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Five rules for creating a safer workplace

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Injury report formIn all the health and safety cases I have witnessed over the years a common thread runs through nearly all of them – they might have been avoided.

It is of little wonder, therefore, that a serious workplace accident results in damaging media coverage. It focuses on employers’ mistakes and omissions and also the criticism directed at them by the Health and Safety Executive (HSE) following the conclusion of any court proceedings where a business and/or its individuals are convicted.

While workplace accidents can never be completely eliminated, the risks can be minimised through sound planning, good communication and robust procedures. Here, I give you five ways to create a safer workplace and, at the same time, reduce the risk of investigation and prosecution.

Conduct an early risk assessment of all workplace activity

The law states that it is the duty of employers to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all employees.

If you think about your own organisation, and all the activities conducted across the business, the risks are probably huge. Are you aware of them all? Seeking to avoid being liable under health and safety law requires an early risk assessment. Employers must carry out a systematic examination of work activities and practices, record the significant findings, take steps to reduce the risks and inform those employees who may be affected.

Ulitise your health and safety policy

All businesses with more than five employees are required by law to have a written health and safety policy for their business and to ensure this is communicated to all staff. However, I wonder how many businesses do little more with their health and safety policy than allow it to sit in a file in the HR department. A health and safety policy is only effective if you and your staff follow it and review it regularly.

Your business will be on a much firmer footing to mount a strong defence of any health and safety prosecutions if you can prove that all staff are aware of their health and safety responsibilities. Make the health and safety policy part of your induction pack for new employees. Get each employee to read the policy and sign it. When changes are made, print new copies of the policy and recirculate this to staff again.

Communicate health and safety expectations to all staff

A health and safety policy will only go so far. It’s vital that there’s regular communication on health and safety risks with all employees.

This might be through regular team briefings, safety drills, or refresher training for activities such as operating machinery or handling hazardous substances in a safe way. In short, leave no stone unturned in communicating with staff on health and safety issues. Also consider hard to reach groups internally, such as remote workers or night-shift employees, and ensure there’s a mechanism in place to communicate with them on health and safety issues. Of course, it’s not just about one-way communication. You have to listen to and act on health and safety concerns that staff flag up to you.

Create a culture of togetherness on health and safety

This neatly follows on from my last point. You can talk at length about health and safety with staff, but how do you get them to take ownership of workplace safety issues?

Often, it’s about leading by example. In other words, don’t expect staff to take health and safety seriously if managers themselves aren’t acting responsibly.

Nobody, regardless of seniority, should see themselves as being exempt from having to wear hi-visibility clothing, protective eyewear or ear plugs where applicable on the shopfloor. You may wish to consider initiatives such as a reward scheme for those who come up with ideas to improve workplace safety. Or perhaps you could have a monthly health and safety award for those who have helped create a safer workplace?

Be willing to make a positive change

There’s no doubt that being a safe employer has a cost attached to it. When, however, you weigh this against the potentially ruinous implications of a health and safety prosecution, it really is a simple choice.

Moreover, workplace safety is inextricably linked to increased performance and productivity, and so improving health and safety in the workplace should not be seen purely as a red tape exercise or the boring part of business life. Embrace it, and let it form the core of your successful business.

For more information on reducing regulatory risk in the workplace, advising on investigations and defending health and safety prosecutions, contact David Edwards head of Harrison Drury’s Regulatory & Compliance team on 01772 258321


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