Implementing successful H&S policies

THE MOST SUCCESSFUL health and safety strategies are usually implemented with the support of staff. To get their support, they need to appreciate its relevance to themselves, your customers and anyone else connected to the business.

However, all too often health and safety policies are put into operation almost as a necessary evil – communicated with a cursory announcement “telling” staff that they should study the policy and adhere to it.

All this does is set the tone for everyone to ignore it, feel negative about it, or not take it seriously.

To maintain a healthy working environment, staff need to be aware of safety issues, and be motivated to help meet the company’s aspirations in this area. As a legal requirement, all staff should understand why it is important, but it should also be made clear that fewer accidents and less work-related illness means less time off for staff and a more efficient operation. No one enjoys the increased pressure or workload when a member of the team is not at work, and an active health and safety policy contributes towards a happier working environment.

The Health and Safety (Consultation with Employees) Regulations 1996 place a legal duty on all organisations to discuss health and safety matters with employees who are not represented under the Safety Representatives and Safety Committees Regulations.

The consultation process involves not only providing relevant information to members of staff, but also the chance to discuss safety issues with them prior to making any safety decisions.

Examples include:

• When informing members of the likely risks associated with any work being undertaken along with the means of controlling the risk.
• When planning any health and safety training.
• When introducing new health and safety-related technology.
• If changes are made that considerably affect an individual’s health and safety, for instance introducing new safety procedures, equipment, work methods, etc.

To ensure the nominated members of staff can perform their duties effectively, it will be important to provide suitable and sufficient training. You may do this in house, or subscribe to various courses. These courses should be provided at the employer’s cost and may require the individuals to attend the appropriate courses
during working hours.

To ensure the consultation process is effective, it is important to provide your employees or their representatives with enough information to enable them to undertake a full and effective role within the health and safety process. Employers do not have to provide information that they are not aware of or information:

• that would not be in the interest of security or against the law;
• about an individual who has not given their permission for it to be passed on;
• that may be detrimental to the business; and/or
• that has been received in connection with any legal proceedings.

The Health and Safety Executive will often ask about, and monitor, the activities regarding consultation with employees when they visit individual premises. If it feels these activities are not being addressed and is not satisfied that adequate provisions are being made, it may serve an improvement notice on the company.

In essence, to ensure that your organisation is complying with the regulations, it is important to consult with employees about health and safety matters. Firstly, notify all members of staff that the company wishes to proactively involve all members of staff in safety consultation. If employees wish to nominate representatives, the organization should implement regular safety meetings to discuss any issue.

On occasions, staff members are not initially interested in the process and will not volunteer for the task. Therefore, the company should address this by implementing regular safety meetings where nominated members of staff are invited, and by posting minutes of the meetings on staff noticeboards.