Health and Safety Documentation… What should I be doing?

By SafeStaff  |  May 2023

1. Toolbox Talks

 

Why?  Worker engagement and Participation

Engaging workers in health and safety can help to identify areas for improvement and encourage ongoing efforts to improve health and safety in the workplace.

 

When? 

These should be completed and logged at least weekly, and daily when completing high-risk site works. – Set a regular day and time that these are to be completed and delegate someone to log them on your safety hub.

 

How?

Pick a relevent H&S topic and talk about it with your team. Your Risk Register is a great source of information about how the risks in your workplace should be managed. These are great topics to talk about during your toolbox talks.

 

 

 2. JSA’s or SSSP’s

Why? Risk assessments

A risk assessment is a systematic process of identifying hazards and assessing the risks associated with them, and implementing controls to either eliminate or manage them to reduce harm.

 

When?

JSA’s (Job Safety Analysis) for any jobs with a significant level of risk that need to be managed.

SSSP’s ( Site Specific Safety Plans)  for any sites you manage that have a significant level of risk that needs to be managed.

read more about SSSP’s here

How?

Complete both a JSA or a SSSP on your Safety Hub 

 

 

3. Accidents and Near Misses

Why?

Reporting accidents and near misses in the workplace is important for several reasons:

  • Prevention: Reporting accidents and near misses helps identify potential hazards and risks in the workplace, allowing employers to take measures to prevent future accidents.
  • Compliance: Reporting accidents and near misses is a legal requirement in many jurisdictions. Failure to report can result in fines and penalties.
  • Improvement: Reporting accidents and near misses allows for analysis and evaluation of the workplace safety program. This can lead to improvements in safety policies, procedures, and training.
  • Support: Reporting accidents and near misses can provide support and resources for employees who have been injured or affected by the incident.

Overall, reporting accidents and near misses is essential for creating a safer workplace for employees and reducing the risk of future incidents.

When?

As soon as possible after the accident or near miss has occurred. Remember to preserve the scene if it’s a serious accident.

 

How?

By using the Accident and near miss report form on your safety hub. 

 

 

4. Health and Safety Reviews

Why?

Regular reviews of your health and safety management system can help to identify areas for improvement. By addressing these areas, you can improve the overall performance of your organisation and create a safer and healthier workplace for your employees.

When?

At least every six months.

How?

Schedule at least two reviews into your workplace calendar, then complete a review using the review form on your safety hub. This is located under the record something menu on your Safety Hub.

 

 

5. Health and Safety Management Meetings

Why?

Health and safety management meetings are essential to ensure that the workplace is safe and healthy for employees. Here are some reasons why you should have health and safety management meetings:

  • Identify potential hazards: Health and safety management meetings help you identify potential hazards in the workplace. By identifying these hazards, you can take steps to mitigate them and reduce the risk of accidents and injuries.
  • Review safety policies and procedures: Regular health and safety management meetings provide an opportunity to review safety policies and procedures. This ensures that all employees are aware of the policies and procedures and are following them correctly.
  • Discuss incidents and accidents: Health and safety management meetings provide an opportunity to discuss incidents and accidents that have occurred in the workplace. This allows you to identify the root causes of these incidents and take steps to prevent them from happening again.
  • Review training needs: Health and safety management meetings provide an opportunity to review training needs. This ensures that all employees have the necessary training to perform their jobs safely.

Improve communication: Health and safety management meetings improve communication between management and employees. This helps to create a culture of safety in the workplace where everyone is aware of their responsibilities and works together to ensure a safe and healthy workplace.

When?

This depends on the size and organisational structure of your business.

Health and Safety meetings are generally held either monthly, bi-monthly or quarterly.

 

How?

Schedule your health and safety meetings into your workplace calendar, then at the meeting use your health and safety meeting form to guide you through the meeting and record the meeting minutes. This is located under the record something menu on your Safety Hub.