Write a safe work procedure for joint occupational health and safety meeting
Safe Work Procedure for Joint OHS Committee Meetings
Document Number: [SWP-NUMBER]
Revision Date: [DATE]
Next Review Date: [NEXT REVIEW DATE]
Department: [DEPARTMENT NAME]
1. Scope
This safe work procedure (SWP) outlines the steps for conducting effective Joint Occupational Health and Safety (OHS) committee meetings. It ensures compliance with regulatory requirements, promotes a safe environment for all participants, and facilitates constructive dialogue between workers and management. This procedure applies to all employees, supervisors, and management personnel involved in the OHS committee process. It covers meeting preparation, conduct, and follow-up actions. The procedure does not cover specific technical aspects of hazard control, which are addressed in separate SWPs.
2. Definitions
Joint OHS Committee A group of worker and management representatives who work together to identify and address health and safety issues in the workplace. Terms of Reference A document outlining the purpose, structure, and responsibilities of the Joint OHS Committee. Quorum The minimum number of members required to be present for a meeting to be valid.
3. Responsibilities
3.1 Supervisors
- Ensure worker participation in committee activities.
- Support the implementation of committee recommendations.
- Provide necessary resources for the committee to function effectively.
3.2 Workers
- Actively participate in committee meetings and discussions.
- Report safety concerns and provide suggestions for improvement.
- Follow up on assigned action items and report progress.
4. Potential Hazards and Risks
| Hazard | Risk | Control Measures |
|---|---|---|
| Lack of participation from committee members | Ineffective hazard identification and resolution | Encourage active participation through open discussions and clear communication channels. Ensure all members feel comfortable expressing their opinions. |
| Meeting interruptions [1] | Disruptions to meeting flow and reduced productivity | Hold meetings in a quiet, uninterrupted environment. Discourage the use of cell phones and other electronic devices during the meeting. Inform all staff that a meeting is in progress and should not be interrupted unless it is an emergency. |
| Unresolved safety concerns | Potential for incidents, injuries, and illnesses | Establish a clear process for addressing and resolving safety concerns raised during meetings. Assign responsibility for follow-up actions and track progress. |
| Inadequate training of committee members | Lack of knowledge and skills to effectively identify and address hazards | Provide comprehensive training to all committee members on hazard identification, risk assessment, and control measures. Ensure training is updated regularly. |
| Poor communication | Misunderstandings and lack of awareness of safety issues | Use clear and concise language during meetings. Distribute meeting minutes and other relevant information to all employees in a timely manner. |
| Domination by one or few members | Suppression of diverse opinions and incomplete hazard assessment | Facilitate balanced discussions, ensuring all members have an opportunity to speak. Co-chairs should actively manage the discussion to prevent domination. |
| Lack of management support [5] | Failure to implement committee recommendations | Ensure senior management is committed to supporting the committee and implementing its recommendations. The committee should report to a senior manager who can take direct action. |
| Postponed meetings [1] | Lack of interest in safety, a lack of management commitment, and a lack of committee leadership | Meetings should be scheduled well in advance, ideally for a set time of day and day of the week, to promote regular attendance and allow preparation time for committee members. Once the time and date are set, the meeting should not be postponed except for emergency reasons. |
5. Personal Protective Equipment (PPE)
While no specific PPE is required, ensure appropriate attire and footwear are worn to the meeting.
- None: No specific PPE is required for attending OHS committee meetings, however appropriate business attire is expected.
6. Equipment and Tools
All equipment and tools used during committee meetings must be in good working order and properly maintained.
- Meeting Room: A suitable meeting room with adequate seating and table space for all members.
- Presentation Equipment: Projector, screen, whiteboard, or flip chart for presentations and discussions. [1]
- Laptop/Computer: For accessing and presenting documents, reports, and other relevant information.
- Meeting Minutes Template: Standardized template for recording meeting minutes, action items, and decisions.
7. Pre-Job Requirements
7.1 Training and Competency
Training and Competency: All committee members must receive adequate training to perform their duties effectively. Training should include hazard identification, risk assessment, incident investigation, and relevant legislation. New members should receive training as soon as practicable but no more than 6 months after becoming a member. [6]
7.2 Pre-Job Briefing
Pre-Job Briefing: Before each meeting, the co-chairs should conduct a pre-job briefing to review the agenda, identify any potential safety concerns, and ensure all members are prepared to participate effectively.
7.3 Work Area Preparation
Work Area Preparation: Ensure the meeting room is clean, organized, and free from hazards. Check that all necessary equipment and materials are available and in good working order.
8. Safe Work Procedure Steps
- 1. Meeting Preparation: The co-chairs, or designated members, prepare the agenda in advance, including new items of business. The agenda should be distributed to all members well before each meeting to allow for adequate preparation. Consider incident experience, inspection reports, or events such as the introduction of new equipment or procedures when creating the agenda. [4] [4] [4]
- 2. Start Meeting on Time: Begin the meeting promptly at the scheduled time. Late starts indicate a lack of interest or commitment by members. [1]
- 3. Roll Call and Introductions: Take roll call to record attendance. Introduce any visitors or new members.
- 4. Review and Approve Minutes: Review and approve the minutes from the previous meeting. Address any business arising from the minutes, including progress reports on outstanding items. [4]
- Ensure minutes accurately reflect discussions and decisions.
- Note any corrections or amendments.
- 5. Review Reports: Review reports on inspections, incidents, statistics, and other relevant information. [4]
- 6. Discuss New Business: Discuss new health and safety issues and concerns raised by members. Encourage open and constructive dialogue. [4]
- Ensure all members have an opportunity to speak.
- Address each item on the agenda in a systematic manner.
- 7. Make Recommendations: Develop specific recommendations for action to address identified hazards and concerns. Ensure recommendations are practical, feasible, and meet all legislative requirements. Specify a time frame for the recommendation and the individual(s) or group responsible for taking further action. [2] [2] [2]
- 8. Decision Making: Reach decisions by consensus whenever possible. Avoid formal voting, which can create division. Compromise solutions in the form of more than one recommendation, setting priorities, or involving interim measures may help resolve a seemingly difficult situation. [3] [3]
- 9. Record Minutes: Record comprehensive minutes of the meeting, including all items discussed, recommendations made, and action items assigned. The minutes should be brief and highlight all recommendations and decisions. A designated committee member needs to be assigned to record the minutes for each meeting. Co-chairs should confirm that the minutes accurately reflect what was discussed. [2]
- 10. Distribute Minutes: Distribute the minutes to all committee members and management in a timely manner. Post the minutes in a prominent place for all workers to read. [2]
- 11. Schedule Next Meeting: Determine the time, date, and place of the next meeting. Schedule meetings well in advance, ideally for a set time of day and day of the week, to promote regular attendance. [1]
- 12. Adjournment: Close the meeting at the scheduled time. Ensure all matters are covered adequately. [1]
9. Precautions and Safety Measures
- Ensure all committee members are aware of their roles and responsibilities.
- Provide adequate training to committee members on relevant health and safety topics.
- Establish clear terms of reference for the committee. [7]
- Maintain open communication between the committee and all employees.
- Regularly evaluate the effectiveness of the committee.
10. Emergency Procedures
10.1 General Emergency Response
In the event of an emergency during a committee meeting (e.g., fire, medical emergency), follow established emergency procedures for the workplace. Evacuate the meeting room and proceed to the designated assembly point. Report the emergency to the appropriate authorities.
10.2 Specific Emergency Scenarios
- Fire: Activate the fire alarm. Evacuate the building using designated escape routes. Proceed to the designated assembly point. Do not re-enter the building until authorized by emergency personnel.
- Medical Emergency: Call for first aid or medical assistance. Provide necessary first aid until help arrives. Ensure the area is safe for responders.
11. Incident Reporting and Investigation
Any incidents, near misses, or safety concerns identified during committee meetings must be reported to the appropriate personnel for investigation and corrective action. Follow the established incident reporting procedures for the workplace.
The committee may participate in incident investigations as appropriate. Follow the established incident investigation procedures for the workplace. Identify root causes and recommend corrective actions to prevent recurrence.
Approved by: [NAME AND POSITION]
Date: [APPROVAL DATE]
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