records management

Does my business need a Safety Management System?

Our short answer is: yes! Every business needs an effective Health and Safety Management System because every business has people that need to be protected!

 

But don’t worry – your Health and Safety Management System doesn’t have to be complex, and it doesn’t have to be costly. Put simply, a Health and Safety Management System is a systematic approach to keeping your health and safety tasks in check.

 

What the health and safety consultants generally won’t tell you, is that the legislation doesn’t stipulate that a business’s Health and Safety Management System has to be documented. If your workers are clear on your internal health and safety processes, this is sufficient.

 

That said, as businesses grow, and there are more people at the table, relying on a more “verbal” Health and Safety Management System can be challenging to implement. It becomes more difficult for all of your staff to have a uniform understanding of your system and more difficult to demonstrate what compliance measures you’ve been taking to the regulator, if there was ever a need. Think back to the effectiveness of Chinese whispers!

 

So, if you are not 100% confident that your health and safety message will be the same at the end, as it was at the start – this is when you should start to consider formally documenting your approaches and processes.

 

Ready to get started? Well, here are 5 critical components for you to consider as you start to set up your Health and Safety Management System:

 

  1. Management endorsement. If management has a low focus on health and safety, so too will everyone else. Start at the top – seriously. You can’t get out of this one if you want to make a safe workplace. What will you commit to and support? Think resourcing, think budget, think actions.
  2. Planning. Ensure hazards arising from work activities are identified so that risks can be assessed and then controlled. This is critical. Get your people involved in this – use weekly meetings to ask about possible risks. Need help? Check this tool out. Just type in your industry and see exactly what hazards you need to look out for.
  3. Implementation. Develop a plan to improve things and allocate components of it out to your people. You need to ensure that what you say, is what you do. Everyone has a role to play! Meeting reminders from a software system like Safety Champion can do wonders to make sure everything gets done and everyone is involved!
  4. Measurement and evaluation. Track what you’ve done. Are you doing what you said you’d do in the beginning?
  5. Review and improvement. Review to continually improve your Health and Safety Management System. Make sure you regularly look at your results and take preventative and/or corrective action to continually improve things. Aim to be better!

 

So, yes, you need a system but don’t get too bogged down. Basically, your Health and Safety Management System is simply ‘what you actually do’ to manage foreseeable and unforeseeable hazards, to prevent incidents and injuries, and to minimise risks. Focus on how you will do all those health and safety tasks and how you will sustain the implementation of your system, and your off to a good start. Even better, document it and communicate it well to all your people – often – for even better results. Good luck!

Health and safety legislation – the basic explanation

With all the acronyms, authorities and legislation out there, health and safety legislation can be complicated for many businesses that don’t have dedicated specialist staff on board. It can be difficult to know exactly who to listen to and what to take note of for your business. So, we thought we’d give you a quick run down of health and safety in Australia so you know where to turn if you need to learn more.

 

In Australia, the requirement to legislate and regulate health and safety is a function of each individual state and territory. This means that it is state based law, not federal law such as the Fair Work Act 2009. So, the legislation you should be looking at for health and safety is dependant on your state. Here’s a nice clean list for you:

 

Because health and safety regulation is state-based, this is why the authorities have different names from state to state. It’s advisable that businesses are familiar with their relevant regulator and take their cues on health and safety from there. If you are confused about who your regulator is, here’s where you can find the current links to their websites from Action OHS Consulting.

 

Most of these guys have brilliant tools and information readily available to help you out – so head to their websites.

 

And what about Safe Work Australia? Who are they? Put simply, these guys are the national policy body responsible for researching and further developing health and safety strategies each state can adopt. Safe Work Australia is another excellent source of easily digestible information and advice for any business or employee needing to learn more.

 

And before we finish up, another common confusion point is about Worker Compensation. Be aware that Health and Safety Legislation is different to Workers Compensation Legislation. Health and Safety Legislation looks at establishing ways to prevent the accident and injury from occurring, while the Workers Compensation Legislation provides direction on how work related injuries should be managed.

 

So, if you need to learn more about health and safety in your business, familiarise yourself with the webpage of your relevant state based health and safety regulator. Again here’s that list. And then check out Safe Work Australia if you need to know more.

 

 

Still unsure or want to seek further clarification? Drop our team of health and safety professionals a line for more guidance and support specifically suited to your business needs.

 

Try ‘stacking’ your habits… to prevent safety from falling over.

At the Safety Champion HQ we were recently discussing a blog we came across in Fast Company. The author was writing about how to build habits. More specifically, how to build habits that yield positive outcomes by integrated them into our lives in super simple and effective ways. While everyone has goals in life and ideas of things they want to achieve, we so rarely stick to the tasks required to get us there. In other words, we lack the staying power.

 

This got us thinking about our clients when they are starting to build a culture of health and safety in the workplace. The business owners and people managers we work with keep telling us that maintaining the momentum to meet health and safety targets and objectives can be difficult. With this in mind – and following some rather opinionated conversations here at HQ – we think that some of the ideas in this blog about building positive habits could be applied to assist businesses to build a strong safety culture.

 

One of the key ideas that came up was the concept of ‘stacking habits’. Say for example, you already routinely do something in the workplace and maybe you even do this without questioning it. Well, that’s perfect. It’s now just a matter of adding another habit or task to the one you already do as a way to make sure it happens. This way you start to automatically do one when you do the other. Brilliant.

 

For example, your team may meet every Monday morning for a ‘work in progress’ or ‘operations’ meeting – why not add the topic of health and safety to the agenda? Or your administration staff may be responsible for following up managers to provide their budgetary or KPI reporting quarterly – why not add the question of the health and safety targets progress to that follow up? Or perhaps your staff complete timesheets every week – why not add the completion of a safety checklist or register to the timeslot?

 

“Stacking habits is one highly successful mechanism that we find many SMEs are starting to take up. It’s a really smart and simple way to build safety into business as usual activities.” – Elaine McGuigan, OHS Consultant.

 

There are many ways that we can see ‘stacking habit’s working for OHS. After all, effectively managing your OHS or WHS obligations in the workplace is largely about ‘keeping on top of it’ and ‘keeping it top of mind’. So, try stacking your regular office habits with your OHS ones, and start achieving your health and safety targets for the year today.

 

 

If you are still struggling with how to encourage your staff to stack habits or to actually take health and safety as seriously as it needs to be, watch this video to see how our software can be a great solution. It allows you to digitise your OHS targets, delegate tasks, apply deadlines and reminders, and give managers and owners an overview at the click of a mouse. Simple.

What on earth did we do before MYOB, Xero or Quickbooks?

It wasn’t actually so long ago that many small to medium sized businesses were still shuffling invoices and receipts around a desk, and filing them away in cumbersome binders waiting for tax time. But thinking about it now, how on earth did we do that?! Where would your business be now without the convenience and ease of software like MYOB, Xero or Quickbooks?

 

Whilst accounting has now become that much easier to handle in the workplace – even for the lay person – the same will soon be true for health and safety management. In the very near future it will be difficult to believe that once upon a time we were still manually recording health and safety checks, hand writing incident reports and maintaining registers in messy shared spreadsheets. The beautiful thing is that this ‘easier way of the future’ for health and safety is actually already here.

 

More and more businesses are starting to pick up on this. One of our clients who recently rolled over to our cloud-based health and safety software, reported immediate improvements to workplace safety culture. They told us that the software assisted them to think about incident prevention often and early, and before any unfortunate accidents might occur.

 

What other benefits do users of OHS or WHS software software find? And why do businesses need it? Well, here are the four main benefits that we are hearing from our clients:

 

  1. It allows for greater oversight by management.
  2. It produces accurate and consistent reporting and information.
  3. It makes information and reporting easily accessible.
  4. It promotes a safety-first culture, which ultimately keeps us safer!

 

So, just as MYOB changed the way accounting was done by providing a user-friendly product that simplified the complexity of accounting, OHS or WHS Software or Safety Management Software Systems (however you like to call it!) like Safety Champion do the same for health and safety management.

So, why not take a product tour today? Or read more about the benefits of going paperless.

 

How to tame your records…

For literally every business out there, records management is the bane of everyone’s existence. Regardless of whether you are filing the “old school way” (i.e. shelves and shelves of paperwork, or folders in archive boxes), or you’ve moved into the “now” and you’re all cool and all about digital (i.e. scanned copies stored on internal computer drives), records management can be a headache.

 

Records demonstrate implementation of your OHS System into your workplace (i.e. the completed checklist, the meeting minutes); where as, Documents are the guide for OHS implementation (i.e. the checklist template, the meeting agenda)

 

When it comes to OHS records, the legislation actually requests that you to hang on to some for up to 30 years. Yep, 30 years! This said, there are other OHS records that the legislation requires you to hold onto for what may seem forever (i.e. the length of time a piece of equipment is at the workplace)! Nervous? Don’t be. Just get organised.

Yes, you can store records in folders. The challenge with this is finding them when needed, or identifying trends – once filed, often the OHS records is never to be seen again. These days, with the ease that we use computers, paper-based records appear harder to locate. Perhaps the level of “hardness” is at where it has always been, the ease of access via a computer has just shone a spotlight on it.

This said, when looking to establish a plan for managing your OHS records let’s get one thing straight. It is crucial that OHS records are not stored on employees personal computer drives or on an employees computer. Why? It is simple, if the employee leaves or their computer is lost, it is likely the OHS records will go missing also.

If you are a smaller business, Google Drive or Drop Box will support secure control of your documents; depending on your settings, deleted documents are archived not lost. Don’t be restricted to these two, there are a number of options out there for you to consider.

If however you are reading this and thinking, wouldn’t it be great if…

 

“When I store an OHS record, the saving of the record would then schedule the next occasion that the task is to be completed”

 

…then your thinking has aligned with ours. That’s exactly what we created with Safety Champion. Safety Champion offers a simple OHS Software solution for records management. Of course it’s web-based, paperless, and available on all devices. It will allow you to save all of your OHS records neatly in the cloud, to ensure that they can be easily access when the need arises. Great for management visibility of your OHS program, and amazing for OHS or compliance audits.