1. Establishing Ongoing Monitoring
One of the most difficult aspects of introducing a new health and safety system into an organisation is to embed it as part of the work culture. Health and safety is commonly used as a target for jokes, and if you have read the Health and Safety Myths that are included on each page of this guide, you will understand why this is the case. Misinterpretation of the legislation and the lazy use of H&S as an excuse for all sorts of management decisions, undermine its importance.
If you haven’t already done so, read the section on Communication and Consultation, which explains why and how workforce involvement is vital to the successful (and ongoing) implementation of a health and safety system. One method of gaining workforce cooperation is to involve them in health and safety monitoring. The types of monitoring are explained in more detail in “Mandatory inspections” and “In-house inspections routine” below.
Involving the Workforce
The Director(s) and Competent Person absolutely require the input of all those involved in the work activities. Having workers who think health and safety is someone else’s problem is unsafe. The “it’s nothing to do with me” attitude is dangerous.
Mandatory inspections: all workers using equipment or working in areas which require external inspection (e.g. roller shutters, lifting equipment, lifting operations, items requiring calibration etc) must be made aware of when these inspections are due. A calendar in the workshop, an online diary, posters on the noticeboard – any method which works for you. Some mandatory inspections require temporary shutdown, and these periods must be planned for. It is the Director(s) and/or Competent Person’s responsibility to make sure these inspections take place. (See the section on Responsibilities.) Even if it is the relevant Manager’s task to arrange these inspections, the Director(s) and/or Competent Person must make sure Managers are actually making these arrangements. And remember, all required actions must be carried out, and the Competent Person must ensure follow-up checks confirm this.
See also 2. Mandatory Inspections.
In-house inspections: many inspections can be carried out by the workers themselves, and this is a key method of getting workforce buy-in to health and safety. There must be a schedule of all required inspections, and these schedules should be provided to the relevant workers. It is good for workers to feel the responsibility for their own safety! And remember, all required actions must be carried out, and the Competent Person must ensure follow-up checks confirm this.
NB Some workers like to use their own equipment at work, but this should only be permitted under certain strict conditions. The employer is ultimately responsible for any accident or incident in the workplace and if an injury was caused by an item of personal equipment belonging to a worker, the employer could be held liable for allowing an unsafe item into the workplace. You must make sure your policy on the use of workers’ own equipment at work is made very clear.
See also 3. In-house Inspections.
Records
As you will read over and over again in this guide, RECORDS ARE VITAL! A clear audit trail proves that inspections are taking place and any highlighted issues are being resolved. Where workers are conducting the checks/inspections, you should ensure they sign and date each inspection and/or report. A form completed on a computer is not really sufficient, as it could have been completed by anyone. Getting workers to sign at least makes them realise that they are taking responsibility. No more “it’s nothing to do with me” attitude.
It’s easier to keep records of mandatory, external inspections, as the inspecting company will provide reports and certificates. It is very important that you keep copies of all such records for at least 4 years (5 years for Electrical Installation Condition Reports – EICR) or as directed by your insurance company.
Annual Audits
The health and safety system must be formally audited annually. This can be done in-house by the Competent Person or by an external consultant.
Whoever conducts the audit must be able to produce evidence for the findings. For example, if the audit states that accident investigations are not being carried out correctly, copies of the relevant documents must be referred to or produced to back up the claim.
The annual health and safety audit is a benchmark and must clearly show how the organisation is performing with regard to health and safety. And remember, all required actions must be carried out, and the Competent Person must ensure follow-up checks confirm this.
See also 4. Annual audit.