Safety by committee: The TOP FIVE best practices for a great safety team

To say something is done “by committee” is usually a derogatory statement. But when it comes to workplace safety, committees are essential.

In fact 14 U.S. states require employers to have safety committees, while an additional five recommend them. “We already have too many committees,” many would say. “Why create another one?”

The answer is simple: Committees make workplaces safer.

Because members are not typically grizzled safety veterans, but rather ordinary employees from throughout the company, they have first- or second-hand knowledge of unsafe situations and often have helpful, sensible ideas.

Here are the TOP FIVE ways to strengthen your safety committee:

• MEETING STRUCTURE: Committees should meet monthly, although a quarterly meeting may suffice if the company does primarily office work. Meetings should be in person but may involve a conference call if necessary. Attendance is mandatory, with consequences for repeat absences. Starting meetings on time and following an agenda is critical. The following agenda has been proven effective:
• RIGHT SIZE: It’s recommended that companies with more than 20 employees have at least four committee members. (Smaller companies should have at least two.) Having fewer than 20 makes it easier to find consensus and maintain focus. If your company has several departments or divisions, it’s wise for each to have a representative in the committee. Your committee should also have an equal number of employer-selected members and volunteer members.
• EXECUTIVE BUY-IN: There’s no business priority that trumps worker safety, so committee recommendations must “have teeth.” The committee must have authority to enact action plans that may involve expenditures as well as direct accountability for responsible parties. Having at least one member of executive management on the committee is essential. Committee work must be on company time and members must be compensated at their normal pay rate.

1. Education: Discuss recent articles, summaries of classes or seminars attended by committee members, or any information that increases general awareness or stimulates interest in safety.
2. Old business: Any unresolved items not resolved during the last meeting. Keep them on the agenda until resolution is reached.
3. Performance indicators: Review your company’s trends in workplace injuries, illness, safety problems, equipment problems/errors, and other known threats to health and safety.
4. Departmental reports: Discuss any safety issues, injuries, incidents, or near-incidents that have arisen since last meeting. For each topic discussed, commit to completing an investigation as to what happened, why it happened and what can be done to address the situation.
5. New business: Members or guests may discuss ideas, complaints, or other items that do not fit neatly into any of the agenda items previously discussed. Keeping new business last makes sure your committee keeps “first things first.”

INFORMATION MANAGMENT: It is essential to track all information related to workplace safety. Spreadsheet: Keep a spreadsheet of known safety issues, including injuries, near-injuries, unsafe situations, equipment maintenance issues related to safety, complaints, etc. It may be useful to classify these issues as injuries to customers, injuries to staff, ergonomic issues, security issues, hazardous material issues, fire safety issues, equipment issues and utility systems issues. Minutes: Detailed minutes must be recorded for every meeting, posted where all employees have access to them, and retained for three years. Minutes must be thorough, as they are official documents.

HAZARD IDENTIFICATION AND EVALUATION: The committee needs to conduct a quarterly workplace safety and health inspection in the form of a facility-wide walk-through. A system must be in place for any employee to easily report a hazard, as well as a formal process for investigating, analyzing and evaluating all reported hazards, incidents and near-incidents.

BONUS IDEA—KEEP IT FUN: Take workplace safety seriously, but find ways to make participation in the safety committee fun. Promoting employee safety via educational programs, brown-bag lunches, guest speakers, and participation in health and safety fairs are all fun ways to expand awareness and keep things interesting. Never rest on your laurels, but find ways to acknowledge the efforts of committee members.

Originally posted at: http://www.duralabel.com/duranews/2012/oct/safety-committee-top-five-best-practices-great-safety-team#ixzz2U9nIKAbr