course will cost about $300 and should provide not only useful general directions and advice, but also references to the specific State legislation that would apply to your workplace.
What to do right now: check your local TAFE website, look for short/business courses section.
4. Journal your OHS activity
Buy a day to a page, hard backed, A5 diary. In this record absolutely everything you do, say or hear regarding OHS at your workplace.
Every organisation should be able to put something in it for each day. I suggest using the top half of the page to record issues as they arise (until you go electronic, you may want to reference accidents and incidents here); and use the lower part of the page to itemise everything (and I mean everything) you do in terms of workplace. Keep this diary on your desk, and make a point of visiting it at the end of your working day.
I would include a note on any conversations in the hallway, canteen etc. that link to OHS, any signs purchased and put up; any observations you make as you go about your work, and suggestions you make to employees about their work activities. For example, even if its “looked at safety signs on-line, and ordered a wet floor sign”. This could make all the difference if an employee slips on a wet floor and you get taken to court. You can at least identify that this issue was in the process of being rectified. Or “Saw Bob carrying heavy box between sheds, suggested he used a trolley to move the load, he chose not to” again, when Bob takes time off work for a sore back, you can point to prior personal negligence. Not that this exercise is entirely about shifting blame, as it does have very positive features such as recording a workplace inspection date, and placing the next one in at a future date. Or recording First Aid training for a staff member, so you can go back and check the date when it comes to refresher training requests.
What to do right now: Order that diary.
5. Tell your staff what is going on
Advise your colleagues that the organisation is making a bit of a push on the OHS front; and that they may notice some changes around the workplace over the coming months. You may want to point out that they might see people with clipboards and a number of communications coming their way. Reassure them that all changes should be positive, and if they have any questions or concerns then they should see you.
You could also use this opportunity to foster some goodwill by stating that in many instances they are the most expert people when it comes to doing their job safely, and you hope that they will be able to help you out should the time come to look at how their work is affected, and affects others, in terms of OHS.
This might also be a good time to seed the idea of an OHS Representative election – someone may even be keen to organise the election on your behalf.
Be cautious at this time about your body language and choice of words when raising OHS. Staff are often reluctant to pursue OHS matters due to the threat of more work, less convenient working practices and a tonne of forms to fill out every day. Raising OHS should demonstrate your commitment to keeping your staff safe from harm; It should be an issue of care, not law. If staff resent the process, you may need to reframe your purpose to better engage them.
What to do right now: Plan what you are going to say at the next all staff meeting.
6. Create an electronic OHS folder
This is a simple yet often overlooked action. Many organisations have a shared network drive (or even just a shared single computer). On this, create a folder called OHS. In this folder place any useful electronic documentation. You may need to password protect some files (for privacy and integrity) but aim to keep it centralised. Transparency is an effective tool for collaboration; and the convenience of a single reference point will save time.
The sort of files you will want to place in here include:
- Legal texts, such as the Occupational Health and Safety Act;
- Registers spread-sheet, containing lists of training, hazards, equipment etc.
- Document Templates, such as workplace inspection checklists;
- Agendas and Minutes from meetings, such as those from the OHS Committee Meeting.
Each of these will be discussed in later steps; but it’s important to have an obvious repository in place for when you do create or receive this sort of information.
What to do right now: Create a folder named OHS on your network.
7. Create a physical space
As well as having an electronic space to collect information, it’s really important to also have a physical space. By setting aside a physical space, you identify to staff that OHS is an important thing; and that it is taken seriously.
I suggest a bookshelf and notice board is all that is required. What is more important is its location! Reception, library, staff room and alike are great locations. Using a Managers office, store-room or car park probably sends the wrong message.
At the top of the notice board, place a laminated sign stating “OHS INFORMATION…. Only”. Later you will have an elected OSH representative who can police the notice board, and keep the information refreshed and up-to-date.
The bookshelf can be used to store leaflets on the top, and have space for lever arch folders, books and other reference materials (CD-ROMs, DVD’s and alike). Early activities will be to download and print the legislation, find some textbooks, and to commence adding the agenda and minutes from OHS Committee meetings.
What to do right now: decide on where you can have an OHS area, and then furnish it with notice board and bookshelf.
8. Get copies of the legislation
This is where you sacrifice your first tree for the sake of safety! Having a copy of the legislation serves two purposes. The first is that you can quickly reference the text when anyone begins quoting legislation at you, and conversely its nice to have with you if you intend to quote legislation at others. The second reason is that it demonstrates that you are serious about OHS. The law is a serious business, and anyone who is seen reading it earns a little credibility.
The legal framework is technically different for each State, but they generally are comprised of:
- The Occupational Health and Safety Act
- The Occupational Health and Safety Regulations
- Codes of Practice
- National Codes of Practice
- Guidance Notes
- Australian Standards
What to do right now: identify the legislation for the State you are operating in, and download the appropriate documents for printing and binding. Then, record a note in your OHS Journal to check for updates in about 12 months time.
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