Occupational Health and Safety Management System for BMR Furniture Company - Case Study Example

OHSMS for BMR Furniture Company 1. POLICY As a Company, BMR not only deals in selling of furniture but also operate a workshop that specializes in making the highest quality furniture for home and office use. This means that the company has several employees in its workshop and as a matter of requirement by the law; the company has to have an OHS policy in place. All companies irrespective of the sector they are operating in are required by the law to have a policy in place that will ensure a safe and healthy working environment for their workers (kanwowski 2005). in light of this realization then BMR has developed this OHSMS to abide by the law and to also ensure continued improvement in employee and company relationship and in the overall intention of mitigating accidents or incidents in the operations of the company and at the same time respond to any emergencies as and when they occur. All the employees of the company are therefore tasked with adhering to the safety and health standards as stipulated in the OHS policy in maintaining a safe working environment. Again the company is committed to enforcing the policy and communicating its importance to the employees. The management of BMR Company is totally committed to ensuring that the OHS policy as it is in appendix 1 is implemented to the satisfaction of all stakeholders involved. It is the wish and the resolve of the company that its employees work in the best working environment that guarantees them of safety from bodily harm as they go about their activities and at the same time be assured of their health being a first priority to the company. The company takes basic safety and healthy requirements as the minimum standard that the company ought to comply with and to go even an extra mile in ensuring that the policy is reviewed so often to keep it relevant to the company and its employees. For this to be possible then all managers and supervisors are supposed to be conversant with the policy and mandated in ensuring that it is fully implemented. The policy can only be effective by the co-operation between the employees and the management. This will ensure everybody is aware of the importance of the policy and therefore take it upon themselves to improvement it. The company shall continually engage the stakeholders involved and external experts in reviewing the policy as often as possible. The company intends to be reviewing the policy in at least two years to make it relevant and up to date with emerging risks to safety and health in the company. This calls for adequate commitment of resources which the company will always be willing to spend in ensuring safety and health measures are achieved. In accordance with the OHS policy then all aspects of safety and health matters should be in conformity with the policy displayed in the workshops and in the company offices. The management of BMR hopes to use this policy to ensure that; The legal aspects in regards safety and health regulations in workplaces are taken care of Near absent accidents in the company Few or no employee health complications arise from the company’s working environment Continuous improvement through assurance of a conducive and safe working environment for employees Rapid and effective response to accidents and incidents within the company premises . 2. PLANNING 2.1 Current position and way forward Currently BMR does not have a comprehensive OHSMS in place but the implementation of this system will ensure that the company achieves its overall objectives of; Complying with the law And ensuring a safe working environment for employees and shopping environment for its clients. The above objectives are in line with the general objectives of the company to produce the best quality furniture in a sustainable way where the community benefits in terms of decent and rewarding employment and the company benefits as well in profitability and continuous growth through employee development and consistent investment in human resource and capital machinery. 2.2 Roles and responsibilities For the OHSMS to be effective it is important that every stakeholder involved knows his expected role in implementing and affecting the system (sang, 2002). BMR as a company has clearly outlined the roles and expectations for everybody within the company and also for visitors including the customer. There are roles for the top management team, mid level managers, supervisors and for the employees as outlined in appendix 2. 2.3 Risk and hazard management The activities involved here in include; Identification- of activities that may pose the greatest risk to employees and visitors Assessment- by evaluating the extent of exposure to the risk Control- by eliminating or minimizing the risk Evaluation- to check how effective are the measures to control and prevent the risks 2.4 Approaches In accordance with AS/NZS 4081-2001, the company intends to approach the risks and hazards from these main approaches. Identification There are a variety of ways to identify the possible risks in BMR workshops and outlets. Appendix 3: risk management approaches, highlights some of these ways which include examination of past records. Assessment Basing on the work cover NSW (2001) - Risk management at work-guide 2001, assessing the risks involved has two aspects. First to asses how likely the exposure to risk will occur and then assessing how severe the exposure to the risk can be (Hollenbeck, 2007). This approach will give a guide into prioritizing risks and exposures and therefore prompt the management to give much concern in controlling and monitoring exposures with potentially severe outcomes. Risk register There is a risk register in place for BMR that provides a list of the prioritized risks in the company to the employees and visitors. It gives the impact of every risk and how to react to minimize or eliminate them incase they occur. The register should be updated after very three years or as most appropriate. Control Proper control of all the possible risks and hazards is the main objective of the OHS policy; as such control is an essential approach which must be developed in consideration of the hierarchy of control. Preference is strictly from the top to bottom. See the hierarchy at appendix 3 Evaluation This is very important as it helps in checking how effective the control measures are, upon when the ineffective can be replaced and the maintenance of the working controls should be bolstered. 2.5 Legal and regulatory requirements BMR has taken it upon itself to understand and comply with the legal and regulatory requirements and standards that are expected of it, which include but are not limited to; AS/NZS 4801.2001 occupational health and safety management systems AS/NZS 4804.2001 occupational health and safety management Occupational safety and health regulations 1996 (WA) Occupational safety and health act 1984 (WA) The OHS policy in BMR shall be updated after every two years in relation to new legislations and industry standards or as otherwise advised by emerging issues in workplace safety and health. The workers and the management can also access all the relevant legislations through web access to various authorities and regulatory bodies in the industry. 2.6 Objectives and improvement plan In its quest to comply with the law and to prevent hazards and risks in the company, BMR has outlined the objectives it hopes to achieve in: Hazard management Emergency preparedness Incident management and injury treatment The company will monitor the progress of these objectives through indicators such as: The number of the meetings held to address health and safety concerns in the company. Work cover claims made by employees within the period of implementation How often and willingly do the employees attend training programs on risk reduction? How effectively the company deals with risks such as fire occurrence by prompt response by evacuation and fire fighting speed. The management should also set a calendar for annual meetings on OH&S in the company to inter alia: Review OHS strategic plan, performance indicators, OHS policy documentation, OHS plan and legal compliance. 3. IMPLEMENTATION 3.1 Documentation BMR has extensively documented its OHSMS to ensure that the relevant information is available to the management, staff and other stakeholders in the company. The documents are consistently reviewed to keep them up to date. The OHS policies, procedures specific objectives roles, and hazard alerts should be clearly communicated through OH&S documentation. Relevant documents can be accessed from the company’s data base or from BMR furniture website. 3.2 Resources Through a careful analysis BMR has identified and allocated adequate resources for the implementation of the OHSMS. The funding is made available for the program through the annual budgeting process of the company and as relevantly appropriate as demands come up unexpectedly. 3.3 Roles, coordination and accountability BMR has taken keen detail to develop the OHSMS system and allocate different roles to each and every individual in the company to ensure maximum coordination of the implementation process and as such ensure that everybody is accountable for their actions. As outlined in appendix 2. 3.4 Training, induction and competency For the employees to be completely aware of the safety aspects in the company they have to be subjected to information through the three programs set by BMR. These are initial induction of the employees as they get employed or during introduction of the OHSMS and regular refresher training for the employees this might also include specialized training for high risk tasks light machine operations. Competence levels should be clearly defined in recruitment and training policies of BMR to ensure only qualified workers are hired. 3.5 Communication and consultation In order to promote awareness and compliance to OHS policies the BMR management deems it important to enhance communication of the policy and the relevant documentation through channels such as: The official BMR website Recorded minutes from OHS meetings Safety handbooks to new employees Operation directions on all machines and the possible hazards if used improperly Training programs BMR will also ensure it consults with all the stake holders involved including the employees to ensure smooth implementation of the OHSMS in the company. The consultations shall also be extended to cover direct engagement with health and safety officers from all relevant regulatory bodies. 3.6 Emergency preparedness and response Emergency plans to respond to any occurrence of a hazard in BMR are in place. They are reviewed regularly as required by the management to ensure the most appropriate response to accidents and incidents in the company. In line with this are injuries management procedures from first aid to the actual rehabilitation of injured staff back to work. Relevant policies include; first aid policies, claims management policies and rehabilitation policies. 4. MEASUREMENT AND EVALUATION 4.1 General inspection and monitoring Regular monitoring of the machinery and work stations in the company will be carried out to ensure that the OHS strategies are being adhered to and also to identify areas that should be reviewed as well as new possible hazards. It needs to be scheduled but it is not to be confused with an audit. General inspection and monitoring in BMR will include activities such as: Routine checks of machines and workplaces Workplace Inspections Measurements, observation and specific tests 4.2 Performance measurement Statistics will be taken to analyze the trends in the injuries recorded in the company and cases of filed claims. These together with internal performance audits will give a generalized view of the performance of BMR OHSMS performance. This will be guided by the OHS performance indication policy 4.3 OHS audit BMR will institute an audit program to determine the extent to which the OHSMS has been implemented and if so is it effective enough. The audits will be divided into three programs namely. OHS self audit, internal audits and external audits. 4.4 Incident investigation and reporting It is very important to investigate incidents to establish their causes and report appropriate by following the right channel of reporting (Salvendy, 2012). As outlined in the OHS reporting guide. The records will be maintained by BMR for use in analyzing and registering risks. This can also be used for external reporting as and when it is required by the relevant authorities. Preventative actions will also be taken where possible during these exercises. 5. MANAGEMENT REVIEW AND IMPROVEMENT Continuous review of the OHSMS is very important to identify areas that need improvement. The management of BMR should always be involved in the review process. This process ensures that the company is able to take care of emerging issues in safety and health aspects in the company. It should be a calendar process to ensure it is undertaken on a regular basis, but it can still be held due to changes in regulations or emerging issues in workplace safety and health (Warwick, Gallagher & Bluff, 2001). The company shall during these reviews organize a taskforce to look into the safety issues that need review and review them appropriately. Care shall be taken by BMR management to ensure that the composition of the taskforce is a representation of both internal and external stakeholders in order to get an impartial view of the issues involved as well as to bring in a diversity of expertise. The BMR OHS review taskforce will inter alia review: Key performance indicators OHS strategic plan Risk register Policy documents to align them with new laws OHS objectives and targets Appendix 1: OHS Policy for BMR Furniture Company We as BMR Furniture Company aim to operate in the safest workplace that is injury and harm free to enhance the wellbeing of our employees and continuous improvement for the company as well as the betterment of the community we operate in. to achieve this we have the following objectives Create a workplace free from injuries, diseases and negative health implications Initiate and encourage efforts to create a one of a kind OHSMS performance Totally eliminate or isolate risk factors in our work places that which can cause injuries and health complications What we believe Everybody has a right to work in a safe environment assured of his personal safety and health Everybody is in ensuring their health and safety and also for others All identified risks should be controlled or eliminated altogether Every task in BMR should not compromise on the safety of employees and others Safety and health standards should be continually improved to keep them up to date What can be prevented should be prevented Our strategy to achieve these we will Adequately train our staff Ensure only fit to operate machinery are used Maintain and continuously improve our OHSMS Appendix 2: OHS Roles in BMR Furniture Company Top management Overall responsibility of ensuring safety and healthy conditions in workplace Facilitation of adequate resources for OHSMS Mid-level managers Carry out duties as outlined in OHS policy and procedures Effective implementation of safety and healthy policies Identify, asses and control risks Regularly monitoring risk control measures Ensure that supervisors and all employee have adequate knowledge and skills as demanded by OHS policy Supervisors Carry out duties and responsibilities as required by OHS policy Ensure that the safety and health procedures are implemented in their areas Regularly monitor and maintain risk control measures Ensure workers in their areas are have all safety and health knowledge they need Workers Take care to protect themselves and also avoid endangering the lives of others Report hazards to their immediate supervisors Obey instructions as outlined in their respective sections Use safety equipments as directed while at work Appendix 3: Control Hierarchy in BMR Furniture Company Elimination Substitution Isolation Systems of work Administrative approaches Personal protection References Kanwowski. W, (2005), A handbook of starndards and Guidelines in Ergonomics and Human Factors, Kentucky, USA, Routledge Sang. D, (2002) Textbook of Occupational Medicine Practice, Beijing, World Scientific Hollenback. C, (2007) Industrial hygiene & Safety Auditing: A Manual for Practice, Chicago USA, AIHA Salvendy. G, (2012) A Handbook of Human Factors and Ergonomics, Beijing, John Willey & Sons Publishers AS/NZS 4801: 2001 Occupational Health and Safety Management Systems- Specification with Guidance for Use AS/NZS 4801: 2001 Occupational Health and Safety Management Systems- General Guidelines on Principles, Systems and Supporting Techniques OHSAS 18001: 2007 Occupational Health and Safety Management Systems-Requirements AS/NZS ISO 31000: 2009 Risk Management – Principles and Guidelines Occupational Safety and Health Act 1984 (WA) Occupational Safety and Health Regulations 1996 (WA) Warwick. P, Gallagher. C, Bluff. L, Eds., (2001) Occupational Health & Safety Management Systems: Proceedings of the First Confrence, Crown content [PDF] available retrieved online on 24-Oct-2012 from http://www.ohs.com.au/ohsms-publication.pdf#page=139 Read More