BSBWHS304. Participate effectively in WHS communication and consultation process. Learner Guide

Transcription

1 BSBWHS304 Participate effectively in WHS communication and consultation process Learner Guide

2 Copyright, 2015 by North Coast Date last saved: 29 September 2015 by Sharon Lehman Version: 1.1 # of Pages = 11 Resource Development Team Instructional and graphic design Copyright of this material is reserved to the Crown in the right of the State of New South Wales. Reproduction or transmittal in whole, or in part, other than in accordance with the provisions of the Copyright Act, is prohibited without written authority of North Coast. Disclaimer: In compiling the information contained within, and accessed through, this document ("Information") DET has used its best endeavours to ensure that the Information is correct and current at the time of publication but takes no responsibility for any error, omission or defect therein. To the extent permitted by law, DET and its employees, agents and consultants exclude all liability for any loss or damage (including indirect, special or consequential loss or damage) arising from the use of, or reliance on, the Information whether or not caused by any negligent act or omission. If any law prohibits the exclusion of such liability, DET limits its liability to the extent permitted by law, to the re-supply of the Information. Third party sites/links disclaimer: This document may contain website contains links to third party sites. DET is not responsible for the condition or the content of those sites as they are not under DET's control. The link(s) are provided solely for your convenience and do not indicate, expressly or impliedly, any endorsement of the site(s) or the products or services provided there. You access those sites and use their products and services solely at your own risk.

3 Contents Icon Legends...i Topic 3 Obtaining and communicating information about WHS issues... 1 Identifying sources of WHS information... 2 Utilising tools and techniques to obtain WHS information... 3 Communicating issues to others... 5

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5 Icon Legends Learning Activities Learning activities are the tasks and exercises that assist you in gaining a clear understanding of the content in this workbook. It is important for you to undertake these activities, as they will enhance your learning. Activities can be used to prepare you for assessments. Refer to the assessments before you commence so that you are aware which activities will assist you in completing your assessments. Case Studies Case studies help you to develop advanced analytical and problem-solving skills; they allow you to explore possible options and/or solutions to complex issues and situations and to subsequently apply this knowledge and these newly acquired skills to your workplace and life. Readings (Required and suggested) The required reading is referred to throughout this Learner Guide. You will need the required text for readings and activities. The suggested reading is quoted in the Learner Guide, however you do not need a copy of this text to complete the learning. The suggested reading provides supplementary information that may assist you in completing the unit. Reference A reference will refer you to a piece of information that will assist you with understanding the information in the Learner Guide or required text. References may be in the required text, another textbook on the internet. Self-check A self-check is an activity that allows you to assess your own learning progress. It is an opportunity to determine the levels of your learning and to identify areas for improvement. Work Flow Shows a logical series of processes for completing tasks. i P age BSBWHS304_TOPIC 3_V1.1

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7 Topic 3 Obtaining and communicating information about WHS issues To be able to effectively contribute in WHS communications and consultative processes you will first need to be able gather relevant information. You, and other members of the WHS Committee, will need to implement systems to ensure that the opinions of all stakeholders are captured. In conjunction, you will need to meet of other WHS staff to plan the best course of action, based on the information gathered. Finally, you will need to ensure all committee members are made aware of any decisions or changes in WHS that will potentially have an effect on the organisation. 1 P age BSBWHS304_TOPIC 3_V1.1

8 Identifying sources of WHS information Sources of WHS information and data may include: > audit results, for example > workplace audit inspections to see if previous WHS committee decisions have been carried out > risk analysis outcomes which indicate the likelihood and impact of any known risk within the organisation > employer groups - available through the Internet > first aid records - valuable historical data > hazard, incident and investigation reports valuable historical data > industry bodies e.g. Australian Computer Society > legislation, standards, manufacturers' manuals and specifications available at the workplace > minutes of meetings from incident investigations which allow us to consider how the same circumstances be avoided in the future > Safety Data Sheets (SDS) and registers > The organisation should keep a register of all hazardous substances used at the workplace. Any associated SDSs should be linked/attached. > WHS professional bodies > WHS specialists available through the Internet > other manufacturers' manuals and specifications > Sometimes you can use generic information (for e.g. about safely moving a printer ) from a manufacturer that you not using. > regulatory authorities (for codes of practice, legislation) > reports covering a specific topic in a great deal of detail > standards from Australia or overseas > unions e.g. the Australian Services Union, looking after employee safety issues > websites, journals and newsletters general reference material > workplace inspections to observe the employee s work processes and environment. 2 P age BSBWHS304_Topic 3_V1.1

9 Utilising tools and techniques to obtain WHS information There are many tools and techniques that allow you to keep up-to-date with regard to WHS information, some examples include: > body mapping looking at which parts of the body are likely to be effected by which injuries or stresses. Click here to download an example of a body map. > employee concerns identified through a hazard reporting system which may > use verbal, paper-based or online techniques > allow the staff member to remain anonymous or identified > examination of relevant information and data analysis > formal or informal meetings which may occur after an incident > hazard identification checklists to allow for dangerous situations to be quickly and clearly identified > interviews with workers one-on-one conversations > job and systems analysis examining how information and products flow into, through and out of the organisation > safety data sheets (SDSs) very specific product information > plant and equipment maintenance records to ascertain if the correct service activities were undertaken within the recommended timeframe > reviews of: > investigation reports > WHS records > registers of hazardous substances and dangerous goods > reported hazards and incidents > surveys and suggestion boxes to gather employee input and feedback > workplace processes such as 'walk through' surveys and inspections 3 P age BSBWHS304_TOPIC 3_V1.1

10 Gathering information Information-gathering systems and procedures can help you contribute in creating a WHS management environment. You would need to communicate with as many staff across the organisation as possible to collect their input. Methods of information collection and reporting include > surveys - which can be sent instantly to all staff or perhaps a specific group that are thought to have an WHS issue (by for example) > checklists - for example, a WHS Workplace Assessment Checklist > audits- which may include > Compliance auditing - ensuring the organisation meets all legislative requirements. > Hazard specific audits - auditing for specific hazards in the workplace, checking control methods and ensuring that previous decisions of the WHS Committee have been carried out. > Management system audit - examining organisational structures, planning activities, responsibilities. > inspections of employees carrying out their normal working duties > interviews with individual staff members including management > record keeping for example incident and hazard recording so that recurring situations of a dangerous nature are able to be identified Planning and consultation systems include > The WHS committee generally through regular meetings (at least every 3 months). > Meetings with health and safety representatives within a particular part of the organisation, for example. Written communication systems include the use of > intranet used to store, policies, procedures, forms, etc. > s instant mass-mailout > memos more formal announcement > reports detailed analysis of a particular topic > newsletters regular information dissemination. These mail be hard copy, but more likely electronic. 4 P age BSBWHS304_Topic 3_V1.1

11 READINGS SUGGESTED 1 See also the types of things that are audited for by large organisations in the University of Wollongong s Workplace Health and Safety Auditing Guidelines. This is an audit tool for self-insurers, large organisations that do not have insurance for their workers as they have agreed to fund any workers compensation claims internally. Communicating issues to others Within the WHS team for an organisation there will be periods of intense communication and then other times when it is relatively quiet. Communications will not always be without tension or disagreement as individual staff will have their own interests. It is important that discussions always remain, professional, logical and non-personal. Communication methods may include: > audit and inspection records to check compliance > s, memos and other agreed forms of communication > group and individual meetings to allow two-way communications > presentations, in-person or online to raise awareness and explain decisions and the implications > risk registers to identify trends and previous spikes in vulnerability > using interpreters and translators to ensure that all staff can understand the message In the lead up to a scheduled meeting you, and all other meeting attendees, will probably be sent a reminder with a list of known agenda items by the meeting organiser as well as an invitation to nominate your own items for this meeting. 5 P age BSBWHS304_TOPIC 3_V1.1