Contributing to safe work practices

As mentioned previously, when a hazard posing an immediate risk is identified, it should be reported immediately to a manager, health and safety representative, or any other designated personnel in your organisation’s procedures. However, it is also important to be vigilant about monitoring for potential issues that may become a hazard in the future, and raise such concerns in an appropriate manner. Every organisation will have specific procedures about how staff should raise WHS-related concerns. If you are unsure of your organisation’s processes, you should consult your organisation’s policies and procedures manual or ask your supervisor about appropriate steps to take.

WHS is the responsibility of all workers.

Work health and safety is everyone’s responsibility. If you notice a situation that may have the potential to develop into a hazard, you should be proactive about reporting your concern. For example, a worker may be concerned about how a work practice is undertaken or a specific equipment (e.g., a chair that seems to be worn-out). Reporting WHS concerns is a major step in preventing accident and injury in the workplace. A typical way of reporting concerns is through staff or team meetings where WHS issues are regular agenda items. Once a concern is raised, it is usually noted as an action item in the minutes with the agreed follow up action, and an estimated timeframe for the action. This ensures that at the next meeting the concern will be raised and any follow up action taken will be reported. It will also highlight if the person(s) responsible still need to action the item. Workers’ meetings should always include an agenda item for highlighting various aspects of WHS, and workers should be encouraged to highlight their concerns or ask for further training.

The case study below provides an example of a worker raising a WHS issue during a workplace meeting.

This case study highlights how Danielle followed her organisation’s procedures in raising WHS concerns. This method creates a trail of accountability to ensure WHS concerns are actioned. It also provides a way for staff to keep a track of all the concerns raised and the action taken as a result of the concern. Furthermore, this method can highlight when action is not occurring. When a WHS audit or review is undertaken, minutes of workers’ meetings are often used to substantiate what action the organisation takes.

Workers are also encouraged to provide WHS feedback during the organisation’s scheduled WHS inspections and consultative activities. As discussed in the previous section of the Study Guide, the management of organisations will conduct regular consultation and WHS inspections in which they gather staff feedback on WHS policies, procedures, and processes. Organisational management will use worker feedback when assessing the suitability of processes and when assessing WHS risks, therefore, it is important for workers to participate in these activities and report any concerns. Some organisations will train their workers on how to participate in relevant WHS processes. For example, it is vital that regular WHS inspections are conducted on workplaces. Some organisations require workers to take turns using a hazard checklist to check for potential hazards. Also, where transportation of clients is part of your role, there may be a requirement to complete a monthly vehicle inspection checklist. This checklist may involve checking that the car’s oil levels are adequate, that there are no cracks in the windscreen, and that there are no warning lights not illuminated on the car’s display, etc. It is important that you actively contribute to these safety activities to help promote WHS.

There are a number of consultative and training arrangements you should engage in to help contribute to safe work practices in the workplace. The extract on the following page outlines some suggestions.

• Sign up to receive newsletters which feature work health and safety news, information and updates.
• Submit any concerns you may have regarding work safety into a ‘suggestions’ box.
• Actively participate in workplace safety meetings and provide your own feedback and concerns.
• Attend short ‘toolbox’ talks where management explains the work they do and how to do it in the safest way possible.
• Request to speak with a Health and Safety Representative (HSR) and explain your health and safety concerns
• Attend and provide feedback in a health and safety committee.

Each organisation will have its own WHS consultation processes – you should check what these are within your own workplaces. Organisational management often communicates about how a worker can contribute to WHS processes through emails, fliers, meetings, and alerts about inspections and audits.

It is also important for staff to raise WHS concerns in a respectful manner towards other staff if they see someone acting in an unsafe manner. Often WHS issues can be a source of heightened emotion for staff. For example, if a worker observes a work colleague performing their work in an unsafe manner it can be challenging to know the best approach to take in raising the issue. Workers should be guided by their organisation’s policies and guidelines in raising their concerns and may wish to discuss the process of raising their concerns with their supervisor. Typically, if an employee notices that a fellow worker is performing tasks incorrectly or unsafely, it is their responsibility to assist the colleague by showing them the correct procedure and encouraging them in its use or to inform a supervisor for them to plan specific training strategies for the worker. Not doing this can create a potential for a workplace hazard and unsafe work environment.

Each organisation will have their own policies and procedures regarding training, reviews, and assessments. Workers in more senior roles need to be aware of their responsibilities regarding assisting less experienced staff members. Training new staff members may involve:

• Going through an induction checklist with the new worker
• Ensuring that the new worker has access to and has read the policies and procedures manual
• Ensuring operation manuals are read
• Training on equipment use and security procedures
• Observing them while they carry out their work procedures.

These procedures may include:

• Standard operating procedures (e.g., procedure for secure access to the building)
• Batch specifications (e.g., use by date if offering food or drink to clients)
• Operator or manufacturer manuals (e.g., procedure for using specific equipment)
  • Procedures for selecting, fitting, using, and maintaining personal protective equipment (e.g., protective gloves, masks, alarms, etc.)

Many new workers will require training prior to performing certain work duties and may require on-the-job supervision after the training period. Even workers who have been signed off as competent may not perform all work duties in an adequate and safe manner. For example, a staff member may increase their susceptibility to injury or illness if they do not remember a specific step of performing a task safely, or they may be fatigued, unwell, or rushing.

The following case study provides an example of a supervisor providing WHS support to a team member.

In the case study, Mary noticed that Beth was not using proper WHS procedures for lifting. In this case, as her supervisor, it was her job to address this issue. In other situations, if Mary had simply been a colleague, she might have chosen to discuss the issue directly or to report the issue to their mutual supervisor.

Even if you are not responsible for training in your organisation, you may still be able to provide guidance to staff that are less experienced or new to a role. This may involve providing explanation on the implementation of work and organisational procedures, providing feedback and encouragement, and assisting with problem solving. Of course, the best approach is to lead by example and ensure that your own practices reflect WHS standards.

Sharing WHS information with work colleagues

It is important for workers to share information with each other on WHS practices and procedures. When there is a new member to the work team, they may not be aware of their role and responsibilities in regard to reporting hazards, so it is vital that information on safe work practices and policies are regularly shared among team members. Not sharing relevant information could potentially result in an increase in the likelihood of a hazard occurring in the workplace. Examples of the types of information you can share with work colleagues include details of:

• Hazards, incidents, and investigation reports
• Workplace inspection reports
• Incident investigation reports
• Minutes of meetings
• Job Safety Analyses (JSAs – a safety management tool that is used to ensure that the risk of each step of a hazard reducing process is reduced to as low as reasonable practicable) and risk assessments
• Safety Data Sheets (SDSs – information sheets produced by a manufacturer of a product that contains details about the product) and registers
• Employees handbooks 
• Manufacturers’ manuals and specifications
• Information from Health and Safety representatives
• Reports from Health and Safety committees
• Information from external sources on hazards and risks relevant to the work group

Workers who have attended WHS training courses and workshops should also be encouraged to share what the training was about, what they learned, and if there was anything in the training that could be incorporated into daily work practice. Handouts from the training can also be shared at this time. It can be very easy for workers to incorporate safety into the culture of the workplace.

Supporting Colleagues to Record Incidents

Workers should also make sure to assist their colleagues to report and record incidents. In particular, senior workers have a duty of care towards their colleagues to support them through the process of reporting incidents in line with any WHS legislative requirements the employer may have. This support may involve helping the worker to fill out correct forms in the appropriate timeframes, and ensure the forms go to the correct departments and personnel. Senior workers should also ensure that all workers know how to complete required WHS documentation, such as job checklists, schedules, and workplace inspection checklists.

Senior workers can help other workers to complete appropriate report forms and additional WHS documentation by:

• Supplying the relevant forms and making themselves available for the worker to ask questions or clarify any information not understood
• Explaining the process of submitting forms
• Explaining any medical requirements, such as the need for a doctor’s certificate or clearance form
• Explaining how any invoices associated with an injury are produced
• Explaining any follow up procedures
• Providing contact information of any relevant staff members, such as the Health and Safety representatives
• Providing information in another language if necessary or contacting interpreters

It will be your responsibility to uphold the WHS policies and procedures of your workplace. This involves the already discussed processes of hazard identification, reporting to designated persons, recording hazards/incidents according to workplace procedures, and facilitating WHS in your work team. It also involves having a thorough understanding of the more specific practical WHS procedures of your workplace. For example, it is essential that you know where the first aid kit is kept and who the first aid officer is, that you also know where the fire extinguishers are and how they should be used, that you know your organisation’s emergency evacuation plans, and that you can use your organisation’s security system.

Maintain knowledge of WHS issues

To ensure you keep yourself safe in whatever type of workplace you may be employed in, it is important to maintain and update your own knowledge of WHS issues as they apply to workplace systems, equipment, and processes. Some ways that you can keep your knowledge up-to-date include:

• Undertaking all relevant WHS training in your workplace
• Undertaking certificates in WHS through a Registered Training Organisation
• Subscribing to industry newsletters
• Reading industry WHS factsheets
• Reading union updates
• Researching on the internet for the latest standards and techniques
• Contacting your local State Government department that looks after WHS and asking them for ideas 
• Contacting the equipment manufacturer for updated information for any equipment used in your workplace
• Attending staff meetings where WHS updates are a regular agenda item
• Contacting the organisational Health and Safety representative or committee to request information
• Enquiring about becoming an Health and Safety representative in the organisation
• Networking or talking with other people undertaking similar roles

Undertaking WHS housekeeping in your work area

WHS housekeeping in the workplace consists of personal routines designed to improve health and safety, such as cleaning up spills, and keeping walkways, exits, and traffic areas clear. In other words, they are the practices workers employ on a daily basis that help to keep the environment safe and free from hazards. The action a worker undertakes on a daily basis contributes to the safety of everybody in a workplace.

Each individual workplace will have its own unique requirements regarding WHS housekeeping. Housekeeping may be undertaken in areas such as:

1. The physical environment
2. Noise levels
3. Clutter
4. Personal items on a desk
5. How everyday items are stored and used
6. Whether drinks and food are allowed at stations
7. Manual handling
8. Log books for driving
9. The storage and use of medications
10. Personal breaks for meals
11. Who is allowed in a work area

For example, in the case of the youth work profession, specific housekeeping requirements may involve (but are not limited to):

• Keeping desk clean and tidy
• Keeping common areas clean and tidy 
• Keeping walkways clear
• Cleaning up spills or breakages 
• Storing materials and equipment safely
• Emptying rubbish/recycling bins regularly
• Reducing unnecessary noise

Using personal protective equipment

WHS legislation promotes the use of personal protective equipment to help minimise risk. Safe Work Australia (n.d, p. 1) indicates that personal protective equipment (PPE) can include “boots, face masks, hard hats, ear plugs, respirators, gloves, safety harnesses, and high visibility clothing” and anything that is worn to minimise the risk of harm in the workplace. The use of personal alarms and gloves are often used as a form of PPE in helping professions. For example, there are times when a worker may work directly with young people who carry an infection such as Hepatitis C. As part of infection control, it is important that workers wear gloves whenever handling items or cleaning areas where there could potentially be traces of the young person’s blood. This reduces the risk of blood-to-blood contact and the transmission of Hepatitis C (or other infections) to the worker. Alternatively, if a worker is working with potentially violent clients, their organisation may have them wear a personal alarm as a safety measure. Ensuring you are always wearing the appropriate PPE is an important step in maintaining good health and safety practices.

It is also important to remember that you may work in quite diverse environments. It may be important for workers to use other specific personal protective equipment based upon the environment of their work. All personal protective equipment/procedures required for the site each worker works at must be used.

In order to minimise risk to workers, PPE should also be properly maintained, repaired, or replaced when needed. Workplaces should ensure that equipment is clean and hygienic, and is kept in good working order (Safe Work Australia, n.d.). Organisations should develop an effective system for maintaining their PPE and provide suitable storage for when not in use (Healthy Working Lives, 2013). Suitable storage is important for keeping PPE free from contamination, loss, or damage. Additionally, alarms should be tested regularly.

Managing stress and fatigue levels

Stress in the workplace is a significant issue and one that is costly to the Australian workforce. The consequences of stress include lost productivity, absenteeism, increased work accidents, and trained staff leaving the workplace. Workers in care professions, such as youth work, are particularly susceptible to burnout and need to be vigilant about managing stress and fatigue. Employees are responsible for monitoring their own health and wellbeing; however, employers also have a responsibility and duty of care to their employees to reduce stress in the workplace. Identifying the signs of stress can be challenging and they are not always obvious to the worker. Learning to identify early warning signs can help a worker alleviate stress before it becomes a safety issue and results in burnout.

According to a 2013 report by Safe Work Australia, “mental stress claims are the most expensive form of workers’ compensation claims because of the often lengthy periods of absence from work typical of these claims” (p. 15). Sub-categories of workplace mental stress include:

• Work pressure
• Exposure to workplace or occupational violence
• Exposure to a traumatic events
• Suicide or attempted suicide
• Work-related harassment and/or workplace bullying
• Other forms of harassment, such as sexual or racial harassment

According to Safe Work Australia (2013), the following factors can be considered psychosocial hazards in the workplace:

Although stress cannot be fully eliminated in the workplace, it can be reduced to acceptable levels. Not all stress is bad. Left unchecked though, stress can be destructive, so workers need to recognise the symptoms and deal with the issues. Ongoing stress at work can lead to burnout. Workers, particularly those in the helping professions, need to be aware of the signs and symptoms of burnout and learn how to prevent burnout at work. Some of the common symptoms of stress and fatigue in the workplace are:

• Unexplained and prolonged fatigue
• Anxiety
• Headaches
• Insomnia
• Dizziness
• Panic attacks
• Depression
• Cardiac disorders
• Backache and other muscular syndromes
• Unexplained rise in workplace accidents or injuries

Individual people in the workplace can also be a hazard. For example, a worker who comes to work with a cold or flu has the potential to not only affect others in the workplace, but may also be incapable of performing their duties. This could potentially pose a further threat to other people’s safety.

The following extract outlines burnout – a common kind of job stress that people in helping professions can be at risk for.

It is important that workers participate in stress management. Some suggestions for coping with stress in the workplace include:

• If the stress is from a person’s workload, the person needs to talk with their supervisor about the way the workload is organised. Do tasks need to be prioritised or re-delegated? Do the work hours need to be reviewed? Review time management and work load strategies. Are there any alternatives that have not been considered? Try talking with other workers and monitoring workplace relationships. This review needs to be undertaken with a positive outlook to ensure the workload is manageable and achievable. 
• If the stress is from conflict with another worker, the person needs to review the organisation’s conflict negotiation policies and procedures. Is it recommended that the person talk with the person who is creating the conflict? Should a manager or independent party be advised? Do conflict resolution skills need to be used? Does mediation need to occur?
  • Is the person tense? Should they have regular massages or other alternative therapies? Is the person really suited to the position or would another position be more suitable? Are they able to undertake personal counselling using an Employee Assistance program? Is this person happy in their role?

There are many ways for workers to deal with tension and stress on a personal and work related level. Many organisations also offer employee assistance programs where workers can talk to counsellors at no cost. Stress can also be a sign that the position is not the right position for the person and may need reviewing. It will be important for you to monitor and manage your own levels of stress and fatigue in the workplace. If you need help, you should discuss this with your supervisor.

In this section of the module, you learned about some additional strategies for contributing to safe work practices within your organisation. You learned how to raise WHS issues, participate in workplace safety meetings, inspections, and consultative activities, and contribute to the development and implementation of safe workplace policies and procedures. You also learned about the importance of maintaining currency in safe work practices, monitoring the practice of others, and undertaking specific WHS tasks such as housekeeping, using personal protective equipment, and monitoring own levels of stress and fatigue in the workplace.

• Australian Government. (2011). Work health and safety act 2011. http://www.comlaw.gov.au/details/c2011a00137
• Corey, G. Corey, M. S., Corey, C., & Callanan, P. (2015). Issues and ethics in the helping professions (9th ed.). Stamford, CT: Cengage Learning.
• Hirshi, A. (2019). [Photograph of two women in office wear at a meeting desk holding a tablet and having a discussion]. Unsplash. https://unsplash.com/photos/K0c8ko3e6AA
• OHS Reps. (2013). OHS reps’ rights. http://www.ohsrep.org.au/law-rights/rights/ohs-reps-rights
• OHS Reps (2014). Workers’ rights. http://www.ohsrep.org.au/law-rights/rights/workers-rights
• Overton, R., 2013. Work Health and Safety (WHS): What You Should Know About Work Health & Safety (WHS) in Your Workplace. Runaway Bay, Qld, Sydney Business Centre.
• Safe Work Australia. (n.d.). Personal protective equipment (PPE). https://www.safeworkaustralia.gov.au/safety-topic/managing-health-and-safety/personal-protective-equipment-ppe
• Safe Work Australia. (2011a). How to manage work health and safety risks: Code of practice. http://www.workcover.nsw.gov.au/__data/assets/pdf_file/0009/15201/how-manage-work-health-safety-risks-code-of-practice-3565.pdf
• Safe Work Australia. (2011b). Managing the work environment and facilities: Code of practice. http://www.workcover.nsw.gov.au/__data/assets/pdf_file/0013/15205/managing-work-environment-facilities-code-of-practice-3567.pdf
• Safe Work Australia. (2013). The incidence of accepted workers’ compensation claims for mental stress in Australia. Retrieved from http://www.safeworkaustralia.gov.au/sites/SWA/about/Publications/Documents/769/The-Incidence-Accepted-WC-Claims-Mental-Stress-Australia.pdf
• Safe Work Australia. (2022). Code of Practice: Work Health and Safety Consultation, Cooperation and Coordination. https://www.safeworkaustralia.gov.au/doc/model-code-practice-work-health-and-safety-consultation-cooperation-and-coordination