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4 Steps to complete your own comprehensive health and safety system

by , 05 October 2016
4 Steps to complete your own comprehensive health and safety systemOne of the many complaints I hear from our subscribers is that they really want to do what's best for the health and safety of their company, and their employees. But they don't always know exactly how.

Sometimes, the problem is that you just don't know where to start. But, once you get the ball rolling, you feel pretty confident that you have a grasp on all the important issues.

Here's what Janet asked me last week...

Janet, one of our clients, started a new company, 6 months ago, importing and exporting out of South Africa. She has 100 employees already but she doesn't have a health and safety system in place.
She's worried because she knows that she's passed the 6 month mark, and if the Department of Labour discovers she has nothing in place, it might close her down!
If you were Janet, where would you start? And what would you include?
Any safety officer worth his salt knows the first step to implementing health and safety in the workplace is to conduct a risk assessment to identify hazards.
Luckily, you've probably already done this. You now want to formulate your system objectives and targets, but aren't sure how to begin. And what if you miss something?
The Department of Labour has shut businesses down for incomplete health and safety systems. You don't want the same to happen to you!
4 Steps to complete your own comprehensive health and safety system
Here at FSP, in collaboration with one of our 16 health and safety experts, we've put together everything you'll need to draw up your own health and safety system, in one complete file...a SHE file.
Follow the 4 steps below to point you in the direction of absolute compliance. You'll be able to begin your system from scratch, without the fear that you've forgotten an important step. 
Included in your SHE file, you should have:
•    An easily-accessible record of your safety measures
•    The tools you've put in place to monitor their success
•    A record of every appointment you've made
•    Your own set of standards against which you'll measure your own system
Wouldn't it be easier to just pay a consultant to do it?
No! A consultant would give you the same forms we offer, and at almost twice the price. On average, consultants in the industry are charging between R2 000 and R6 000 to compile a SHE file.
Essentially, you'll be paying someone else twice the price to do what you can do on your own, for just as little hassle.
Your SHE File is waiting for you...
Your SHE File CD should be divided up into the following sections to make it easy for you to use:
Step 1: Safety file contents document: Place this in the front of your file. It lists all the contents of what you must include in your SHE file.
List of contents:
  • Occupational Health and Safety Policy
  • Appointment Letters
  • Legal Agreements
  • Section 37(2) OHS Act 85 of 1993 and Regulations
  • Letter of Appointment as Contractor
  • Construction Regulation 2014
  • Letter of Good Standing
  • Tax Clearance Certificate
  • Notification of construction work
  • Safety Plan
  • Fall Protection Plan
  • Inspection Registers
  • PPE Issue Register
  • Toolbox Talks
  • Accident/Incident report
  • General Administrative Regulation 9(3) – Annexure 1
Step 2: Safety file dividers: These are the dividers that separate each section in your file.
Step 3: Appointments folder: This includes 46 electronic templates for the appointments you'll need to make (and keep a record of).
Including templates for these appointments:
  • Agreement with Mandatories
  • Appointment 16(2)
  • Batch Plant Supervisor
  • Construction Supervisor Appointment for regulation 6(1)
  • Assistant Construction Supervisor Appointment for regulation 6(2)
  • Construction Vehicle operator
  • Excavation Work Supervisor
  • Fall Protection Planner
  • Fire Prevention Supervisor
  • First Aid Attendant
  • Risk Assessor
  • Incident Investigator
  • Ladder Inspector
  • Health and Safety Officer
  • Scaffold Inspector
  • Stacking and storage supervisor
  • Batch plant supervisor
  • HSE representative
  • Construction vehicle and mobile plant inspector
  • Construction supervisor
  • Contractor appointment form
Step 4: Contents folder: This folder has electronic samples of all the documents you'll need to include behind each divider:
  • Occupational health and safety policy
  • Health and safety plan
  • Toolbox talks template
  • Notification of construction work
  • Section 37.2 legal agreement
  • Letter of appointment as contractor
  • Fall protection plan
  • Incident reporting sample
  • Site establishment checklist for contractors
There are 2 items we can't include on the CD, as you have to get them specifically for your company:
•    Your letter of good standing (from either COIDA or FEM). Go to www.labour.gov.za
•    Your tax clearance certificate (which SARS will issue you). Go to www.sarsefiling.co.za/
Customise each document for your company
On our SHE File CD, all documents you need have space for your company name and logo so you can customise them for each project, and use them again and again.
I've negotiated a special deal just for you!
Normally, this kind of SHE file would cost you thousands to compile – and don't forget all the time you'd need to create each template, appointment form, index and divider tabs.
I've twisted my publishers arm and she's agreed to the minimal cost of only R949.40 (including VAT, postage and packaging)!
Before she changes her mind, make sure you order your SHE file CD today.

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