Module 2: Embedding Safety into Work Processes

Module 2: Embedding Safety into Work Processes
Safety Begins with ME - Module 2: Embedding Safety into Work Processes Module 2: Title Slide 0:00 – 0:00 (Prior to start time) Display this slide on-screen as participants are arriving for the session. Set up the room in advance. Be available to greet participants informally as they arrive. Set a warm, friendly tone. TX: Let’s get started Safety Begins with ME! Module 2: Embedding Safety into Work Processes Created by with funding from Oregon OSHA Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Safety Begins with ME - Module 2: Embedding Safety into Work Processes
Assignments Review Assignments 0:00 – 0:05 (5 min.) NOTE: If possible, insert a couple of extra slides right after this slide showing BEFORE and AFTER pictures of areas in the shop/plant that teams 5-S’ed. Use this slide to highlight the assignments that were made at the last session. ASK:  What safety concerns did you spot/report/fix this week?  What area did you 5-S? OPTIONAL: Show BEFORE/AFTER pictures if available. If possible, sincerely compliment the group on their application of the first module: Mention items added to the “Safety Suggestions” list. It would be great if you could report progress on some of these. Talk about the improved cleanliness and organization of the areas where you know 5-S efforts were made. TX: Let’s move into our topic for today… What safety concerns did you spot/report/fix this week? Spot and report workplace safety concerns Work as a team to 5-S an area What area did you 5-S? (Before/After Pictures, if possible) Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Module Introduction & HOOK (4 Slides) 0:05 – 0:13 (8 min.) Use this slide to remind participants of the overall workshop structure: Module 1: Recognizing (and Controlling) Safety Hazards Module 2: Embedding Safety into Work Processes Module 3: Influencing Safe Behaviors Module 4: Leading Safety  Highlight Module 2, the current focus. TX: How many of us have been in a situation where something wasn’t working correctly? Leading Safety Influencing Safe Behaviors Embedding Safety into Work Processes Embedding Safety into Work Processes Recognizing (and Controlling) Safety Hazards Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Broken?! NOTE: You will need an active internet connection to show this video clip. Continue: Have you ever found yourself annoyed by something not working as it should? (Maybe you’ve had a day that was going almost as badly as the day these folks are having…) Click the link on the slide to be taken directly to the U-Tube web site for a short video of an egg processing line. The video you will find there has several very quick vignettes of different individuals facing increasingly exasperating situations. This is definitely a broken process and one where the employee is set up for failure. TX: These are not bad employees. They’re not bad PEOPLE! They were just victims of a bad PROCESS. Have you ever found yourself annoyed by something not working as it should? (Egg processing line) Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

People vs. Process Use the key points on this slide to emphasize how important the right process is.  Deming, Father of Quality Movement: “80% of problems are caused NOT by bad PEOPLE, but by bad PROCESS.”  Pit a great performer against a lousy process and the process will win every time. – Geary Rummler Many companies have discovered the wisdom of involving employees in redesigning processes. Those who work with something every day really do know best. (President of Ford Motor company once said: We used to hire people for their hands and backs, and then one day we discovered that they had brains too.) TX: What works for improving quality also works for SAFETY (Remember the three legs of business success). In this module we’re going to apply that wisdom to improving Safety. “80% of problems are caused NOT by bad PEOPLE, but by bad PROCESS.” - Deming, father of quality movement If you pit a great PERFORMER against a lousy PROCESS, the process will win every time. – Geary Rummler, Performance Consultant Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Module Preview Embedding Safety into Work Processes
Safety Begins with ME - Module 2: Embedding Safety into Work Processes Provide a quick overview of the focus for this workshop: Embedding Safety into Work PROCESSES. TX: We talked last time quite a bit about recognizing workplace hazards. Let’s review… Module Preview Embedding Safety into Work Processes Types and Causes of Hazards Job Safety Analysis Work Instructions Assignments Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Two Types of Hazards Types & Sources of Hazards (2 slides) 0:13 – 0:17 (4 min.) Use this slide to highlight the two broad categories of hazards. Health Hazards Chemicals: Solvents, gases, etc. Physical: Noise, vibration, heat/cold, radiation Biological: Bacteria, fungi, insects Ergonomic: Workplace design, repetitive motion  Safety Hazards Machine: Moving parts, belts, blades Energy: Pneumatics, hydraulics, steam, kinetic, electricity Material handling: hand carts, conveyors Work Practices TX: Where do these originate or come from? . . . Health Hazards Chemicals: Solvents, gases, etc. Physical: Noise, vibration, heat/cold, radiation Biological: Bacteria, fungi, insects Ergonomic: Workplace design, repetitive motion Safety Hazards Machine: Moving parts, belts, blades Energy: Pneumatics, hydraulics, steam, kinetic, electricity Material handling: hand carts, conveyors Work Practices Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Causes of Hazards Use the slide and the Wall Chart to review the sources of hazards. Hazards are basically caused by one of six things: Materials – Wrong types or improper handling Equipment – Tools & machines used Process – Combination of above: flow of work, design, organization Environment – Conditions of surfaces, ventilation, lighting, temperature, noise, housekeeping Energy – The presence of energy in various forms (pneumatic, hydraulic, steam, electricity, kinetic, heat) all of which have potential to harm if not properly controlled. People – Actions people take (or do not take) NOTE: The M E P E E P (“Me Peep”) acronym can be a way to remember these. TX: Last time we practiced SPOTTING these problems in day-to-day work situations. Now that we know WHAT we are looking for, HOW do we go about making sure a process is SAFE? How do we BUILD IN safety in a proactive way? Materials – Wrong types or improper handling Equipment – Tools & machines used Process – Combination of above: flow of work, design, organization Environment – Conditions of surfaces, ventilation, lighting, temperature, noise, housekeeping Energy – In various forms may harm if not controlled People – Actions people take (or do not take) Causes of Hazards Wall Poster Causes of Hazards Wall Poster Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Job Safety Analysis Introduction to JSA 0:17 – 0:20 (3 min.) Use this slide along with the Wall Chart to provide a brief overview of the purpose and steps involved in a Job Safety Analysis (JSA). NOTE: This process is summarized on the handout as well. You may choose to hand this out while reviewing the process. Introduce the tool – form – that will be used for this analysis work. Top of form: Job Title/Description (This should be limited to one key task per form. Do not list an overall job description like “welder” because one welder probably does many “jobs” or tasks.) The three columns contain the following: Column 1: Sequential list of basic job steps. It might be helpful for the group to first list all the steps on cards or slips of paper and place them in sequential order along a table or on the wall – like a giant flow chart. Then, transcribe them to paper once all the steps are identified. Column 2: Potential accident or hazard that could occur in a step of the task (NOTE: It is OK – better – to have several rows associated with a step in the process, so that you have room to record each hazard for that step on its own row.) Column 3: Recommended safe job procedures are listed in the last column next to each potential hazard. There may be more than one antidote to some of the hazards. TX: While safety experts are sometimes left to do this work alone, those who do the work every day are often in a better position to really see the risks. Let’s see how well you do with a process that you know. PURPOSE: To identify potential hazards within a process and take proactive steps to eliminate them or minimize the risk. WHO: Need people who know the work/task to participate in this process (and know HOW to do this) STEPS: List basic job steps Identify potential hazards Resolve hazards Job Safety Analysis Wall Poster Job Safety Analysis Job Aid Job Safety Analysis Form Job Safety Analysis Wall Poster Job Safety Analysis Job Aid Job Safety Analysis Form Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Job Safety Analysis Exercise
Safety Begins with ME - Module 2: Embedding Safety into Work Processes Job Safety Analysis Exercise Exercise: Apply JSA (5 slides) 0:20 – 0:50 (30 min. total for all 3 steps approximately 10 min./step) Use this slide to highlight the overall purpose and directions for the exercise. There are three additional slides to guide the group through the three steps of the JSA process. NOTE: The JSA process is best applied by tackling a task/job that is commonly performed by many employees in the training group. You may use the generic “change a flat tire” process; or you may wish to select one of your common work processes in advance, or ask the group to nominate/choose a process. OPTIONS for Filling Out the Form: 1. On-Screen: Bring up the JSA form on-screen, if desired. It can be very effective to complete the form with the entire group as they provide the information. (Remember that you can already have the form open in MS Word, and then toggle to it using ALT + TAB for a seamless transition back and forth between the PPT slides and the form.) 2. Flip Chart: Another effective approach is to list the elements of the form on flip charts. OR 3. Paper: Simply have each person fill out the information using their paper copy of the form. No matter which option you choose, ensure everyone knows the Job (process or task) to be analyzed. Write this at the top of the form. ASK: Are there any questions before we begin? TX: OK, let’s work on the first step – column 1. Purpose: To practice conducting a Process Safety Analysis. Step 1: List Sequence of Basic Job Steps (Column 1) (If possible, view a videotape of the process as you do this) Step 2: Identify Potential Hazards (Column 2) Step 3: Recommend Safe Job Procedures (Column 3) JSA Form Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Exercise Safety Begins with ME - Module 2: Embedding Safety into Work Processes Job Safety Analysis – Step 1: List Sequence of Basic Job Steps (Column 1) Guide the group now as they complete column 1: Sequential list of basic job steps. NOTE: It might be helpful for the group to first list all the steps on cards or slips of paper and place them in sequential order along a table or on the wall – like a giant flow chart. Then, transcribe them to paper once all the steps are identified. In fact, if you delay putting them onto the chart until you are ready for step two, you can ensure that you have enough rows to list every hazard for each step on its own row. Otherwise you may have to crowd several hazards into a tiny space. Sample 3x5 Cards are provided for the process: Change a Flat Tire. You may use this MS Word file as a template and create cards for your own process if desired. NOTE: Sometimes participants who do a task every day have a hard time identifying all the steps they actually perform. One way to help the group is to shoot a short video of the task – or take a series of still digital photos – and then show these to the group as they begin the first step of this exercise. NOTE: This part of the JSA can consume a lot of time, so an alternative is to pre-load the process steps on a form and move the group immediately into step 2. TX: Now that we have the basic steps listed and in order, let’s begin working on the next column. List step-by-step what must be done Choose level of detail that is fairly specific May help to list steps on post-it-notes or sheets of paper that can be moved around on the wall Briefly describe a step of the process Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Job Safety Analysis – Step 2: Identify Potential Hazards (Column 2)
Exercise Safety Begins with ME - Module 2: Embedding Safety into Work Processes Job Safety Analysis – Step 2: Identify Potential Hazards (Column 2) Guide the group now as they complete column 2: Potential accident or hazard that could occur in a step of the task (NOTE: It is OK – better – to have several rows associated with a step in the process, so that you have room to record each hazard for that step on its own row.) It is a good idea to list the steps (in column 1) as you progress. This ensures that you have as many rows as you need to list multiple hazards next to/under each step.  Fly in the Possible Resources: Wall Poster: Causes of Hazards Handout: Safety: I KNOW it when I SEE it Hazard Cards (from Module 1) Various industry checklists Encourage participants to use the MEPEEP Wall chart and the Hazard Cards (introduced in module 1) to remind them of potential hazards that might be present in the process. You might wish to deal out the hazard cards and ask participants to throw down (or hold up) the appropriate cards as they spot risks in each of the steps. This encourages greater participation. TX: OK, let’s now look at how we might remedy these hazards in order to protect those involved in this process from harm. Remember Hazards can be of two types: Health hazards (ergonomic concerns, noise, chemicals, bacteria) Safety hazards (moving parts, energy, material handling) And may be caused by: Materials Equipment Process Environment Energy People Possible Resources: Wall Poster: Causes of Hazards Handout: Safety: I KNOW it when I SEE it Hazard Cards Various industry checklists SAFETY: I KNOW it When I SEE IT! Causes of Hazards Wall Poster Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Job Safety Analysis – Step 3: Recommend Safe Job Procedures (Column 3)
Exercise Safety Begins with ME - Module 2: Embedding Safety into Work Processes Job Safety Analysis – Step 3: Recommend Safe Job Procedures (Column 3) Guide the group now as they complete column 3: Recommended safe job procedures. NOTE: A useful technique is numbering system with the following elements: Steps – Number sequentially from 1,2,3, etc. Hazards – Assign each an alpha sequence, connecting them to the step where this hazard applies. For example step 3 may have hazards: 3A, 3B, and 3C. Recommended safety actions – Assign sequential numbers, connecting them to the hazard they remedy. For example, Hazard 3C may have remedies: 3C1, 3C2. EXAMPLE: TX: As we think through ways to make each step safer, there are several areas of possible focus… Ways to Increase Job Safety: Eliminate the hazards Control exposure Avoid general warnings to “be careful” which do little good If you find too many hazards, question the entire task. Should it really be done? 3. Remove the abrasive disc. 3a. Cut hand 3b. Another hazard 3c. Another hazard 3a1. Wear gloves 3a2. Another prevention method Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Hazard Control Measures
Safety Begins with ME - Module 2: Embedding Safety into Work Processes Hazard Control Measures For each of the hazards identified in column 2 we need to ASK: How can we prevent or eliminate this hazard? Use this slide, the wall poster, and the handout to remind participants of the basic categories of solutions to consider to control hazards in our process. (See Handout for more details on each category.) Good housekeeping (5-S) – Might we improve the housekeeping (5-S)? Safe equipment – Might we make the equipment more safe?  Safe work practices – What exactly should the employee DO or not do to work safely?  Proper PPE – Is any PPE required?  Temporary controls – These should be AVOIDED in JSA since they are not a permanent solution. (However, in some immediate situations they are necessary.) Tips for step 3: Eliminate the hazards Control exposure Avoid general warnings to “be careful” which do little good If you find too many hazards, question the entire task. Should it really be done? As the group brainstorms suggestions to make the work in each step safer add these in the last column next to each potential hazard. There may be more than one antidote to some of the hazards. List all that are applicable. TX: Now that the process has been analyzed, the final thing is to ensure that all the actions taken are implemented. Some of these may require engineering – installation of a guard, but others need to be incorporated into the standard work instructions. Good Housekeeping (5-S) Safe Equipment – Engineering Controls Hazard Control Measures Hazard Control Measures Wall Poster Safe Work Practices – Management/ Administrative Controls Personal Protective Equipment (PPE) Temporary Measures Hazard Control Measures Hazard Control Measures Wall Poster Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Forms of Work Instructions
Safety Begins with ME - Module 2: Embedding Safety into Work Processes Forms of Work Instructions Work Instructions (Standard Work) (6 Slides) 0:50 – 1:00 (10 min.) ASK: How does someone learn to do a new task in our shop? Do they learn to do it safely? There are various levels/styles of work instructions. The first is a procedure manual. ASK: How many of you regularly look at the procedure manual? (Expect few to respond.) TX: We tend to not use these manuals much beyond our initial training, so another way of providing work instructions is through (ADVANCE SLIDE) Procedure Manual Procedure Manuals Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Safety Begins with ME - Module 2: Embedding Safety into Work Processes Forms of Work Instructions Yet another way of providing work instructions is through: Job Aids – These are quick references, pocket guides, reminder cards that you can carry or post nearby where you need the reminder. ASK: Can you think of examples of these from your own shop/plant environment? TX: Immediately advance the slide. And work instructions can also take the form of. .. Job Aids Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Safety Begins with ME - Module 2: Embedding Safety into Work Processes Forms of Work Instructions And work instructions can also take the form of: : Placards and indicators (visual work) NOTE: Visual workplace is a concept often associated with ISO 9000 and Lean Manufacturing. The methodology calls for embedding work instructions into the work environment so that the walls, floors, and equipment itself helps to direct the worker. Dr. Gwendolyn Galsworth, Quality Methods International, has written several books on this topic. See VisualWorkplace.com for more information. Mention various examples of these from your own shop/plant environment. TX: Immediately advance the slide. Here are some additional examples…. Placards – Visual Work Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

More Visual Instructions
Safety Begins with ME - Module 2: Embedding Safety into Work Processes More Visual Instructions Point out that some visual work instructions are even found on the floors…. A good example of visual instructions to accomplish something safely are all the road markings that you see on the freeway to keep you heading the right way, in the right lane, merging when necessary, and exiting appropriately to get safely to your destination. Mention various examples of these from your own shop/plant environment. ASK: Which of the three do you prefer? (Manuals, Job Aids, or Visual Work – placards/signs, etc.) (Expect many to say visual instructions and placards because few people like taking the trouble to sit down and read the manual.) TX: Let me show you one more visual warning (South Dakota highway sign)… Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

South Dakota Highway Sign
Safety Begins with ME - Module 2: Embedding Safety into Work Processes South Dakota Highway Sign In South Dakota, drivers are reminded of highway fatalities at many points along their route – one sign for each traffic fatality that has occurred. Each Sign Reads: “X Marks the Spot. THINK! Drive Safely” On the back it says: “Why Die?”  ASK: It’s not pleasant to think about it, but would we be more careful if we were reminded daily at work of injuries that had occurred? Summarize: So, we remind people HOW to work safely through work instructions. No matter what form they may take (procedure manuals, job aids, placards and visual warnings) they all provide important information. When we heed these instructions we act more safely, whether we are doing something we do all the time or only once-in-awhile. TX: BUT, who provides these special guidelines and warnings?. . . SD Drivers are reminded of highway fatalities at many points along their route – one sign for each death. Each Sign Reads: “X Marks the Spot. THINK! Drive Safely” On the back it says: “Why Die?” Would we be more careful if we were reminded daily at work of injuries that had occurred? Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Important Questions ?  ASK: What is your responsibility for work instructions? Our purpose today is not to turn you all into documentation geeks who can crank out procedures, but to make sure that you are aware of how we communicate to one another the best and safest way to do work. IF you see a work instruction that is missing an important safety step, it is very important that you bring it to management’s attention. NOTE: Customize this instruction to fit your shop’s process.  ASK: Whose responsibility is it to know and follow the documented work instructions? (It’s my responsibility)  ASK: Whose responsibility is it to make sure that everyone is following safe work procedures? (Expect someone to say that this is the supervisor’s or management’s responsibility.) As soon as someone says this, jump on it: “Trick question! It is everyone’s responsibility to make sure that everyone around them is working safely. Remember that we are ALL responsible for the safety of our workplace. TX: OK, let’s review and wrap-up. ? What is your responsibility for work instructions? Whose responsibility is it to know and follow the documented work instructions? Whose responsibility is it to make sure that everyone is following safe work procedures? ? Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

REVIEW Module Review Module Review & Wrap-up (3 slides) 1:00 – 1:05 (5 min.) Use this slide to briefly review the key points of this module:  Hazards come in many shapes and sizes – Generally they fall into two categories: Health hazards and Safety hazards And, there are 6 broad categories of Causes: M E P E E P (Review from Wall Poster: Materials, Equipment, Process, Environment, Energy, People)  Job Safety Analysis is a disciplined approach to identifying and minimizing hazards - We now know how to participate in a Job Safety Analysis. This is a simple approach that helps us identify the hazards in a process and ways to minimize these risks and build safety into our work approach.  Work instructions can be formal (procedure manuals) or informal (job aids and placards) - These safe work instructions need to be captured so that others can benefit from the wisdom rather than learning the hard way.  Everyone is responsible to identify and control workplace hazards TX: Let’s look at our assignments: Hazards come in many shapes and sizes – Health hazards and Safety hazards Six broad causes: M E P E E P Job Safety Analysis is a disciplined approach to identifying and minimizing hazards Work instructions can be formal (procedure manuals) or informal (job aids and placards) Everyone is responsible to identify and control workplace hazards Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Assignments Briefly review the assignments:  Perform a Job Safety Analysis – Each area should schedule time to perform a PSA of an important task they perform. (Look for tasks that have resulted in past incidents or injuries as a starting point.) NOTE: The JSA can also be performed by one individual. In some situations, shops have individual operators who are the experts on a work process. Asking them to complete a JSA on their process would capture their knowledge for the benefit of others who might need to be cross-trained to do this work.  Improve or create a new work instruction. Be sure that any work instructions associated with jobs that have been analyzed (in #1) are revised to reflect the safety improvements. (Specific tasks could be assigned to various individuals, depending on their abilities, or the supervisor could provide copies of existing work instructions and ask the group to evaluate what is incorrect or missing.) TX: I want to close by thanking you for your time and attention. Perform a Job Safety Analysis – Each area should schedule time to perform a JSA of an important task they perform Improve or create a new work instruction. Be sure that any work instructions associated with jobs that have been analyzed (in #1) are revised to reflect the safety improvements Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Thank You for Participating
Safety Begins with ME - Module 2: Embedding Safety into Work Processes Thank You for Participating NOTE: This slide has auto-builds that automatically play when you advance to the slide. Thank participants for their time, attention, and participation throughout the session. You may wish to close with this point: Just a little bit of prevention . . . . . . can prevent a whole lot of pain! Let’s be sure that we BUILD SAFETY into our work processes. Just a little bit of prevention . . . . . . can prevent a whole lot of pain! Let’s be sure that we BUILD SAFETY into our work processes. Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

NOTE: Presentation ends with a blank slide to provide a smooth close to the session. Created w/ Funding Provided by Oregon OSHA; Designed by Dan Vetter, VETTER SOLUTIONS,

Module 2: Embedding Safety into Work Processes

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