a long-term plan that is successful in protecting people from injury or worse, complying with regulations, and controlling the associated financial costs of loss. An effective plan must include methods to:
• Identify and understand all hazards, real and potential
• Prevent and control hazards so workers are not exposed or the expo- sure is minimized
Our goal is to help you create your workplace safety program—one that protects your people, saves you money, and complies with the law. We also recognize the importance of providing templates and resources to make the building of your workplace safety program a smooth process. In addition to the Selected References and Resources section at the back of this book, we have created an online resource page with sample workplace safety pro- grams and other templates at www.workplacesafetynow.com.
core regulatory requirements
1Sound safety leadership results in prevention and control of employee in- juries, exposures to toxic substances, and other unhealthful conditions
(which can produce work-related illnesses). Effective workplace safety sys- tems produce lower costs, higher productivity, reduced waste, and im- proved employee morale.
In an effort to help you create an effective workplace safety program, we have reviewed each state and federal safety program requirement and com- bined those guidelines and regulations with best practices learned over many years.
Although workplace safety programs go by different names, each state requires that there be a written workplace safety program (injury and illness prevention and reduction program) that promotes safety and healthful working conditions. An employer must conduct and document a review of the workplace safety program at least annually and document how proce- dures set forth in the program are met. In addition, all training and com- munication must be in a language that your employees understand. To facilitate this diversity, many companies translate their programs to accom- modate their workforce.
For clarification, we often use words such as management, managers, and
supervisors. We recognize that in a small company, there may be just one
person (you) in a “management” role.
A little later in this chapter, and then again in Chapter 7, we discuss the significance of and methods involved in making safety a core value (there is a difference between making safety a value versus a priority) in your com- pany. In addition to the importance of identifying safety as a company value, your written workplace safety program must contain these core elements:
• Management commitment and responsibility (how managers, supervisors,
and employees are responsible for implementing the program and how continued participation of management will be established, measured, and maintained). This section delineates management’s commitment (in writing) to safety and health.
• Employee involvement (and how safe work practices and rules will be
enforced). This section discusses ensuring compliance among the workforce regarding codes of safe practice and any other safety and health procedures designed to safeguard their welfare.
• Work-site analysis (the methods used to identify, analyze, and control
• Hazard recognition and resolution (how workplace hazards are recog-
nized and resolved, and how incidents will be investigated and cor- rective action implemented.) This section also includes incident investigations, the procedures for both conducting the investigations and taking action on the findings.
• Training and education (how the plan will be communicated to all
affected employees so that they are informed of work-related hazards and controls). This section provides for internal communications that highlight workplace hazards and applicable safety and health proce- dures.
• Recordkeeping (the maintaining of injury and illness, safety training,
and inspection records).
Program Review
As discussed in Chapter 2, an employer must conduct and document a review of the workplace safety program at least annually and document how procedures set forth in the program are met. Program review is vital because it serves as a check to see if the organization is making progress toward its goal of creating a safer, healthier workplace for all employees.
The second reason for conducting a review or audit of the workplace safety program is to determine whether the procedures used in the facility or operations are consistent with those described in the program.
The primary focus of the annual evaluation effort should be to deter- mine whether the organization has made progress in achieving the work- place safety program’s goals and objectives within the past year and, if so, whether the progress made actually improved worker safety and health. If an organization has achieved the goals and objectives described in its safety and health program, it should set new goals and objectives for the coming year to further improve safety and health on the job. The organization, its management, and its employees should work continually to improve work- place safety, just as they do to improve quality, cost effectiveness, and other facets of the business.
If an organization is not meeting its objectives, especially the ones estab- lished specifically for the previous year, it needs to determine why. Perhaps the organization is improving and moving toward its goal but just has not reached it yet. Timelines should be established or reestablished for each of
the objectives and the overall goals. If progress is not being made or is being made too slowly, the goals and objectives need to be examined. Perhaps the goals and objectives are not clear or measurable. Objectives should be clear, concise, and capable of being measured or demonstrated. New objectives may need to be created that act as measurable steps toward achieving the greater goals. Not meeting objectives may also indicate that there are prob- lems (sometimes serious) with the overall safety and health program that need to be addressed.
In addition to the needs assessment and taking stock from Chapter 2, the first step in a program evaluation should be to review the documentation created during the past year relevant to the workplace safety and health program.
Completing the Program Review
After the evaluation process is completed, the workplace safety program should be updated to correct shortfalls, and new goals should be set for the organization. Responsibility for making the program changes should be assigned to a specific person or persons, and implementation or due dates should be specified to ensure that the program is updated in a timely manner. Finally, changes to the program, goals, and procedures need to be communicated to everyone within the organization.
While the laws require that workplace safety programs be reviewed at least annually, ideally the program should be referred to, reviewed, and updated as necessary. This keeps the program fresh, accurate, and an inte- gral part of the organization.