As you know, a safety program is a set of workplace policies, procedures, and practices based on specific work tasks, tools, materials, equipment, etc., to prevent/reduce the risk of injuries, illnesses, and fatalities. Also, a safety program is not written in stone but is a dynamic and evolving process that requires regular review and improvement. In other words, it needs to be updated from time to time. So, how do you know when to review your safety program and update it?
Outside of the regulatory requirement to review your safety program (at least aspects of it) annually, many factors can indicate if your safety program needs to be updated, such as:
- Changes in laws, regulations, standards, or industry best practices
- Changes in the nature, scope, or scale of your work activities, processes, or equipment
- Changes in the workforce, such as new hires, turnover, or training needs
- Changes in the work environment, such as new hazards, risks, or exposures
- Changes in the performance, outcomes, or feedback of your safety program, such as incident rates, audits, inspections, or surveys
To determine if your safety program needs to be updated, you should conduct a comprehensive and systematic assessment of your current safety program using various sources of data and information, such as:
- Safety policies, procedures, and manuals
- Safety training records and materials
- Safety committee minutes and reports
- Safety inspection and audit reports
- Incident and accident reports and investigations
- Workers' compensation claims and costs
- Employee surveys and feedback
- Benchmarking and comparison with similar organizations or industry averages
The assessment should cover all aspects of your safety program, such as:
- Leadership and management commitment and support
- Employee involvement and participation
- Hazard identification and assessment
- Hazard prevention and control
- Emergency preparedness and response
- Education and training
- Communication and information
- Evaluation and improvement
The assessment should identify the strengths and weaknesses of your safety program and the gaps and opportunities for improvement. Based on the assessment, prioritize the areas that need to be updated and develop an action plan to implement the necessary changes. The action plan should include:
- Specific and measurable goals and objectives
- Roles and responsibilities of the involved parties
- Resources and budget required
- Timeline and milestones
- Methods and tools for monitoring and evaluation
Communicate the action plan, share it with all relevant stakeholders, and execute it promptly and effectively. The results and outcomes of the action plan should be measured and evaluated, and you should use the feedback and lessons learned to improve your safety program further.
Examples from an Industrial and Construction Setting
To illustrate how to determine if your safety program needs to be updated, here are some examples from an industrial and construction setting:
- An industrial plant producing chemicals has recently installed new equipment and processes that handle and store hazardous substances. The plant needs to update its safety program to comply with the new regulations and standards for hazardous materials and address the new risks and exposures for the workers and the environment. The plant should conduct a hazard analysis and risk assessment to update its policies and procedures regarding the safe handling, storage, and disposal of hazardous materials. The plant should also provide adequate training and personal protective equipment for the workers and install appropriate engineering controls and emergency systems for the equipment and processes.
- A construction company that builds residential and commercial buildings has experienced a high turnover of workers in the past year due to the competitive labor market and the seasonal nature of the work. The company needs to update its safety program to ensure that the new workers are properly oriented and trained on the safety rules and requirements and to maintain awareness among the existing workers. The company should conduct a training needs analysis and update its training program and materials to cover the essential topics and skills for the workers. The company might also implement a mentoring and coaching system where experienced workers can guide and support the new workers on the job.
- A manufacturing facility that produces metal parts has received several complaints and suggestions from the employees regarding the safety conditions and practices in the workplace. The facility must update its safety program to improve employee engagement and satisfaction and prevent potential incidents and injuries. The facility should conduct an employee survey and feedback session and update its safety committee and communication system to involve and inform the employees on safety issues and initiatives. The facility should also implement a recognition and reward system where employees can be acknowledged and appreciated for their safety contributions and achievements.
A strong, up-to-date safety program is essential for employees' well-being and success. It is a regulatory requirement and a moral obligation to ensure workers return home safe and healthy. By regularly assessing and updating your safety program, you can adapt to changes, mitigate risks, and foster a culture of safety that values the health and safety of every individual.
As we have seen from the examples in industrial and construction settings, updating a safety program can significantly improve working conditions and employee morale. It is a continuous process that requires commitment, communication, and collaboration from all levels of the organization.
Don't wait for an incident to occur before you act. Proactively update your safety program and prioritize safety in your organization today. Your employees and their families will appreciate the effort.
Take action by reviewing your current safety program and identifying areas needing improvement. Engage with your employees, gather their feedback, and work together to create a safer workplace. Remember, safety is everyone's responsibility, and by working together, we can integrate safety into existing business processes for a more productive work environment.
What has been your experience with updating safety programs? Join the conversation at The SafetyPro Podcast community site today and share your tips!
Blaine J. Hoffmann has been in the occupational safety & health industry for over 28 years and is the author of "Rethinking SAFETY Culture," available now. Blaine is the producer and host of The SafetyPro Podcast and founded the SafetyPro Podcast community site.