ICW Group STEP Up to Safety Manager's Workbook



For (Your Company Name)By (Your Name)(Date)ForewordAs an employer, safety manager, or someone involved in overseeing the safety of employees at your company, you’re responsible for providing a safe and healthy workplace for your employees. One of the most critical aspects of growing the safety culture at your company is to have a documented plan that describes your approach and procedures. This workbook helps you achieve this goal!Building Your S.T.E.P. UP to SAFETY Manager’s Workbook There are 5 STEPS in ICW Group’s “S.T.E.P. UP to a Safer Workplace Certificate Series” – each one you attend helps you build your workbook! As you continue through the monthly webinars, you’ll be provided with another section of your workbook. You’ll also learn the vital information needed to complete the pages.Once completed, your STEP UP to Safety manager’s workbook will help you succeed in assuring the safety and health of employees by setting and enforcing standards; coaching and mentoring; defining training, outreach and education; establishing helpful partnerships; and encouraging continual improvement in your workplace environment.Make this Document Your OwnThis workbook is yours to edit and modify as needed. It should not be interpreted as a finished document, instead as a dynamic plan that you’ll build and customize to fit your own company’s safety needs. We hope the presentations, information and materials provided will help STEP UP your safety programs!STEP 1 – STEP UP to Safety Management TOC \o "1-1" \h \z \u Introduction PAGEREF _Toc520480755 \h 4The Costs of Workplace Injuries PAGEREF _Toc520480756 \h 4Safety Culture Vision PAGEREF _Toc520480757 \h 5Management Leadership PAGEREF _Toc520480758 \h 7Risk Reduction and Impact on Ex-Mod PAGEREF _Toc520480759 \h 14The “Ex-Mod” Factor PAGEREF _Toc520480760 \h 16What Drives Safety at Your Company? PAGEREF _Toc520480761 \h 17IntroductionThe purpose of the STEP UP to Safety manager’s workbook is to outline a safety strategy and process and identify resulting programs needed to implement a safety culture for: [Your Company Name]This includes infusing employee safety into corporate business and strategic goals. The intent is for our employees to experience fewer days off work due to injury, improve morale throughout the company, become more productive, and for our company to grow profitably. All while providing a safer, trusting environment for our employees. This workbook will also help our company meet OSHA requirements by guiding us in identifying hazards, grooming safety programs, documenting and planning for safety improvements, and taking corrective actions. The Costs of Workplace InjuriesThe costs of workplace injuries and illnesses have a significant impact on the bottom line. OSHA estimates that employers pay almost $1 billion per week for direct workers' compensation costs alone.Medical costs alone could add up to hundreds of thousands of dollars for an organization.Safely Home, Everyone, Every DayWhen safety is embedded in a company’s culture, it has a significant impact on accident reduction and sustainable performance. When you can say that safety comes first, and you’re working to get “everyone home safely, every day,” it makes a positive statement to your employees - they are important to you, and you care about their health and well-being.Safety Culture VisionThe first step in building a foundation for a safety culture is creating a shared vision. A well-crafted vision will make a substantial impact on how our culture views safety. A clear, shared vision helps an organization march in a unified direction, ensures consistency, helps guide everyone to enact best safety practices and reminds all to care about each other.Why is a Safety Vision Important?It articulates your safety goals and values and helps to build the foundation for your safety culture.The vision drives safety at your company, uniting workers and managers, becoming an integral part of everyone’s job.The vision provides you direction for your safety management mits everyone to safety and can eliminate barriers to fostering your safety culture.Examples of Safety Visions: Our vision is to get everyone home safely, every day. Our employees are our most important asset – all of us are concerned about everyone’s safety and well-being. We believe by fixing the small things and by focusing on the details, we can help prevent major accidents and achieve our vision. What is YOUR Safety Vision?It all starts here. Describe your vision. References: Management LeadershipThe Roadmap to Success Management leadership is foundational and the core element of a safety program’s success. Ideally, company’s leaders promote safe behaviors and a safe environment in the workplace.Seven Tips to Promote Safe Behavior5296886148371Involve employees in the identification and correction of hazardsHave employees participate in the development of job hazard analyses (JHAs), which should include critical behaviors and hazards. Our initial employees to involve include:52997101689100Audit operations periodically Audit operation to assure compliance with OSHA regulations and industry standards like ANSI. Perform detailed walk-through surveys of work areas and your entire workplace (if possible). We should perform audits at least (indicate how often):529734288221Conduct safety observations & encourage safe behaviorsThis can include supervisory or peer-to-peer safety observations after employees received training on how to perform them. Our initial plan to conduct safety observations:529717039370Give recognition to employeesReinforce proper safety behaviors by giving recognition to employees who perform tasks safely. Some ideas include:5297170374015Ensure proper training to build awareness of critical behaviors for each taskTraining should be conducted immediately following any significant modifications to any job task. Perform refresher training at employee meetings to assure all employees receive the same training. We’ll provide refresher training (describe how often):5297170175895Make sure appropriate operation controls are in place Periodic inspection and maintenance are critical to a safe work environment. Our top items that are high priorities to inspect, include: 529717069215Investigate every incident and near miss.Investigate for root causes, communicate the findings and correct any deficiencies. If any safety procedure is difficult to follow, modify the task so that employees are not tempted to break the rules and work unsafely. How we will ensure our procedures are easy to follow and comply with? Describe below.36823654953000Reference: 7 Tips to Promote Safe Behavior Poster: Recommended Practices for Safety & Health Programs: Six Questions for SupervisorsCan you answer each?Do I know our safety vision?Have I assessed the workplace?Have I planned work so it can be done safely?Am I informing workers about hazards?Can I explain safety guidelines to workers?Am I ensuring workers follow safety processes?Safety CoachingA company’s long-term safety success depends on safety coaches: leaders and workers developing partnerships and having two-way coaching conversations. As a manager or supervisor, one of your most important roles is to coach! There is no better way to address vital workplace safety issues and expectations, than to have an encouraging and mentoring conversation.Tips for coachingProvide regular feedback.Don’t wait for formal reviews to talk to employees about safety performance or their productivity. Schedule a regular time to meet with each employee, typically between once a week and once a month. Address unsafe behaviors and poor work performance when you see it. Failure to address unsafe or unproductive behaviors perpetuates performance problems and forces other employees to accept or compensate for poor performing team members. Tell employees who are working in an unsafe manner or those who are not meeting expectations that they are falling short of the requirements of the job. Remind employees of the specific consequences that will arise if there is not improvement in their performance.Differentiate employees.Remember not all employees have the same knowledge, skill or ability or performance level. Provide specific guidance and coaching based on each individual’s performance. Recognize that anyone not working safely can create risk for others!Recognize safety performers.Give positive feedback for safe work performance. Recognize talented employees that may encourage others to improve their performance, and make employees working safely feel appreciated for their efforts. Feedback can elevate your workforce to new levels of safety performance and productivity and at the same time, help retain your best staff members.Other Coaching and Mentoring Plans:Risk Reduction and Impact on Ex-ModRisk FrameworkThe ICW Group Risk Framework outlines:Frequency – The number of times workers are exposed to a certain hazard.Likelihood – How likely the hazard may result in a worker being injured.Severity – The actual consequence of that injury – how “bad” it can be.What is “Acceptable Risk”?Knowing the answer to this question can help you target your safety program and transform your organization’s safety initiatives. An “acceptable level of risk” describes how much loss, or injury, your organization will tolerate. Of course, the highest standard is, “No injury is the only acceptable outcome.” However, you need to plan for and manage what is probable: an expected rate of loss. Indirect Costs Accounted in Risk CostsWhen calculating risk, indirect costs shouldn’t be ignored. These can be very hard to calculate but may make the largest overall financial impact. In fact, direct costs are just the very tip of the total cost iceberg – indirect costs can be more than 20 times more.Indirect costs include more than the lost time of the injured employee. Additional costs include lost production, litigation, Ex-Mod impact on premium calculations, lost wages, poor morale, OSHA fines, administration time spent, re-hiring, re-training and adjusted overtime pay!How indirect costs might impact your bottom line:The “Ex-Mod” Factor“Ex-Mod” stands for Experience Modification and is a statistic used to compare your company’s loss history to the average for your industry. Knowing your Ex-Mod and the impact this has on your premium payments is vital when trying to control workers’ compensation costs. Ultimately, by reducing workplace injuries, you can lower your Ex-Mod and earn a discount on your workers’ compensation insurance. Ex-Mod is calculated by examining your losses over the previous 4 years (policy years). Of these, the most recent year is dropped and the remaining 3 years are averaged for your calculation. Using the illustration above, your 2018 Ex-Mod would be calculated by viewing your loss history and payroll for 2014, 2015, and 2016 policy years, eliminating 2017.Your Ex-Mod can either increase OR decrease your workers’ compensation insurance costs. This is because insurance carriers multiply your base premium by your Ex-Mod. As a result, if your Ex-Mod is more than 100%, your costs will be higher than average. If your Ex-Mod is less than 100%, you’ll receive a discount on your insurance costs.Here’s a quick Ex-Mod ExampleIf your base premium is $100,000, and:Your Ex-Mod is 75%, you would pay $75,000Your Ex-Mod is 125%, you would pay $125,000The goal is to lower your Ex-Mod for long-term premium savings!Since the impact to improved safety programs that result in lower losses aren’t included in your Ex-Mod calculations for 2 policy years, this is thought of as a long-term strategy. However, all of your safety improvements are for the long-term and worth their “weight” in gold, even if you need to “wait” a few years to reap in the savings!Your Ex-Mod NumberOur current Ex-Mod: Date effective:Our Ex-Mod goal: What Drives Safety at Your Company?Companies that drive safety through a culture of caring about each other’s health and wellness reap the benefits of low Ex-Mods and lower work comp insurance premiums. Those that don’t pay close attention to safety, barely meeting government compliance, or only paying attention to safety when forced by management, tend to have much higher Ex-Mods and overall costs.What currently drives safety at our company:What we can do to improve our outlook:Congratulations! 3325495889000-14686477636500You’ve completed STEP 1 of the S.T.E.P. UP Certificate Series. Watch for STEP 2 coming next month. Complete all 5 STEPS for your Certificate! ................
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