based on business nature• Hazardous chemicals• Machines or operations that need special

permit• Special competency needed• Trainings needed• Types of emergencies• etc.



Step #4

Set the OSH objectives and provideall the resources.

Setting the OSH objectives

• OSH objectives should be blended with theorganization’s direction.

• The OSH objectives should complement otherobjectives such as for sales, productivity,quality, environment and etc.

• Without objectives, we can’t know exactlywhere are we going, whether are we on trackor not, and whether have we arrived or not?



Vision

Missions/Purposes

Goals(OSH)

Goals(Productivity)

Goals(Sales)

Objective Objective Objective Objective Objective Objective

ActionPlans

ActionPlans

ActionPlans

ActionPlans

ActionPlans

ActionPlans

Core/Shared Values

DIRECTION

Strategies Strategies Strategies APPROACH

ACTIONS

Organization’sDirection

Organization’s Vision, Mission /Purpose & Values

Example from Dow (a chemical company)• Vision

– “To be the most valuable and respected science company in theworld.”

• Mission / Purpose– “To passionately create innovation for our stakeholders at the

intersection of chemistry, biology and physics.”

• Values– Integrity– Respect for People– Protecting Our Planet



OSH Goals & Objectives

Example:• OSH Goal (wider scope)

– To be OHSAS 18001 certified– All employees are competent for their task

• OSH Objectives (narrow scope – S.M.A.R.T)– 100% of personnel will undergo OSH awareness

training– 100% of incidents including near-miss to be

reported & investigated– Reduce 50% from previous year’s Incidence Rate

S.M.A.R.T Principle

• Specific• Measurable• Achievable• Realistic• Time-frame



OSH Goals & Objectives Will ProvideYou The Base For:

• Direction & Target point• Baseline• Track• What & whom to benchmark with• Data to be recorded• Specifications• Minimum requirements• Failures• Compliances

OSH Policy

• While objectives provides the direction for theorganization, the policy on the other handprovides the guideline for the company tobase their decision.

• Without OSH policy, it is like a tram withoutthe railway; will cause a lot of deviations inmoving ahead and difficulties in achieving theobjectives.



OSH Policy Should Have The Soul (1/3)• OSH policy is not just a piece of paper; it

actually is a very important document asstarting point for OSH management at theworkplace.

• It starts with the employer shows his/herseriousness to everybody that OSH is asimportant as other business activities such assales, production, quality, environment andetc.

• The employer will then state the consultedOSH goals in the policy.

OSH Policy Should Have The Soul (2/3)• Then, in order to prove that he/she is really

committed in succeeding the goals, theemployer will stress the points that he/she willprovide all the resources needed including thefinancial, time, manpower and etc.

• The employer will state the arrangementssupposed to be in achieving the goals such asto provide all relevant trainings, investigate allincidents, ensuring necessary supervision andetc.



OSH Policy Should Have The Soul (3/3)

• Not only that, the employer will also clearlystate who is responsible to implement thearrangements such as top management,managers, supervisors, SHO, employees or allpersonnel.

• Then when the OSH policy beingcommunicated effectively to all personnel,every personnel will know and perform eachroles and responsibilities effectively inachieving the OSH goals set by the employer.

Notes:



Step #5

Set up relevant functional committees underSHC accordingly and provide proper

trainings.

Strengthening The SHC• Relevant sub-committees for the SHC should be

determined properly in ensuring the operation issmooth, effective & efficient.

• The findings from the pre risk assessment mayhelp to determine the sub-committees to beestablished.

• Effective delegation can be done through thesestructured sub-committees.

• Relevant trainings are to be provided to each sub-committee member in ensuring each of them canperform his/her functions & roles accordingly.



Common Sub-Committees For SHC

1. Risk Management Team2. Accident Investigation Team3. First Aid Team4. Emergency Response Team5. System & Audit6. Information, Communication & Promotion

Common Sub-Committees For SHCChairperson

Secretary

Risk Management IncidentInvestigation

First Aiders

ERT

HAZMAT

IC & Promo

System & Audit

Fire Fighting Chemical SpillageEvacuation



Among The Important Trainings For TheSub-Committees

1. Risk Management Team – HIRARC, CSDS andetc.

2. Accident Investigation Team – AccidentInvestigation

3. First Aid Team – Occupational First Aid4. Emergency Response Team – ERP, Fire Fighting,

Chemical Spillage and etc.5. System & Audit – OSH-MS & Internal Audit6. Information, Communication & Promotion – All

the above trainings plus Train The Trainer andetc.

Notes:



Boosting The Committee

10 Tips For Effective Committee1. Each team member has a task.2. Ensure basic knowledge and interest among

members.3. Training and continuing education for members.4. Provide latest information to the members.5. Frequency and resolution of the meeting.6. The speed of decision making and action.7. Widespread publicity about the committees’

activity.8. Recognition / appreciation to the members.9. Good leadership of the chairperson.10. Always hold good teamwork spirit.



Boosting The Meeting

10 Tips For Meeting Effectively (1/2)

1. Schedule the meeting wisely.2. Having clear objectives for each meeting and

be given early to all members as "homework“.3. Plan the agenda and time allocation

thoroughly.4. Start the meeting on time and adhere to the

agenda.5. Having a competent chairperson.



10 Tips For Meeting Effectively (2/2)

6. Train the meeting members to haveprofessional ethics.

7. Not too formal but not turn into a "market“.8. Speed of decision making.9. Decision / Proposal / Action recorded and

should have "accountability", "dateline" and"status“.

10.Minutes of meetings are distributed as soonas possible.

“Less is more..”

Anon



Boosting The Agenda

Important Items To Be Discussed (1/2)

1. The status of each action-plan from thedynamic master action-plan list

2. Complaints of "unsafe acts" and "unsafeconditions"

3. Identified and reported hazards4. The results from regular inspections and safety

audits5. Corrective, preventive and temporary control

measures6. The incidence and outcome of the investigation



Important Items To Be Discussed (2/2)

7. Incidence trends8. Causes and effects for relevant problems9. OSH performance10. OSH training programs and planning11. Recent developments in OSH12. Review and Kaizen13. Any necessary relevant OSH matters

Notes:



Boosting TheCommunication

Advanced Communication Model



Main Filters That Influence OurBehaviors

• Deletion• Distortion• Generalization

Filter 1: Deletion

• Millions of ‘bits’ of ‘information stimuli’happening to us each second, only around 126bits per second we conciously aware; a lot ofinformation being deleted

• Therefore, we need to check the party whichwe are communicating with whether theyhave understood and remembered all theimportant information send to them



Filter 2: Distortion

• We all ditsort (did you spot the distortion?)information in our minds

• Our mind likes to exaggerate from a piece ofinformation we get.

Imagining Having This Car?



Filter 3: Generalization

• A generalization is when we take one piece ofdata or information and assume that otherthings within that category are the same orthat the pattern will be repeated.

• Most of the generalizations take the forms ofbeliefs; that’s because beliefs are often littlemore than generalizations.

Imagining Working At TheirWorkplace?



Some Relevant Communication Skills

1. Promoting OSH2. Receiving complaints3. Giving instructions4. Giving training5. Discussion6. Presenting a report / proposal7. Advising / influencing senior management8. Interviewing witness / victim of incidents

Tips On Promoting OSH

1. OSH awareness training to all personnel.2. Make OSH is part of the KPI of all personnel.3. OSH activities are ongoing and involve all

personnel.4. Practicing leading by example.5. Effective 2-way feedback system.6. Extending posters and signage.7. Handle every OSH issue seriously.



Tips On Receiving Complaints

• It is good to practice active listening:

Tips On Giving Instruction

• It is good to ensure the given instructions:– Start with big picture first– Clear– Brief– Accurate– Complete– In a proper sequence– Checked regularly for the

understanding



Tips On Giving Training

• It is good to know the learning styles of theaudiences.

VAK: Eyes Accessing Cues



VAK: Other Cues

Visual Audio Kinesthetic

BodyPosture

Upright Relax Slouch

BreathingPattern

Rapid Moderate Shallow

Rate ofSpeech

Fast Well paced Slurry

Tips On Discussion• It is good to practice “6 Thinking Hats”.



Tips On Presenting Report / Proposal

• It is good to consider:– Concise– Clear and confident– Related graphics / charts– Cost-benefit analysis– SMART principles used if

applicable– ALARP principle is used if

applicable

Tips On Advising / Influencing TopManagement

• It is an advantage to know the “DISC”behavioral styles.



Tips On Interviewing

• It is good to considercombining varioustypes of questions:– Opened– Closed– Clarifying– Leading– Annoying

Notes:



Step #6

Set & execute Action-Planaccordingly using PDCA.

Set & Execute Action-Plans (1/2)

Basically, previous steps have provided us someimportant inputs on what to do next (planning):• from Step #1 – trainings to be arranged for

the main SHC members.• from Step #2 – all the legislations and OSHMS

requirements to be complied & conformed.• from Step #3 – all the relevant control

measures for the main identified hazards andemergencies.



Set & Execute Action-Plans (2/2)

• from Step #4 – all the necessary action-plansto be taken in ensuring the OSH goals andobjectives will be achieved.

• from Step #5 – all required trainings for allsub-committee members plus action-plansfrom each SBU in the SHC.

• from Step #6 – risk management activities,recommendations from incident investigationfindings and also OSH-MS implementation.

Typical Cycle Of OSH-MS

The cycle of OHS-MS such as MS1722 & OHSAS18001 by adopting PDCA

INPUTS

Vision & MissionNature of Business

LegislationsThird party inputs

PLAN

HIRARCMake ArrangementsAssign Responsibility

Arrange resources

DO

Enforce ProcedureSupervise

Respond EmergencyTrain

Communicate etc

POLICY/OBJECTIVES

Safe & healthyWorkers

ProductivityOrganisation Image

ACT

Corrective ActionReview

Improve

CHECK

MonitorSurveillance

InspectInvestigate

AuditRecord & Analyse



Planning For Success Implementation

• HIRARC is the most important process in theplanning stage for an OSH-MS.

• “Preventive Culture” outcome which has beentargeted for the 3rd stage of Malaysia’s OSHVision; critically relying on a good riskmanagement – HIRARC.

• Risk-Based Decision Making (RBDM) should beinstilled to all personnel for whateveractivities to be performed.

“Fail to plan is plan to fail.”

Anon



Risk Management -HIRARC

Risk = Hazard X Exposure

Exposure

Occupational Risk

Hazard

Workplace

You & all of us

HIRARC

(Risk Control) (Risk Assessment)

(Hazard Identification)



Risk = Hazard x Exposure

PhysicalHazards

PsychosocialHazards

BiologicalHazards

ErgonomicHazards

ChemicalHazards

Workplace Premise

Some of thesehazards are:1) Obvious2) Concealed3) Developing4) Transient

Occupational Risks Exists When Occupational Activities Exists

HAZARD IDENTIFICATION (HI)RISK ASSESSMENT (RA)

RISK CONTROL (RC)

In AchievingOBJECTIVES

Towards HOLISTIC, DYNAMIC, SYSTEMATICand PRAGMATIC Implementation

Risks May Come From Every Angle; 4M1E

Extra Considerations And Mechanisms To Cover Every RISK



Sources Of Harms – 4M1E• Man

(The way people carry out their work)• Machines

(Installation, layout and design of equipment)• Materials

(Substances such as chemicals in the workplace)• Methods

(Shortcut, work practice, etc.)• Environment (Media)

(Quality of air in the workplace, amount andplacement of lighting, noise, vibration etc.)

Methods Of Hazard Identification

How to identify hazards :1. Workplace observation & inspection2. Process review3. Documents and publications review4. Measurement of the atmosphere5. Monitoring of the environment6. Medical surveillance of workers7. Accident & incident investigation8. Analysis and brainstorming



Case Study: What Is The Hazard?

Hazard : Driving forklift with blocking vision.

Assess The Risk Magnitude

• Likelihood– Scale: 1 2 3 4 5

• Severity– Scale: 1 2 3 4 5

Likelihood( ) x Severity( ) = Risk( )

So, how serious is the risk?



Risks Assessment Matrix

1 2 3 4 5

1 1 2 3 4 5

2 2 4 6 8 10

3 3 6 9 12 15

4 4 8 12 16 20

5 5 10 15 20 25

Severity(S)Likelihood(L)

Risk Control Hierarchy

High

Low

1. Elimination

2. Substitution3. Isolation4. Engineering

Control

5. AdministrativeControl

Exposure

Risk Level

6. PPE

ALARP

Hazard

ALARP : As Low As Reasonably Practicable



Recommended Risk Controls(Hazard : Driving forklift with blocking vision)

1. Stop work; change driving method – reversedriving;

2. Provide Forklift Safety training to all forkliftdrivers;

3. Establish SOP for Forklift Safety Handling;4. Provide supervision for this kind of

operation; and5. Provide proper PPE.

HIRARC In Action

PLANNED ACTIONS TARGET START FINISH PIC STATUS

HIRARC - TOP SIGNIFICANT TABLE

OSH MASTER ACTION-PLAN LIST

Area/



Sample Of OSH Master Action-Plan List

No. Planned Actions Target Start Finish PIC Status

1. Provide Forklift Safety training All forkliftdrivers

2. Establish SOP for Forklift SafetyHandling

All typesof forklift

3. Provide supervision for forkliftoperation

All shifts

4. Provide proper PPE for forkliftoperation

All forklifthandlers

5.

6.

7.

Do (Act the Plan)• The dynamic “master action-plan list” is very

useful & effective as reference for “to-do list”and also for monitoring purposes.

• Generally, with the dynamic process ofHIRARC, it supposedly will always provide uswith info of new coming hazards. Thus, willalways put us in front of preventing incidentstrategy.

• This list will help us in the future indetermining our OSH performance in term ofproactive measurement.



Step #7

Measure performance, audit frequentlyand practice Kaizen.

The Kaizen Movement

KAIZEN(Continuous Improvement)

P D

CA



Measure The Progress, Audit AndKaizen

• We should gauge every single important aspectto make sure that each of them is performingaccordingly in achieving the objectives.

• For any pitfalls, we should seriously find all thepossible root causes and solve the problem byapplying relevant solutions, review theeffectiveness of the solutions and doimprovement where necessary.

• Not to forget; document them and communicateit back.

We should measure our progress all the time

..from every single important aspect!



Some Of Monitoring Aspects &Relevant Tools

• Equipments, appliances, working conditions– Through walk-thru and workplace inspection

• Environment and atmosphere– Through environmental monitoring and atmospheric

monitoring• Level of exposure

– Through health surveillance, biological monitoringand hearing test

• OSH management system– Through audit and management review

• Benchmarking with other companies / industries– Through benchmarking

• and etc.

Types Of OSH Performance Indicators

• Leading Indicators (Positive PerformanceIndicators – PPIs)– Proactively monitor the implementation of OSH-MS– Use preventive approach– Demonstrate improvement in positive or preventive

actions (such as the training of staff and proceduralcompliance)

• Lagging Indicators (Outcome Indicators)– Reactively monitor the failures / outcomes– Use corrective approach– Demonstrate failures or negative outcomes (such as

an increase in the number of injuries or cost ofworkers compensation claims)



Types Of Performance Measurements

Can be either:• Quantitative - an indicator that can be

counted or measured and is describednumerically. For example, number of safetyaudits conducted.

• Qualitative - an indicator that would describeor assess a quality or a behavior. For example,worker ratings of management commitmentto achieving ‘best practice’ in OSH.

Among Common Outcome Indicators

• Lost-time injury (LTI)• Fatality rate;• Incidence rate;• Frequency rate;• Severity rate;• No. of Occupational Poisoning & Diseases

cases;• No. Dangerous Occurrences cases;• Lost days



Among Common PPIs• Percentage of compliance to legislation;• Percentage of training completed;• Frequency of walk-thru and workplace

inspections carried out;• Number of corrective actions completed on

time;• Availability of competent persons;• Frequency of emergency drills and exercise

carried out; and• Speed of emergency response.

Audit – Various Scopes

• Audit on OSH-MS implementation;• Audit of actual state of plant and equipment against

statutory requirements - monthly audits and randomchecks;

• Audit of accident investigation reports against hazardcontrol reports;

• Audit of OSH meetings to determine that problems aredealt with;

• Audit of inspection reports to check participations; and• Audit of minutes of meetings;



Management Review (1/3)[OHSAS 18001:2007]• Top management shall review the

organization’s OSH managementsystem, at planned intervals, toensure its continuing suitability,adequacy and effectiveness.

• Reviews shall include assessingopportunities for improvementand the need for changes to theOSH management system,including the OSH policy and OSHobjectives.

• Records of the managementreviews shall be retained.

Management Review (2/3)[OHSAS 18001:2007]Input to management reviews shall include:a) results of internal audits and evaluations of compliance with applicable

legal requirements and with other requirements to which theorganization subscribes;

b) the results of participation and consultation;c) relevant communication(s) from external interested parties, including

complaints;d) the OSH performance of the organization;e) the extent to which objectives have been met;f) status of incident investigations, corrective actions and preventive

actions;g) follow-up actions from previous management reviews;h) changing circumstances, including developments in legal and other

requirements related to OSH ; andi) recommendations for improvement.



Management Review (3/3)

[OHSAS 18001:2007]• The outputs from management reviews shall be

consistent with the organization’s commitment tocontinual improvement and shall include anydecisions and actions related to possible changesto:a) OSH performance;b) OSH policy and objectives;c) resources; andd) other elements of the OSH management system.

Kaizen Culture In OSH• Kaizen (continuous improvement) should be

applied in every aspect of life including OSH.• It is good enough making small improvement

everyday continuously rather than bigimprovement just once a while through specialproject only such as “Kaizen Blitz”.

• Kiken Yochi Training (KYT) or Hazard PredictionTraining should be considered as routine activityeach time before start work.

• Toyota Production System (TPS) spirit should beinstilled to make Kaizen success at the workplace.



Conclusions• OSH is everybody’s business; everybody should

be responsible for it including employers andemployees.

• We should aware about the existence of OSH-MP15 and actively participate in ensuring thesuccess of the OSH-MP 15 and also the OSHvision for Malaysia.

• The 7 Marvelous Steps introduced in thisprogram is very useful in realizing both of themas for us at the organizations level (SocialPartners).

Q & A



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