Creating a Safety Program for Your Small Business Northern CA Automotive Repair Association Safety Meeting Creating a Safety Program for Your Small Business

Four Elements of a Workplace Safety 1st Element – Management, leadership and employee engagement 2nd Element – Workplace analysis 3rd Element – Hazard prevention and control 4th Element – Safety and health training education

1st Element – Management, Leadership and Employee Engagement Employer and employee involvement and communication on workplace safety and health issues are essential Post the company’s written safety and health policy for all employees to see Involve all employees in policy making on safety and health issues Everyone must take part an active part in safety activities

Management, Leadership and Employee Engagement What is workplace safety? The process in protecting employees from work related illness and injury Where does safety begin? It begins by the development of a company’s environment, safety and health policy statement. Then implementing the businesses workplace safety plan and program

Basic Principles of Good Safety Management Management commitment Documented safety philosophy Safety goals and objectives Committee organization for safety Line responsibility for safety Supportive safety staff Rules and procedures Safety audits Safety communication Safety training Accident investigations Motivation for a safety work environment

Management, Leadership and Employee Engagement Company’s must promote the goal of ZERO INCIDENT PERFORMANCE through planning Safety goals must be communicated – they must be realistic and they need to reflect the safety culture of your company Your safety culture requires strong commitment from the top and SAFETY must truly be the #1 PRIOTRY It must become an integral part of your business and safety must become EVERYONE’S responsibility

Benefits of a ZERO Incident Safety Policy Safety standards are communicated to all EMPLOYEES Responsibilities for implementing standards are understood and accepted Records will document how standards and best practices are completed Internal management control Cost avoidance Improved quality

Benefits of a ZERO Incident Safety Policy…continued Better productivity Team building Unsafe behavior stands out Unsafe behavior is unacceptable Safe work is influenced through peer pressure Consistent planning and task execution

Key Safety Principles Working safety is a CONDITION of employment Each employee is EXPECTED to give consideration to the prevention of injury to self and co-workers Involvement and thinking of all employees in the safety process is valued and expected Continual improvement is a GOAL Employees and teams must be recognized for their adherence to and advancement of safety

Maintaining an Incident Free Environment Shared vision Cultural Alignment Cultural Change Focus on incident control Upstream systems Feedback from all employees and management Maintaining the 4 A’s Commitment

Engage in Safety Activities Safety must be EVERYONE’S concern. In small companies the role of a safety coordinator can be incorporated into their job description. In larger companies a safety director, officer or manager is usually in charge of the workplace safety program and appoints a safety committee to assist in implementing a safety program in the workplace Committee’s should be made up of different individuals with different backgrounds and abilities

Engage in Safety Activities…continued Encourage employees to lead and participate in the weekly, monthly or quarterly safety meetings Taking personal actions and working directly with supervisors to identify, control, or eliminate potential safety hazards Reporting of all injuries, near misses or accidents immediately Involvement in incident/accident investigations corrective actions and sharing lessons learned

Element #2 – Worksite Analysis Analyze all work conditions to identify and eliminate existing or potential hazards An outline of the procedure for reporting hazards Perform analysis on a regular and timely basis Make certain all employees know and understand current hazards analysis for all jobs and processes Focus workplace design on all physical aspects of the work environment, including the following: Size and arrangement of work space Physical demands of the task to be performed Design of tools and other devices people use

Element #2 – Worksite Analysis The fundamental GOAL of a workplace design is to improve employees ability to be productive, without errors or accidents for an extended periods. Proper workplace design improves both safety and productivity Review incident causes, inspection results to help identify trends Knowledge of Emergency Response Plans and Procedures and participation in drills

Identifying and Evaluating Potential Hazards Safety Audits/Inspections Purpose – Inspection of work areas and audits of safety programs are tools that can be used to identify problems and hazards before these conditions result in accidents or injuries. Audits also help to identify the effectiveness of safety program management and can be used as a guide to assure regulatory compliance and a safe work environment

Identifying and Evaluating Potential Hazards Safety Audits/Inspections Responsibilities Management Design and schedule audit and inspection procedures for all work areas, processes and procedures Conduct routine audits and inspections Ensure audits are conducted by employees who understand the various safety programs and policies Supervisors Conduct informal daily and weekly safety inspections. Ensure all unsafe conditions are corrected

Identifying and Evaluating Potential Hazards Safety Audits/Inspections Corrections All safety discrepancies identified during audits and inspections should be corrected as soon as possible Documentation of corrections should be made on their audit or inspection worksheet

Types of Inspections Supervisor & Management Daily Walk-Through: this undocumented inspection that is made daily prior to startup and shift change to ensure the facility and equipment are in safe conditions for employees Weekly Supervisor Inspections are conducted and recorded with an employee. This documented inspection provides a focus to ensure current hazard controls are still effective, equipment is in safe condition and safe work practices are in use. Discrepancies are listed on the inspection worksheet and recorded on work orders for correction

Types of Inspections…continued Monthly Safety Committee Inspection: each month members of the Safety Committee will tour the entire facility with the safety manager. This tour is to ensure the Safety Committee members are familiar with all areas of the operation. Record of problem areas, committee recommendations and deficiencies will be recorded and provided to management Noise Survey are conducted at least annually, or whatever facility modifications are made that impact the ambient or specific work area noise levels

Equipment Inspections Are conducted to ensure specific safety equipment is in good working order and will function when needed. Examples and frequencies are: All construction equipment - daily, weekly, monthly and yearly (record all findings) Sprinkler inspection – monthly Boiler checks – daily, weekly, monthly and yearly Emergency lighting test – monthly Fire extinguishers – monthly Safety equipment inventories – monthly Hand tools – daily Scaffolding - daily

Program Audits Are conducted to check the administration of specific safety and health programs. Program audits of the following shall be conducted annually Accident & fire prevention Material handling Flammable material storage Hazard communication Personal protective equipment Asbestos control Boiler safety Contractor safety Electrical safety Tool safety Hot work Respiratory protection

Possible Hazards It is every employees responsibility to be on the lookout for possible hazards. These hazards need to be reported immediately Slippery floors, walkways and open holes in floors Tripping hazards, such as holes links, piping, extension cords Missing (or inoperative) entrance, exit signs and lighting Loose handrails or guard rails Open, loose or broken windows Dangerously piled supplies or equipment (HOUSEKEEPING) Unlocked doors and gates

Possible Hazards…continued It is every employees responsibility to be on the lookout for possible hazards. These hazards need to be reported immediately Electrical equipment left operating, frayed cords, no LOTO, panel doors left open, blocked access to electrical panels Leaks of stream, water, oil, other liquids, roof leaks, etc. Blocked aisles, emergency exits and fire extinguishers Evidence of any equipment running hot or over heating Safety devices not operating properly – Warning signs not in place Machine, power transmissions, or drive guards missing, damaged loose or improperly placed

Communication Identification and Training The OSHA standard 32 million employees work with or are exposed to one or more chemical hazards Are an estimated 650,000 existing chemical products and this poses a serious problem OSHA issued the Hazard Communication standard 29 CFR 1910.1200, to address this issue Hazardous Communication standard is based on simple concept; that employees have both a need and a RIGHT TO KNOW the hazards and identifies of the chemicals they are exposed to when working

Hazard Communication OSHAs Hazard Communication standard gives employees the right to know about chemical hazards in the workplace. Employers have an obligation to provide employees with training, information, personal protective equipment and other safety measures dealing with chemical hazards Employees need to remember to: Take training seriously and pay attention Read labels and Material Safety Data Sheets Know where to find the Material Safety Data Sheets Use appropriate Personal Protective Equipment Know correct emergency procedures Use safe work habits

Standard Operating Procedures (SOP) Drug Free Workplace Recognition and Awards Audits and Surveillances Incident Reporting & Investigation Lessons Learned General Safety SOPs

Protecting Employees from Workplace Hazards Employers must protect employees from hazards such as falling objects, harmful substances, and noise exposures that can cause injury Employers must: Use all feasible engineering and work practice controls to eliminate and reduce hazards Use personal protective equipment (PPE) if the controls don’t eliminate the hazards PPE is the LAST level of control

Engineering Controls Engineering Controls – consist of substitution, isolation, ventilation and equipment modification If… The work environment can be physically changed to prevent employee exposure to the potential hazard Then… The hazard can be eliminated with an engineering control

Work Practice/Administrative Controls Administrative Controls – any procedure which significantly limits daily exposure by control or manipulation of the work schedule or manner in which work is performed If… Employees can change the way they do their jobs and the exposure to the potential hazard is removed, Then… The hazard can be eliminated with a work practice or administrative control Remember…PPE is the LAST level of control!!!

Examples of PPE Body Part Protection Eye Safety glasses, goggles,etc. Face Face shields Head Hard hats Feet Safety shoes Hands and arms Gloves Bodies Vests Hearing earplugs, earmuffs

PPE Compliance IT IS THE RESPONSIBILITY OF THE EMPLOYEE, SUPERVISOR AND HEALTH AND SAFETY REPRESENTATIVE TO ENSURE THAT PERSONAL PROTECTIVE EQUIPMENT IS CORRECTLY CHECKED, STORED AND MAINTAINED!!

PPE Compliance Employer Asses workplace for hazards Provide PPE Determine when to use Provide PPE training for employees and instruction in proper use Employee Use PPE in accordance with training received and other instructions Inspect daily and maintain in a clean and reliable condition

PPE Compliance Procedures for selecting, providing, training, and using PPE as part of an employer’s routine operation Assess the workplace to determine if hazards are present, or are likely to be present, which necessitate the use of PPE Select the proper PPE Train employees who are required to use PPE *See checklist A in OSHA Publication 3151, Assessing the need for PPE, A Guide for Small Business Employers, to establish a PPE program

PPE Training Employees required to use PPE must be trained to know at least the following: Why training is necessary? When PPE is necessary? How will it protect them? What are its limitations? What type of PPE is necessary? How to properly put on, take off, adjust and wear the PPE

PPE Training…continued Proper care and maintenance of the PPE How to clean and disinfect? How to identify signs of wear? What’s its useful life & how it’s disposed? Each affected employee must demonstrate an understanding of the required training and the ability to use PPE properly, before being allowed to perform work requiring the use of PPE When an employee does not have the required skill and understanding, retraining is required

Who Pays for PPE? On November 14, 2007 OSHA announced a new rule requiring employers to pay for almost all PPE that is required by OSHAs general industry, construction, and maritime standards Under the rule, all PPE, with a few expectations, will be provided at no cost to the employee Many employers already pay for approximately 95% of the employees PPE

Who Pays for PPE? Employee-owner PPE and replacement PPE When an employee provides his/her own PPE, the employer must ensure that the equipment is adequate to protect the employee from hazards at the workplace The employer is required to pay for replacement PPE used to comply with OSHA standards However, when an employee has lost or intentionally damaged PPE, the employer is not required to pay for its replacement

PPE Summary Employers must implement a PPE program where they: Assess the workplace for hazards Using engineering and work practice controls to eliminate or reduce hazards before using PPE Select appropriate PPE to protect employees from hazards that cannot be eliminated Inform employees why the PPE is necessary, how and when it must be worn Train employees how to use and care for their PPE, including how to recognize deterioration and failure Require employees to wear selected PPE

Element #4 – Safety and Health Training, Education New Employee Orientation – view an actual Orientation film Activity Hazard Analysis for every task performed and how to write them A Written Safety Program – what it should look like Trade or equipment specific safety training OSHA 10 – 30 hour training classes First Aid/CPR/AED/Blood Borne Pathogen

New Employee Orientation Needs to include: Emergency Contacts – emergency plan, evacuation procedures, meeting places When & where daily safety meetings are held Deal with harassment, fighting, horseplay – zero tolerance – removal from site Firearms, weapons, drugs or alcohol prohibited & site testing policies Hazard communications

New Employee Orientation…continued Employee Responsibilities Report ALL accidents, no matter how slight – this allows for prompt medical attention, and investigation and elimination of the cause that may place others in harms way Accidents must be reported supervisors immediately Immediately correct or report any unsafe condition or hazard noted in the workplace Employees must support the Zero Accident philosophy to assist in providing an injury free workplace

New Employee Orientation…continued Needs to include: Personal Protective Equipment Requirements Required work clothing Rigging Fall Protection – 100% at all times when there is fall potential of 6 feet or more scaffolding Forklift, scissor and boom lift operations requirements Ladder Safety Electrical Safety

New Employee Orientation…continued Needs to include: Housekeeping Fire Protection Floor Openings Overhead Hazards Heavy Equipment Other Hazards & Controls – No cell phones while operating equipment Activity Hazard Analysis Quality Control Issues

Written Accident Prevention Plans The accident prevention plan required by EM 385 is not some vague, generic document typical of many construction companies that lists general safety rules such as prohibiting horseplay, or possession of firearms, alcoholic beverages or illicit drugs on the job, and mandatory wearing of long sleeved shirts, hard hats and safety glasses Rather, it must be a detailed, site-specific written plan that describes the management processes that will be used to prevent accidents from occurring on a specific construction project

Written Accident Prevention Plans Accident reporting must address who, how and when information will be provided on exposure data such as man hours worked that can be used to evaluate safety performance how major accidents will be reported, who will conduct accident investigations, and how and when reports and logs will be completed

Activity Hazard Analysis An introduction to the “5 Step Process” of Activity Hazard Analysis (AHA) Tools, materials and equipment they will need Develop work methods and procedures for accomplishing the task Identify existing and potential hazards, assessing the probability and risk Most importantly identifying methods to eliminate or protect against any hazards

Activity Hazard Analysis AHA requires employers to be proactive in aggressively identifying hazards that can be anticipated and controlling them rather than looking back with 20/20 hindsight

What Did We Learn? Must first establish a Safety Statement, work on developing a Safety Cultural by following key safety principles, set goals and maintain a commitment for maintaining an Accident Free Environment Implementation of a Safety Program involves all employees from top management to supervisors are a key component to making it work. A supervisor or another individual can be assigned specific responsibilities and can head up a company safety committee that works on developing the safety plans and programs

What Did We Learn? The safety committee also reviews all incidents, accidents, near misses to determine contributing factors. While focusing on determining causes, it must always be remembered that the overall GOAL is to prevent similar accidents from occurring again Worksite analysis are frequently needed. Audits and inspections help identify issues and corrective actions can be made prior to an incident happening. Must develop Standard Operating Procedures to give workers a plan to guide their work

What Did We Learn? A BIG part of the workplace analysis comes through education of all employees to the hazards of chemicals and address through training employees on Hazardous Communication Standards Understanding the hierarchy of controls: Engineering – Management – Personal Protective Equipment (PPE). You have learned that when exposure to hazards cannot be engineered out of normal operations and when safe work practices and administrative controls don’t provide sufficient protection then PPE may be required to keep employees safe The essential need for New Employee Safety Orientation