Improving Document Design of All-Weather’s Safety and Health Policy

All-Weather Case: Improving Document Design of All-Weather’s Safety and Health Policy
After the accident in a production line at Cedar Rapids,
Doug wants to review All-Weather’s Safety and Health
Policy, which was designed about 10 years ago in consultation
with Occupational Safety and Health Administration
(OSHA) officials. Caleb finds the yellowed
document in an old employee manual; surprisingly,
the policy has not been posted on HR’s Web site on the
intranet.
As Caleb realizes quickly after looking at the document
for a few seconds, the policy document (given
below) is a nightmare in terms of document design,
making it difficult to follow and use.
Employee safety and health has always been All-Weather’s paramount concern.
EVERY PLANT, DEPARTMENT, & OFFICE should take an inventory of safety and
health hazards it faces including those arising from natural disasters such as hurricanes,
storms, flood, earthquake; accidents such as fire, explosion, electric shock,
malfunction or mishap involving machinery or equipment, sabotage, employee error
or negligence, poor working conditions (slippery surfaces, dimly lit workplace, loose
wiring, etc.); health risks such as communicable diseases, lack of sanitation, contamination,
defective or not functioning smoke or gas alarms and other safety tools
(such as scaffolds, safety belts, barricades, etc.), lack of personal protective clothing
and equipment, mishandling or unsafe storage of raw material; and injuries due to
workplace stress or violence. EVERY PLANT, DEPARTMENT, & OFFICE should
have an emergency plan to respond to the above mentioned safety and health
risks. It should also prepare a communication plan that specifies procedures
for reporting safety violations and health risks, outlines steps to investigate
accidents and health hazards, and lays out in detail the mechanism for warning
employees of any hazardous conditions in their workplace. EVERY PLANT,
DEPARTMENT, & OFFICE should also have safety and health related meetings
and workshops, which will be conducted jointly by HR and the department concerned.
The plant, department, and office can also contact OSHA’s COMPLIANCE
ASSISTANCE SPECIALISTS (CAS’s) at its local office. EVERY PLANT,
DEPARTMENT, & OFFICE should ensure regular inspection of all its facilities
as well as safety tools. EVERY PLANT, DEPARTMENT, & OFFICE should reward
employees for exceptional safety and healthful behavior. EVERY PLANT,
DEPARTMENT, & OFFICE should review every change it makes in its work practices
from the point of view of employee safety and health. EVERY PLANT, DEPARTMENT,
& OFFICE should designate an individual who will be responsible to oversee its efforts
in relation to employee safety and health. EVERY PLANT, DEPARTMENT, & OFFICE
should maintain records of all employee injuries and sicknesses sustained in the
workplace. EVERY PLANT, DEPARTMENT, & OFFICE should review all safety and
health violations and each accident fully to make it clear to employees All-Weather’s
unswerving commitment to employee health and safety. Finally, safety and health in
All-Weather concerns everyone at All-Weather. Hence, don’t wait to raise any concern
that you might have regarding employee safety and health in our company. For
more information, contact HR.
Based on your reading of Chapter 8, help Caleb improve the document design of All-Weather’s Safety and Health
Policy. When you are finished with the revision, write a memo to Doug that explains how you changed the document
design and why you made your changes.
Sources: Parts of the document are adapted from U.S. Department of Labor, Occupational Safety and Health Administration,
“OSHA FactSheet: Effective Workplace Safety and Health Management Systems,” in OSHA Publications, http://www.osha.gov/
Publications/safety-health-management-systems.pdf (accessed March 7, 2009); and Jonathan F. Hutchings, OSHA Quick Guide for
Residential Builders and Contractors (New York: Mc-Graw Hill, 1998).