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An Integrated Approach
Health & Safety, Employment & Personnel Procedures
and where applicable to an organisation, Quality Assurance
(QA) and Investors In People (IIP) all have many common links
with one another. For instance, QA and H & S both focus on
encouraging employees to take personal responsibility (ownership)
for their work actions and both have a philosophy of continuous
improvement. All four systems have training and communication
in common but each has a slightly different emphasis. QA and
IIP are of course optional, although in some cases, QA (ISO 9000
- 2000) may be an essential customer requirement, whilst H &
S and Employment matters have significant legal implications
from the moment a person is employed and steps onto your premises.
The very first time a new employee should be introduced to
these 'systems of work' is right at the very beginning when a
job offer or 'Contract of Employment' is made but great care
should be taken over just what is meant by this and just what
it should contain. A contract in itself is not a legal requirement
because it is essentially an agreement between two parties. It
is legal of course, once formed.
However, the absolute legal requirement is the 'Terms &
Conditions' that must be in written form and contain certain
essential elements. Many SME's fail to include these, or fail
to include some or all of the legally required elements. Quite
apart from breaking the law, there is a risk of later repercussions,
especially where disputes are involved.
It is at this point that it is strongly advisable to add
other key elements that are not necessarily legally required
to be added, but that may have legal ramifications if you don't!
This is the very starting point, for instance, to integrate the
above systems of work and represents the ideal opportunity to
introduce, amongst other things, the Company Health &
Safety Policy and Smoking Policy and include references
to the existence (where applicable) to an Induction Programme
(see below) and to state your expectations of the new employee
to meet QA requirements (Quality Policy can also be included)
and IIP requirements (perhaps with a small booklet or explanatory
sheet).
There are many companies that include job descriptions or
'role profiles', especially when IIP is a fundamental part of
their work systems, that further define the expectations of the
employer. If considered carefully, these can be extremely useful
documents for all parties concerned.
The Induction Programme is perhaps one of the most
powerful tools for introducing health & safety that is so
frequently overlooked. When combined correctly with a
training record (that should be initiated on the very
first day of employment) represents a rock-solid foundation for
meeting the legal requirements for health & safety as well
as fulfilling QA, IIP and Personnel requirements. It is also
an essential ingredient of the Induction Programme to both ask
for and obtain copies of any training course certificates, or
relevant details, from previous employment(s).
Induction Programmes need not be long, drawn-out affairs as
these can frequently 'dwindle away' and never be fully completed.
They should ideally be no more than two days for a SME (and often
less) and several (trained!) members of staff should be able
to carry them out to ensure that any new starter is not 'plunged
into the deep end'.
Induction Programmes should, however, be able to rapidly identify
any important areas of training, particularly in matters
of health & safety, that need immediate attention. This may
include, where applicable, training for the use of specific personal
protective equipment, manual handling techniques, fire procedures,
handling chemicals or flammables etc etc. Remember, you the employer
are always responsible with immediate effect.
None of the above systems are particularly costly or time
consuming and can be readily set up to meet the individual requirements
of any business. If you would like such a system to be set up
for your company, or to explore the possibilities further, contact
me (Bob Angel) directly either by email or from my details
page.
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