2 Management Leadership

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Safety & Health Management

System Training

Lesson 2 Management Leadership


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Safety Health Management System

(SHMS) Webinar SeriesIn this series of webinars developed under theSusan Harwood Grant, you will learn:

o Lesson 1 - OSHA and the Importance of Having a

Safety Health Management System (SHMS)

o Lesson 2 Management Commitment &Leadership

o Lesson 3 Worksite Analysis

o Lesson 4 Hazard Prevention & Control

o Lesson 5 Safety & Health Training


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Lesson 2 Contents

1. Objectives

2. Management Commitment

3. Safety and Health Policy

4. Goals and Objectives

5. Employee Participation

6. 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 ofyour 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 theirresponsibilities


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Poll Question #1


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Exercise Instructions: Read the scenario below and determine whether or

not Cozy Heating and Coolng (CHC) has adequate topmanagement commitment to safety and health.

Scenario: The Sales Manager (Jim South) at CHC had beentrying for weeks to secure a new industrial client for heating andair conditioning services. The potential client called unexpectedlyand 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 anypersonal protective equipment (PPE) requirements prior toproceeding to the work area. Jim, eager to make the sale,responded that the two of them were not subject to anyrequirements for PPE, as they were simply going to observe.


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Exercise The two proceeded to the roof of the building where

the CHC technicians were servicing air handling unitsvery close to the edge of the roof (less than 6 feet).

The potential client noticed they were wearing safetyglasses and safety harnesses that were appropriatelysecured to an anchor point. Jim walked over to themand asked if they would unlock their lockout deviceson the air handling unit so the potential client could

observe their completed work. The potential clientsuddenly indicated that he had a meeting with acompetitor of CHC.


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Poll Question #2


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Answer: Jim demonstrates a poor commitmentto safety and health based on the thesebehaviors:

He proceeded to the work area with a potential client

without determining the required PPE. Although heand the potential client were not conducting the workthemselves, they were entering a potentiallyhazardous area and were responsible for following allsafety work practices and policies.


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He proceeded to the work area, located near the edgeof the roof, without appropriate fall protection. Eitherhe was unaware of the dangers of working close to theroof 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 thatthe servicing was complete. Equipment is required tobe isolated from energy sources, or "locked out",

during servicing or maintenance to preventunexpected energization during servicing. Locks mustremain in place until maintenance or servicing hasbeen completed.


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Roles and Responsibilities - All persons involvedwith the SHMS should have clear assigned rolesand responsibilities.

An example: Top Management

SHMS Coordinator

Line Management

Employees


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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 disseminationthe information to relevant staff

Developing appropriate safe work procedures andpractices


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Line Management

Has the responsibilities such as implementing andenforcing safe work procedures and practices

Be a good example Employees

Have responsibilities of following safe workprocedures and reporting unsafe conditions


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Documentation and Communication

Document and communicate in a variety of methodsthat reflects your organization (language barriers,

disabilities, etc.) Written safety and health procedures - Identify job

positions rather than employee names to preventfrequent updates.

Job descriptions - Include specific safety and healthresponsibilities within job descriptions.


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Poll Question #3


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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 apotential 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 includeoverseeing the implementation of the SHMS anddisseminating safety and health regulations to theCHC Management Team.


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Scenario 1, cont.

The Management Team is responsible for ensuringthat safety and health policies and procedures areeffectively implemented, communicated and enforcedin their departments.

All employees are expected to follow the safety andhealth policies and procedures.

To ensure that these responsibilities were clearlyunderstood, all job descriptions at CHC were updatedto reflect these responsibilities and were reviewed andsigned by the employees.


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Your organization should assign clearresponsibilities for the SHMS while promoting theidea that everyone is involved in safety andhealth.

Assigning responsibilities ensures there isaccountability and clarifies roles.


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Below is a strategy to consider when you assignresponsibilities for your organization:

Identify the positions that ensure the SHMS is properlyimplemented, undergoes periodic reviews, and appropriateactions are taken where necessary.

Identify the positions that oversee the SHMS and developappropriate safe work procedures and practices.

Identify the positions that review the legal requirements anddisseminate the information to relevant personnel.

Identify the positions that implement and enforce safe workprocedures and practices.

Identify employee responsibilities.

Document the responsibilities and communicate to employees ina method that is clear and effective in your organization.


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Two ways to establish accountability:

Job performance evaluations

Systems for enforcing safety rules

Job performance evaluations

Include a set of relevant safety and healthperformance criteria, employee will be evaluated on

how safely they are working among other criteriapertinent to their job


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System for enforcing safety rules

Safety procedures and practices are effective only ifthey are enforced.

SHMS should describe a system for enforcing safetyrules, such as disciplinary action, so that employeesunderstand the consequences of not following theserules.

Supervisors and managers must recognize theimportant function of enforcing safety rules.


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Poll Question #4


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Scenario 2 CHC takes disciplinary action. Following the

implementation of the new safety and health policyand the defined safety and health responsibilities,

Mary White called a meeting with Jim South, the SalesManager. She told him that one of his Sales AccountRepresentatives, Mark Rebell, has been seen walkingthrough construction job sites with customers withoutthe 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 thisunsafe act.


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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 providethe verbal warning to Mark Rebell, realizing that he,

himself, had committed a similar unsafe act onlydays 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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A strong safety and health culture is theresult of:

Positive workplace attitudes

Involvement and buy-in Safety and health improvement goals

Policies and procedures

Training

Responsibility and accountability

Used consistently and effectively = strongsafety and health culture


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When developing your safety and health

policy consider including the followingelements:

Management commitment toward safety andhealth

Management commitment towards protectionof employees


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Commitment to continual improvement

Commitment to compliance with safety and

health regulations

Commitment to effective employee

participation


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Once your policy is written and is ready toimplement 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 hasdrafted the safety and health policyprovided below. Does her draftpolicy meet all of the elementslisted in the checklist on the left?

Draft CHC Policy: The CHCCompany is committed to the safetyand health of our employees andour community. We will strive tocomply with federal, state and localoccupational safety and healthregulations. We will communicateour policies, procedures and goalsto all employees to ensure a safeand healthful working environment.


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Safety & Health Policy Exercise

Revised CHC Policy: The CHCCompany is committed to thesafety and health of ouremployees and our community.We will strive to comply withfederal, state and local

occupational safety and healthregulations and to continuallyimprove our safety and healthperformance. We promoteemployee participation in theseefforts and will communicate our

policies, procedures and goals toall employees to ensure a safeand healthful workingenvironment.


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Strategy to consider when you develop andimplement 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 systemCommunicate 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 theworkplace to protect our employees and our neighbors.

Our commitment is supported by management and is theresponsibility of each employee at Company XYZ.

We will implement our commitment through our safetyand health management system to ensure continualimprovement, to provide employee education andtraining, to comply with applicable regulations, and to

institutionalize the value of safety and health throughoutour 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 measureactual S & H performance to determine ifimprovements have been made.


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Goals & Objectives

Goals refer to a larger,more general target thatan organization desiresto achieve. (example)

Objectives refer to thespecific steps that will betaken 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 yourorganization's management and employees

Should be challenging, yet attainable Should also be stated in quantifiable terms so

that progress toward achieving them can bemeasured


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Goals & Objectives

Difficult to attain goal: Company ABC willreduce its lost workday injuries down to zero inthe first year of implementing the SHMS.

More attainable goal: Company ABC will reduceits lost workday injuries by 50% in the first twoyears 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 willoperate more safely by the end of the year.

Measurable goal: Company XYZ will reduce eyeinjuries by 50% in the manufacturing area by theend of the year.

Establishing measurable goals in your companywill allow you to track your progress


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Goals & Objectives

Goals and objectives should be developed following acomprehensive worksite analysis.

Establishing priorities for S & H can be difficult becauseall reductions in hazards are regarded as improvementsin performance.

Consider focusing on the goals that achieve the greatestimprovement in the S& H performance rather than settinggoals for every issue identified.


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Goals & Objectives

Prioritization Strategies

Establishing priorities for safety and health can bedifficult because all reductions in hazards areregarded as improvements in performance.

Some organizations develop a ranking process todetermine which goals to act on first.

Occurs after the organization has conducted acomprehensive worksite analysis.


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Goals & Objectives

Examples of criteria to utilize for rankingschemes 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 infacility is greater

than 85 dB(time-weighted

average)

Very likely during

manufacturingoperations

Possible

Hearing

Loss

Continuously

duringmanufacturing

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 5based 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 acertain value.

For example, any score over 12 warrants a highpriority.


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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 healthgoals and objectives to management. They realized thatthey needed more data before they could effectively set a

goal and objectives. The following action items wereestablished:

Mary White will bring the following workplace injury and illnessdata to the next meeting: the number of OSHA recordableaccidents that have occurred over the past 3 years, and a

breakdown of the types of accidents that have occurred over thepast 3 years.

The SIT will conduct a worksite safety analysis to identify hazardsin 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 becomeinvolved and feel a responsibility for safety and healthat your organization

Performing work safely is a daily activity for everyonerather than a separate, occasional activity for teamsand committees

Employee participation in the SHMS goes beyond theemployee right to notify managers of hazardousconditions


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Management best way to encourageemployees is to:

Become involved

Visibly participate Provide the necessary time and resources for

employees to participate


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What benefits do employees bring to your

SHMS?

Employees know and understand the hazards of thework they perform.

Can provide possibly overlooked suggestions forimprovement.

Well-trained employees can ensure that newemployees are properly informed of workplacehazards during on-the-job training.

Top management support generally leads employeesto minimize unsafe acts and therefore preventaccidents.


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Poll Question #7


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You can involve employees by asking them to:

Participate in accident or incident investigations.

Conduct workplace or departmental safety and healthinspections.

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 trainingsessions


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Scenario CHC Focuses on Employee Participation Mary White has organized a safety committee to gain employee

involvement in the implementation of the SHMS. The committeeconsists of four service technicians, the Operations Assistant, theSales Manager and Mary White. The meetings are scheduled the

first Friday of every month at 7:30 am. President Ben Smith attended the first meeting to show his

support and the value he places on the committees efforts. MaryWhite presented the first agenda itemto decide the name of thiscommittee. After interesting discussions, the committee decidedto be named the Safety Improvement Team (SIT). For the

remainder of the meeting, the SIT discussed their role in theSHMS and the specific responsibilities that they will have goingforward.


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Management Review

Requires a periodic management review processto ensure the system is functioning as intendedand is adapting to changing circumstances.

Review will help determine: Changes are needed to improve worker protection

The organization's safety and health performance iscontinuously improving.


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Management Review

It's important to document your managementreview process, as you answer the followingquestions.

Is your SHMS suitable, adequate and effective? Review the status of the SHMS goals and objectives.

Review workplace injuries and illnesses or other safetyperformance measures.

Are your S&H policy, goals and objectives and otherSHMS elements still relevant?


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Management Review

Each of the models for SHMS requires that amanagement review be conducted at adetermined interval.

The organization sets this interval based onorganizational needs and structure.

Some management reviews are conducted every6 months.


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Management Review

Management review will be conducted afteryourSHMS has been implemented for some period oftime.

This important component of managementleadership will be revisited at relevant pointsthroughout 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 mediumsized businesses in developing and implementing aneffective safety and health management system.

This material was produced under grant SH-17814-08-60-F-24 from the Occupational Safety HealthAdministration, U.S. Department of Labor. It does notnecessarily 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.
http://www.osha.gov/as/opa/osha-faq.htmlhttp://www.osha.gov/as/opa/osha-faq.htmlhttp://www.osha.gov/as/opa/osha-faq.htmlhttp://www.osha.gov/as/opa/osha-faq.html

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2 Management Leadership