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Does your company have a workplace safety policy in place? If you don’t, you could be exposing your company to substantial risk. Many states require that companies with employees have a written workplace safety policy and that they hold regular safety committee meetings. Check your state for specific regulations.
A Health & Safety (H&S) policy is a written promise by the Company and specifically Management to provide a healthy and safe workplace for the employees.
Implementing a workplace safety policy and holding monthly safety committee meetings can help protect your company from accidents and lawsuits. Each industry has different concerns and regulations that need to be addressed when establishing a workplace safety policy. To help you create a safety system that will fit your company’s needs, CEO Systems has created “The CEO System: Workplace Safety Policy.” This system will walk you through the steps you need to create a safety policy and implement regular safety meetings.
Establishing your Workplace Safety Policy
Your company’s safety policy should include:
Inspections:
Define how often safety inspections shall occur.
2. Establish the company position responsible for overseeing and performing safety inspections.
3. Establish the company position responsible for reviewing inspection reports and suggesting changes to implement.
Accidents/Incidents:
Document your company’s accident investigation procedures.
2. Establish the company position responsible for overseeing and performing accident investigations.
3. Establish the company position responsible for reviewing accident reports and suggesting changes to implement.
4. Document the company position responsible for ensuring that suggested changes are implemented.
Hazards:
Document how hazards are reported to management.
2. Document the company position responsible for following up on hazard reports.
3. Document how corrections and preventions will be implanted into daily operations.
Accountability:
Establish defined rewards and disciplinary action to keep employees accountable for following the safety procedures.
2. Document and implement a Reward/incentive program for the number of days without accident.
3. Document and implement disciplinary action for not following safety procedures.
A health and safety policy is a vital document that clearly defines responsibilities, processes, and expectations for safety within an organization. It should specify who is responsible for particular safety tasks, when these tasks should be carried out, and how they should be performed. The policy should also include the company’s broader health and safety goals and specific, measurable objectives to track progress and ensure accountability.
To make sure the policy is accessible and understandable for everyone, it should be written in simple, clear language. This ensures that all employees, regardless of their role or expertise, can grasp their responsibilities and the established safety procedures.
Creating a health and safety policy starts with a thorough risk assessment. This process identifies potential hazards that employees and others might face in the workplace. While it is impossible to predict every possible hazard, the assessment should focus on the most likely and severe risks. Highlighting these helps the company prioritize its resources and efforts toward preventive measures.
Based on the risk assessment, the organization can establish specific working practices and control procedures to manage identified risks. This may involve providing safety equipment, training employees in safe practices, and setting up emergency response plans. The primary goal is to prevent accidents and incidents rather than just reacting to them.
In larger organizations, it may be useful to create multiple health and safety policies for different areas or departments. This approach ensures that each policy is concise and relevant to specific risks. A single, lengthy policy can be overwhelming and might deter employees from reading and understanding it. By having focused policies, safety information becomes more accessible, relevant, and easily understood, fostering a strong culture of safety and compliance throughout the workplace.
A well-crafted health and safety policy also ensures that adequate resources are allocated to effectively manage health and safety concerns. It should identify where additional resources, such as extra funding or personnel, are needed. By clearly outlining these needs, the organization can proactively address safety issues and ensure the necessary resources are in place.
Implementing accident prevention measures benefits everyone involved. For employees, it reduces the risk of painful injuries, illnesses, or even death. A safe environment promotes well-being and allows employees to concentrate on their work without worrying about safety. From the employer’s perspective, preventing accidents is not just a moral responsibility but also a sound financial strategy. Accidents can lead to significant financial costs, including fines for non-compliance with safety regulations and potential lawsuits from injured parties.
Workplace accidents can also disrupt business operations. Injured employees may be unable to work, leading to decreased productivity and lost revenue. To maintain productivity, the company might have to increase the workload on other employees or hire temporary workers, both of which can be costly. Temporary workers may need time to adjust to their roles and might not be as productive as the regular employees they replace. The recruitment and training of temporary staff also incur additional costs.
For a health and safety policy to be truly effective, it must be regularly reviewed and updated to reflect the current operations and equipment used by the business. An outdated policy that refers to obsolete practices or equipment is not only unhelpful but can be dangerous. Incorrect or irrelevant information can cause confusion and potentially worsen the outcome of an incident. For example, if a policy assigns emergency duties to former employees, these tasks may go unfulfilled during a crisis, increasing risk.
Regularly updating the health and safety policy ensures that it remains relevant and effective, offering clear guidance on managing current risks. This proactive approach helps maintain a safe working environment, protects employees’ well-being, and shields the company from financial and legal issues. A dynamic and well-maintained health and safety policy is a key element of a responsible and efficient business operation.
A self-conducted mock OSHA inspection should be done at small, low hazard workplaces without a safety director or safety department.
The typical mock OSHA inspection should begin with a brief opening conference with senior management to plan the audit. In a self-inspection this would be a chance for the group to get together and set parameters for the scope of the self-inspection.
The inspection process should begin with a review of all OSHA-required written programs, followed by an evaluation of the facility injury and illness records (OSHA 300 log).
A detailed wall-to-wall inspection would then be conducted.
The audit will conclude with a closing conference where the group comes together and first crafts a corrective action plan, then presents that action plan to senior site management.
The mock audit should be conducted with a group of people, involving:
A representative of management
A representative from each distinct workplace(for example, this would include office personnel and floor personnel)
Use this OSHA inspection checklist to see if your workplace meets OSHA compliance:
OSHA required training should be conducted and documented.
Documentation of training should be kept for a minimum of three years.
Is the Safety manual up to date, relevant, and explained to employees?
Make sure the eyewash station works properly, has cold water only, and that a sign designates its location.
Are all fire extinguishers mounted on walls, signs designating location, inspected monthly/annually, and fully charged. Learn more about fire extinguisher requirements.
Are emergency exits OSHA compliant, unobstructed, and operational.
Make an inspection of the workplace for safe work conditions such as electrical and trip and fall hazards.
Review evacuation plans and protocols. If you don’t have evacuation plans, you can download samples here.
A first aid kit should be available for employees to use for minor cuts and injuries.
Review Personal Protective Equipment (PPE): are employees clearly explained when to wear it, PPE should be provided at no charge to employees, is PPE in good condition?
Even if you don’t regularly use ladders in your job, with the holidays coming up you will likely be using a ladder to put up lights and other decorations. If you only use a ladder once or twice a year, be sure to review these important tips to stay safe this holiday season.
Pre-Work:
Before starting your project, you should check to make sure you’re using the right ladder for the job. There are a few different types of ladders (extension/straight, fixed access, tripod orchard, and stepladder), but if you’re completing household tasks, like putting up lights or clearing gutters, you’ll likely be using either a straight ladder or stepladder depending on the height.
Regardless of the ladder you’re using, be sure to check the load rating. The load rating needs to cover your weight AND the weight of your tools. You should also consider the material that your ladder is made of and whether it’s appropriate for your intended use. Aluminum and steel ladders conduct heat and electricity and should never be used for electrical work. Fiberglass and wood ladders are suitable for electrical work, but wood ladders are especially vulnerable to damage and decay. No matter what type of ladder you’re using, you should always inspect it, check for cracks, and ensure the frame, rungs, and feet are not compromised.
When placing your ladder, make sure that the footing is on a firm, non-slip surface that is clear of any debris or hazards. You can also reduce the risk of a fall by wearing non-slip shoes and gloves. If you have to adjust the placement of the ladder, avoid pushing or pulling it from the sides – repeated sideways movement can make ladders wobbly since they are weaker in those directions. When you’re using any type of portable ladder, use the 4:1 ratio: for every four feet you go up, the ladder should be placed one foot out.
You should always face the stepladder when climbing up or down and maintain a firm grip with both hands. You have climbed too high if your knees are above top of the stepladder or if you cannot maintain a handhold on the ladder – and never stand on the top rung or step. Before you climb, always look up for powerlines and other overhead hazards and adjust the placement of your ladder if needed.
Taking care of your ladder is important to ensure that it remains in good condition and useable for your next project. After each use, you should clean your ladder and ensure that any moving parts are well lubricated. Inspect for damage such as broken rungs, split side rails, worn or broken safety feet, and oil or grease which can make climbing surfaces slippery.
If your ladder is damaged, don’t try to repair it yourself. DIY repairs, such as tying or binding with wire, or painting over damaged areas, are not safe in the long-term and can hide cracks and weak points.
To take good care of your ladder, be sure to store it inside on horizontal racks with support every 2 meters. Protect yourself and others when your ladder is stored by fixing it to the wall or racks so that it doesn’t fall or present other hazards.
When using a ladder, always be mindful of your individual circumstances as well. Do not use a ladder if you are affected by medication or a health condition that affects your balance. Before you start your project, always make sure that you have a plan in the case of an accident, and never use a ladder if you are working alone and cannot get help easily.
In the course of an investigation, it may be necessary to collect statements from employees that witnessed the accident. These forms are also helpful for any other investigation.
This form is a small piece of a total program and proper investigation.
The witness statement is a powerful piece of an investigation, as it can reveal facts in an accident that others might not have seen or are trying to be covered up. Remember though, eyewitness accounts are not always 100% reliable, as people can subconsciously place a bias onto a situation or worse create a false memory.
Check out this video for a quick understanding of how unreliable eyewitness testimony can be sometimes.
So, how do you get past this issue with eyewitness statements?
Simple: investigative processes, and train your team on these basics.
These 2 steps will increase the usefulness of your eyewitness statements.
First and most important: After an incident, after any medical is taken care of, gather all eyewitnesses, put them in separate areas and have them write out the details, as they remember them. The longer you wait, the more unreliable their memory is.
Second: Before letting them leave, talk through their written statement, have them walk through it verbally, without their written statement. Look for inconsistencies, look for more details, have them run through forward and backward on the timeline of events. Take notes.
From there, it comes down to using every statement, to create a timeline of events and to compare to statements of those involved.
What else is useful as part of a quality accident investigation program?
One of the key business success factors that I have followed throughout the years is that of always trying to determine the root cause of any business problem. I focus on the root cause because anything less than that will not allow you to solve the problem completely.
The reason that this is important is because most people only look as far as the symptoms that are causing the problem, not the root cause.
There is an easy way to determine the root cause of a problem and it is called “The 5 Whys.”
Many years ago the founder of Toyota Corporation, Sakichi Toyota, developed “The “5 Why” technique that was and is used within the corporation’s manufacturing methodologies. It is still considered a critical component of problem-solving at Toyota today.
“The 5 Why” process is simply asking the question “Why” 5 times. Let me give you an example of only getting to the symptoms of a problem.
-My car won’t start (the problem)
WHY?
-The battery is dead (the symptom)
So the solution to the problem in this case is to recharge the battery. But the following week, you have the same dead battery problem. So you go to the auto parts store and purchase a new battery because the old battery apparently will not take a charge.
However, the following week the new battery is also dead.
So while you addressed the symptom of the problem, you really did not solve the entire problem because the battery continues to go dead.
If you are looking for assistance with completing a root cause investigation, I made a book to help you out, check it out on Amazon here
Now. let’s take the same problem and apply “The 5 Whys” process.
-My car won’t start (the problem)
1. Why
-The battery is dead
2. Why
-The alternator doesn’t work
3. Why
-The alternator belt is broken
4. Why
-It was worn and I didn’t replace it
5. Why
I was too lazy
So the root cause as to why the car won’t start is the person’s laziness, not the dead battery. The dead battery is a symptom. The key is to urge yourself not to assume anything and to avoid logic traps. Instead, the solution is to follow the symptoms through “The 5 Whys” until you find the root cause of the problem.
Often times, you will see that the root cause of the problem is not identified because you have a flawed process in place or no process at all. In this case you should be asking the question, what is the process that is in place, if there is one, and if so, is it the right process.
In addition, a key phrase to keep in mind in any “5 Why” exercise is that people do not always fail. Sometimes process do.
Identifying the root cause of any problem is critical to your success. Most people only identify the symptoms of a problem and then, after addressing the symptoms, wonder why the problem continues to reoccur.
Every quality safety and health program provides measures to control electrical hazards. The information provided in this training should be helpful in getting a better understanding of electrical safety. The responsibility for an electrical safety program should be delegated to someone with a complete knowledge of electricity, electrical work practices, and the appropriate OSHA standards for installation and performance.
Everyone has the right to work in a safe environment. Safety and health add value to your business and your workplace. Through cooperative efforts, employers and employees can learn to identify and eliminate or control electrical hazards.
Electrical Hazard Recognition
Electricity has long been recognized as a serious workplace hazard, exposing employees to electric shock, electrocution, burns, fires, and explosions. According to the Bureau of Labor Statistics, in 2016, 134 workers died from electrocutions, which represents a decrease from 174 in 2011. What makes these statistics tragic is that most of these fatalities could have been easily avoided.
The first step toward protecting yourself is recognizing the many hazards you face on the job. To do this, you must know which situations can place you in danger. Knowing where to look helps you to recognize hazards.
Inadequate wiring is dangerous.
Exposed electrical parts are dangerous.
Overhead powerlines are dangerous.
Wires with bad insulation can shock you
Electrical systems and tools that are not grounded or double-insulated are dangerous.
Overloaded circuits are dangerous.
Damaged power tools and equipment are electrical hazards.
Using the wrong PPE is dangerous.
Using the wrong tool is dangerous.
Some on-site chemicals are harmful.
Defective ladders and scaffolding are dangerous.
Ladders that conduct electricity are dangerous.
Electrical hazards can be made worse if the worker, location, or equipment is wet.
What are Volts? A Volt is a measure of the electrical force that seems to push current along. Think of voltage as a lot of water stored in a high water tank. Because the water tank is high, the water will have more force behind it as it flows down the water pipe to your home. This is why they put water tanks up high! If the same tank was placed at ground level, your water pressure would not be as great. By the way, the symbols commonly used for voltage are “E” or “V”.
What is an “ampere?” An ampere is the unit used to measure the amount of electrical current. Amperage is often referred to as “current” by electrical workers and engineers. Let’s go back to our water tank. If the diameter of your pipe coming from the water tank is large, a lot of water (amperage) will flow through the pipe. If the pipe’s diameter is small, a smaller amount of water will flow through the pipe. If you need a lot of current (many amps) to operate your equipment, you’ll need large wires to run the current or they’ll burn up! The symbol for amperage is “I”.
What is an “ohm?” Think of an ohm as “resistance“. An ohm is the unit used to measure the opposition (a.k.a. resistance) to the flow of electrical current. This is pretty easy to understand. A small water pipe is going to oppose a lot of water from flowing. Relatively little water will be able to flow through the pipe. So, the pipe offers a high resistance to the flow of water. You can see that a large pipe would offer little resistance to the flow of water. Big pipe: a lot of water! It’s that simple. In an electrical circuit, components are usually sources of resistance. Any component that heats up due to electrical current is a source of resistance. The symbol for resistance is “R”.
What is a “series” circuit? The current in a series circuit takes only one path. For example, water from high in the mountains may flow down one stream (series) into a river that flows to the ocean.
What is a “parallel” circuit? The current in a parallel circuit takes many paths. For example, the water flowing from a water tank up on a hill will flow through many different water pipes (parallel) before it reaches the ocean.
Effects of Electrical Current on the Body
Current
Reaction
1 milliamp
>Just a faint tingle.
5 milliamps
>Slight shock felt. Disturbing, but not painful. Most people can “let go.” However, strong involuntary movements can cause injuries.
6-25 milliamps (women)†
9-30 milliamps (men)
>Painful shock. Muscular control is lost. This is the range where “freezing currents” start. It may not be possible to “let go.”
50-150 milliamps
>Extremely painful shock, respiratory arrest (breathing stops), severe muscle contractions. Flexor muscles may cause holding on; extensor muscles may cause intense pushing away. Heart fibrillation possible. Death is possible.
1,000-4,300 milliamps (1-4.3 amps)
>Rhythmic pumping action of the heart ceases. Muscular contraction and nerve damage occur; death likely.
10,000 milliamps (10 amps)
>Cardiac arrest and severe burns occur. Death is probable.
15,000 milliamps (15 amps)
>Lowest overcurrent at which a typical fuse or circuit breaker opens a circuit!
*Effects are for voltages less than about 600 volts. Higher voltages also cause severe burns.
†Differences in muscle and fat content affect the severity of shock.
Overloading an Electrical System Hazard
Overloads in an electrical system are hazardous because they can produce heat or arcing. Wires and other components in an electrical system or circuit have a maximum amount of current they can carry safely. If too many devices are plugged into a circuit, the electrical current will heat the wires to a very high temperature. If a tool uses too much current, the wires will heat up.
The temperature of the wires can be high enough to cause a fire. If their insulation melts, arcing may occur. Arcing can cause a fire in the area where the overload exists, even inside a wall.
To prevent too much current in a circuit, a circuit breaker or fuse is placed in the circuit. If there is too much current in the circuit, the breaker “trips” and opens like a switch. If an overloaded circuit is equipped with a fuse, an internal part of the fuse melts, opening the circuit. Both breakers and fuses do the same thing: open the circuit to shut off the electrical current.
If the breakers or fuses are too big for the wires they are supposed to protect, an overload in the circuit will not be detected and the current will not be shut off. Overloading leads to overheating of circuit components (including wires) and may cause a fire.
You must recognize that a circuit with improper overcurrent protection devices – or one with no overcurrent protection devices at all – is a hazard.
Hopefully you have learned about electricity here, it presents a hazard, which can be unseen and is often overlooked.
Consider testing your knowledge on electrical safety with this quiz
OSHA has a scale for citations, which measures and accounts for the issues they find in the workplace.
OSHA Citations Explained
Willful violation: A willful violation is cited when the employer intentionally and knowingly commits the violation. It is also cited when the employer commits a violation with plain indifference to the law. OSHA may propose penalties of up to $145,027 for each willful violation.
Repeated violation: This violation is cited by OSHA when it is the same as a similar or previous violation. OSHA may propose penalties of up to $145,027 for each repeated violation.
Serious violation: OSHA cites a serious violation where there is substantial probability that death or serious physical harm could result and that the employer knew, or should have known, of the hazard.
Other-than-serious violation: An other-than-serious violation is cited when the violation has a direct relationship to safety and health, but probably would not cause death or serious physical harm. OSHA may propose penalties of up to $14,502 for each serious, other than serious, and repeated violation.
Failure to abate: When the employer fails to abate a violation, a maximum of $14,502 may be proposed for per day unabated beyond the abatement date. Generally there is a 30-day maximum limit.
Falsifying information: An employer that provides false information to OSHA can receive a fine up to $14,502 or up to six months in jail, or both.
State Plan States
States that operate their own Occupational Safety and Health Plans are required to adopt maximum penalty levels that are at least as effective as Federal OSHA’s.
OSHA cites employers, not employees. It’s important to know that the OSHA Act does not provide for the issuance of citations or the proposal of penalties against employees. Employers are responsible for employee compliance with the standards.
Penalty Adjustments: OSHA may adjust penalties downward depending upon the employer’s size (maximum number of employees), good faith, and the history of previous violations. Adjustments may be applied as follows:
A 10 percent reduction may be given for history.
A maximum of 25 percent reduction is permitted for good faith; and
A maximum of 80 percent reduction is permitted for size.
An important reason to have a Fire Prevention Plan (FPP) is to identify and mitigate the causes of fire, prevent loss of life, and prevent loss of property caused by fire. The FPP should be developed to comply with the OSHA standard 29 CFR 1910.39, Fire Prevention Plans.
A quality FPP does the following:
Provides employees with information and guidelines that will assist them in recognizing, reporting, and controlling fire hazards.
Identifies materials that are potential fire hazards and their proper handling and storage procedures.
Distinguishes potential ignition sources and the proper control procedures of those materials.
The plan describes fire protection equipment and/or systems used to control fire hazards.
Identifies persons responsible for maintaining the equipment and systems installed to prevent or control ignition of fires.
The FPP identifies persons responsible for the control and accumulation of flammable or combustible material.
Describes good housekeeping procedures necessary to insure the control of accumulated flammable and combustible waste material and residues to avoid a fire emergency.
The plan provides training to employees with regard to fire hazards to which they may be exposed.
Fire safety is every employee’s responsibility. All employees should know how to prevent and respond to fires, and are responsible for adhering to company policy regarding fire emergencies.
Management: Management determines fire prevention and protection policies. They should do the following:
Managers should provide adequate hazard controls to provide a safe workplace.
Managers should also provide adequate resources and training to employees to encourage fire prevention and the safest possible response in the event of a fire emergency.
Plan Administrator: This person maintains all records pertaining to the plan. The Plan Administrator should also:
Develop and administer the fire prevention training program.
Ensure that fire control equipment and systems are appropriate and properly maintained.
Control fuel source hazards in the workplace.
Conduct fire risk surveys and make recommendations for improvement.
Supervisors: Supervisors ensure that employees receive appropriate fire safety training.
Supervisors should notify the plan administrator when changes in operation increase the risk of fire.
They are also responsible for enforcing fire prevention and protection policies.
Employees: All employees should complete all required training before working without supervision. It’s important that employees also:
Conduct operations safely to limit the risk of fire.
Report potential fire hazards to their supervisors.
Follow fire emergency procedures.
Like an emergency action plan a fire prevention plan must be in writing, be kept in the workplace, and be made available to employees for review. However, according to OSHA, just like an emergency action plan if you have 10 or fewer employees you may communicate the plan orally to employees.
At a minimum, your fire prevention plan must include:
A list of all major fire hazards, proper handling and storage procedures for hazardous materials, potential ignition sources and their control, and the type of fire protection equipment necessary to control each major hazard;
Procedures to control accumulations of flammable and combustible waste materials;
Procedures for regular maintenance of safeguards installed on heat-producing equipment to prevent the accidental ignition of combustible materials;
The name or job title of employees responsible for maintaining equipment to prevent or control sources of ignition or fires; and
The name or job title of employees responsible for the control of fuel source hazards.
An employer must inform employees upon initial assignment to a job of the fire hazards to which they are exposed. An employer must also review with each employee those parts of the fire prevention plan necessary for self-protection.
Fire Causing Hazards
Electrical Hazards: Electrical system failures and the misuse of electrical equipment are leading causes of workplace fires. Fires can result from loose ground connections, wiring with frayed insulation, or overloaded fuses, circuits, motors, or outlets.
Portable Heaters: All portable heaters should be approved by the plan administrator. Portable electric heaters should have tip-over protection that automatically shuts off the unit when it is tipped over.
Office Fires Hazards: Fire risks are not limited to industrial facilities. Fires in offices have become more likely because of the increased use of electrical equipment, such as computers.
Welding, Cutting, and Open Flame Work: Welding and cutting and working with open flames are obvious fire hazards in the workplace, and in some cases fire watches need to be positioned close by, and barriers may need to be placed between welding and materials that might catch fire.
Flammable and Combustible Materials: If your workplace contains flammable and combustible materials, the plan administrator should regularly evaluate the presence of those materials.
Class A Combustibles: These include common combustible materials (wood, paper, cloth, rubber, and plastics) that can act as fuel and are found in non-specialized areas such as offices.
Class B Combustibles: These include flammable and combustible liquids (oils, greases, tars, oil-based paints, and lacquers), flammable gases, and flammable aerosols.
Smoking in the Workplace: In an effective FPP, smoking is prohibited in all company buildings. Certain outdoor areas may also be designated as no smoking areas. The areas in which smoking is prohibited outdoors should be identified by NO SMOKING signs.
Fire Extinguishing Systems
A fire extinguishing system is an engineered set of components that work together to quickly detect a fire, alert occupants, and extinguish the fire before extensive damage can occur. All system components must be:
Designed and approved for use on the specific fire hazards they are expected to control or extinguish.
Protected against corrosion or either made or coated with a non-corrosive material if it may be exposed to a corrosive environment.
Designed for the climate and temperature extremes to which they will be exposed.
Fixed Extinguishing Systems: Fixed fire extinguishing/suppression systems are commonly used to protect areas containing valuable or critical equipment such as data processing rooms, telecommunication switches, and process control rooms. Their main function is to quickly extinguish a developing fire and alert occupants before extensive damage occurs by filling the protected area with a gas or chemical extinguishing agent.
Portable Extinguishing Systems: Workplace fires and explosions kill hundreds and injure thousands of workers each year. One way to limit the amount of damage due to such fires is to make portable fire extinguishers an important part of your FPP. When used properly, fire extinguishers can save lives and property by putting out a small fire or controlling a fire until additional help arrives.
How to Use a Fire Extinguisher
Even though extinguishers come in a number of shapes and sizes, they all operate in a similar manner. Here’s an easy acronym for fire extinguisher use:
Pull the pin at the top of the extinguisher that keeps the handle from being accidentally pressed.
Aim the nozzle toward the base of the fire.
Squeeze the handle to discharge the extinguisher. Position yourself approximately 8 feet away from the fire. If you release the handle, the discharge will stop.
Sweep the nozzle back and forth at the base of the fire. After the fire appears to be out, watch it carefully since it may re-ignite!
Make sure all employees who are expected to use fire extinguishers if a controllable fire occurs are properly trained with hands-on practice. There’s no OSHA requirement to actually extinguish a fire or discharge a fire extinguisher during training. However, each employee should handle the fire extinguisher and demonstrate they can perform the PASS steps.
Employers should train workers about fire hazards in the workplace and about what to do in a fire emergency.
Management Training Responsibilities. Unless a specific manager is designated, all managers should be responsible for coordinating with the Plan Administrator for training all employees covered under the FPP.
All managers should be educated to understand their FPP responsibilities including inspection and drill procedures.
Managers should also make sure all employees who might be expected to use portable fire extinguishers are properly trained.
Supervisors should train employees about the fire hazards associated with the specific materials and processes to which they are exposed, and maintain written documentation of the training.
Many of the topics taught in the FPP training may be presented in the classroom. If employees are expected to use portable fire extinguishers, they must participate in “hands-on” exercises that help them understand the procedures. Hands-on training also gives employees an opportunity to demonstrate to trainers that they have the skills required to use fire extinguishers.
At a minimum, FPP Training should include all of the following topics:
An emergency is a chaotic time, as part of a quality emergency response plan, there are specific considerations a workplace may require beyond a basic plan.
Below I review some of the special considerations you may need to include in your plan.
Persons with Disabilities
During an evacuation, a workplace may have employees requiring assistance, and should be considered as part of the evacuation section of your emergency action plan. Failure to account for employees or visitors within your facility during an evacuation, can result in unnecessary injuries, or worse death. Below are some of the standard provisions for persons with disabilities that may be included in your facilities emergency evacuation planning.
Disabled Persons
Persons using crutches, canes or walkers:
In emergency evacuations, these individuals should be treated as if they were injured. Have the individual sit on a sturdy chair, preferably a chair with arms, and follow the procedure for non-ambulatory persons discussed below.
Non-ambulatory persons:
Evacuation may not be necessary or advisable. Many stairwells are designed to provide temporary protection from fire or other danger. An able bodied volunteer shall stay with a wheelchair user on the stairwell platform while a second person notifies emergency personnel or paramedics of the exact location of the wheelchair user. If immediate evacuation is necessary, be aware of the following considerations:
Wheelchairs have movable parts; some are not designed to withstand stress or lifting.
You may need to remove the chair batteries; life-support equipment may be attached.
In a life-threatening emergency, it may be necessary to remove an individual from their wheelchair. Use caution, as lifting persons with restricted mobility, may cause them bodily harm or injury.
Wheelchairs should not be used to descend stairwells. Use an emergency evacuation chair.
Non-ambulatory persons may have respiratory complications. Take them to a location away from smoke or fumes. Ask them if they have any needs or preferences.
Check the evacuation routes for obstructions before assisting the person to the exit.
Delegate other volunteers to collect the wheelchair.
Return the person to their wheelchair as soon as it is safe to do so.
Providing Assistance
Always consult with people in the wheelchairs, asking them how you might assist them; i.e.,
The number of people they require for assistance.
Methods to remove them from the wheelchair.
Taking precautions for pain, catheters, catheter-bags, limb-plasticity, braces, etc.
Whether to carry them face-forward or -backward down a flight of stairs.
Whether a seat cushion or pad shall be brought along, should the wheelchair be left behind?
In lieu of a wheelchair, ask if they prefer a stretcher, cushioned- or padded-chair, or car seat.
Whether paramedic assistance is required.
Visually Impaired
Most visually impaired persons shall be familiar with their immediate work area. In an emergency situation, describe the nature of the emergency and offer to act as a “sighted guide.” Offer your elbow and escort them to a safe place. As you walk, describe where you are and advise them of any obstacles. When you have reached safety, orient the person as to where you are and ask if any further assistance is needed.
Hearing Impaired
Because persons with impaired hearing may not hear emergency alarms, alternative warning techniques are required. Two methods are:
Write a note describing the emergency and nearest evacuation route, “Fire. Go out rear door, to the right, and down. Now!”
Turn the light switch off and on to get their attention, then indicate with gestures what is happening and what to do.
Fire alarms notify building occupants of an emergency, a quality system will have audible and visual signals to alert building occupants.
Not all buildings have a fire alarm system, instead using air horns and/or intercoms.
If your facility has a fire alarm system, ensure you include a section in your emergency action plan, and in the training on evacuations, so it is understood what the system means.
Fire Alarm
When the Fire Alarm sounds, act immediately to ensure your safety. The Fire Alarm System is designed and engineered to provide you with an early warning to allow you to safely exit the building during an emergency situation.
Never ignore or assume the alarm is false or the result of a test.
Everyone must evacuate the building by way of the safest and closest exit and/or stairway.
Never use an elevator to exit during a fire alarm activation.
Once outside the building, move away from the building. Assemble across the street or along the sidewalk of the adjacent building.
The front of the building is where the fire fighters and fire trucks will be operating. Do not obstruct their access to the building.
If there is an incident occurring on the upper floors and glass is being blown out of the windows, the area below is the hazard zone where serious personal injuries will happen. Do not remain in or near the hazard zone.
Once outside, never re-enter the building until you are told to do so by the fire department or police.
Emergency Exits
Emergency exits are something easily overlooked, until an emergency occurs.
What exactly constitutes an “emergency exit”? Is it different from a regular exit? What does OSHA have to say?
Exit Route – Definition
OSHA defines an exit route as “a continuous and unobstructed path of exit travel from any point within a workplace to a place of safety.” An exit route consists of exit access (the space that leads to an exit), the exit itself (which is separated from other areas so it protects people using the exit) and the exit discharge (which leads to the street, open space or a refuge area).
Exit routes are sometimes referred to as “means of egress” and are covered under OSHA standards 1910.36 (“Design and construction requirements for exit routes”) and 1910.37 (“Maintenance, safeguards, and operational features for exit routes).
While employers and safety managers will want to consult the regulations to make sure their facilities are completely compliant, the following lists of general rules of exit routes will help explain the basics. Many workplaces may already follow these requirements, especially those related to construction, but let’s take a brief look at construction requirements for exit routes. Then we’ll take a look at maintenance and safety features of exit routes that are necessary to achieve compliance.
Construction and Design Requirements for Exit Routes (1910.36)
First of all, exits must be designed for easy access. Keep the following rules for the construction and design of exit routes in mind:
Exit routes must be permanent.
There must be enough exit routes. – Usually this means two exits that are far enough from each other that both won’t be blocked by a fire or other hazard. Sometimes one exit is adequate or three or more exits are needed depending on the occupancy of the building.
Exits must lead to a street, refuge area, open space or other area with access to the outdoors.
Openings to exits must be protected by self-closing fire doors (to ensure those using the exit stay safe).
Exit doors must be unlocked so they can be opened from the inside.
Any room connected to an exit route must have a side-hinged door that swings outward (if more than 50 people occupy the room).
An exit access must be at least 28 inches wide.
An exit must be 7.5 feet high.
Fire-resistant materials should protect exits – If the exit connects one, two or three stories, these materials should have a one-hour fire-resistance rating. If the exit connects more than three stories, a two-hour resistance rating is required.
Ensure you understand what OSHA has to say about Emergency exits, both while operating and while building.
Maintenance and Safety Features of Exit Routes (1910.37)
Once proper exits are in place, it’s easy to think nothing else needs to be done to stay OSHA compliant. Like most parts of a workplace, however, exit routes require proper maintenance. They also need to have certain safety features. The following rules apply to exit routes:
Flammable furnishings and décor should be kept away from exit routes.
Exit routes should be unobstructed.
Exit routes should be well lit.
Door areas should be kept unobstructed.
Exit doors shouldn’t be obscured by decorations.
Doors that are not exits but are located near exit access points should be labeled “Not an Exit” or labeled with their use (for example, “To Basement” or “Closet”).
Signs should be posted directing people to exits.
“EXIT” signs must be placed at exits.
Routes must be maintained during any construction or repair work that occurs at the workplace.
OSHA has also published a fact sheet concerning emergency exits, which is available for members to view and download:
Ensure your emergency response plan includes all specific workplace considerations, to minimize confusion during an emergency.
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Does your company have a workplace safety policy in place? If you don’t, you could be exposing your company to substantial risk. Many states require that companies with employees have a written workplace safety policy and that they hold regular safety committee meetings. Check your state for specific regulations.
Pull the pin at the top of the extinguisher that keeps the handle from being accidentally pressed.
