CHAPTER 3: COMMUNICATION, TRAINING AND PRINCIPLES &

PROCEDURES OF GOOD HOUSE-KEEPING IN THE WORKPLACE.

Communication definition: the various methods of sending information between people and
places

Effective verbal and nonverbal communication is the key to ensure a healthy, safe and
productive workplace for all who work there.

Employees and employers have the duties and the responsibilities with regard to health and
safety under the Health, Safety and Welfare at Work ACT 2005.

One of the aspects that is paramount to ensuring a safe working environment is the promotion
of a “safety culture”, which is simply best defined “how we do things around here” e.g., what
personal protective equipment (PPE) people wear, their attitudes and priorities. It is by focusing
these on safety that a “safety culture” is created. It will also foster compliance with health and
safety polices and reduces accidents and injuries. Effective communication and clearly
identified lines of communication provides and promotes health and safety, by identifying
potential risks to health and safety, identifying the preventative and protective measures to be
implemented and emergency procedures in the event of accidents and identifies the person, by
name and job title who is responsible for health and safety.

Communication with employees on health and safety clearly identifies reporting procedures
for hazards or concerns regarding health and safety.

Communication at all levels from managers, supervisors, employees (top down, bottom up) is
important to ensure health and safety policies and practices are understood by all involved.

In order for health and safety policies to be effective they must be communicated in a language
that can be understood. It must make sense to those workers it is directed at. The information
must be relevant to the staff members in different work areas. Information overload should be
avoided. Only information directly relevant should be supplied.

Communication health and safety policy can be conveyed in a number of ways; verbally
through instructions and staff meetings; putting in place methods to control potential hazards.
It is important that everyone shows support and communicated in the following ways:

Senior managers, supervisors and in particular directors, can communicate powerful signals
about the importance and significance of health, safety and welfare objectives. They lead by
example by frequent health and safety tours in the workplace, chairing meetings or team
briefings with the health and safety committee and being actively involved in accident
investigations, ill health and incidents.

The visual display of rules and procedures to remind everyone to work safely e.g. safety signs
and required procedures. Posters are an effective means of communicating health and safety
issues to staff, they should be highly visible and not cluttered with other notices, updated if
required and changed at frequent intervals. Health and safety can be communicated in written
format in the form of printed materials, brochures, emails and internal memos which may
include significant findings from risk assessments;

A wide variety of online videos / DVD’s and films are easily available, aimed to promote and
raise awareness in the health, safety and welfare area. Videos / DVD’s can be invaluable to
employees are from different countries, as they are available in multi lingual format.
Automated audio messaging systems can convey safety messages acoustically e.g., nursing
homes (wanderer alert)

Good communication systems allows for continuous monitoring and reviewing of all health
and safety policies and procedures in the workplace, ensuring safe work environment for all.

Actively promoting and supporting staff participation in all aspects of the health, safety welfare

management system;

A safety representative should be decided on and appointed by employees and by agreement

with the employer. The duties of the safety representative are to communicate with the
employees and employer / management in the work place on matters regarding safety, health
and welfare.

Information must be relayed to all staff regarding health and safety policies and procedures in
the workplace, this aids in the prevention of accidents and ill health. Problems are highlighted
and means of over-coming them are identified. When changes are taking place, consultations
are very important e.g. when there is an introduction of new technology, different work
processes, or drawing up a safety plan. Day-to-day communications from supervisors and staff
can reinforce the information communicated by other methods.

It is important to receive advice from health, safety and welfare inspectors at the workplace.

It must be ensured that staff are aware their duties and responsibilities with regard to health
and safety, some examples: to give full co-operation to their employers, to use correctly and
not to interfere or misuse safety equipment, attend training, report if something is dangerous.

Accidents must be reported and record made of it in an accident/incident report form. All
employees must check the procedure for reporting and recording accidents and incidents in
their workplace. All reports must be accurate, stating just the facts, be readable, comprehensible
and logical, signed, dated and stored securely.

Role of communication in promoting health and safety in the work place provides for
monitoring of inspections and provision of feedback. Overall, the purpose of inspection,
monitoring and review is to gauge the effectiveness of the health, safety and welfare culture
within the workplace.

Workplace inspections are often conducted by a safety officer or by a representative from a

health, safety and welfare organization e.g., the HSA. These inspections seek to identify any
hazards that may be present, some examples are: PPE use and condition, slip, trip and fall
hazards, presence of safety signs, unsafe storage of materials, compliance with specific
regulations.

An inspection has little purpose if it is not followed up, this is done in the form of a report
which highlights good practices any problems. The report should recommend actions to correct
any problems. These actions should be carried out by an appointed, responsible person within
an agreed timescale. If any issues are to be rectified, then an arrangement must be made for a
return inspection.

The main purpose of monitoring is to make sure that health and safety in the workplace is
managed effectively, it can be made up of many activities, which include the following
examples: general site inspections of health and safety equipment, the workplace conditions.
Are there any obvious hazards? Is housekeeping having an effect in reducing the risk?
Observation of how people are working in the workplace to access to see if it is safe during
normal practice. Are staff wearing and using the correct PPE? Is equipment in safe, fit for
purpose condition and being used properly? Checks of training records and logs to make sure
staff have received approved training, has it been effective? and to gauge if any extra training
is required.

A health and safety management system will become obsolete, if neglected, and corrode into a
system of “the way we’ve always done things here”. Technologies, equipment and materials
are always changing and advancing. They can bring changes to working practices and thus
bring new hazards. Reviewing is an ongoing process, and must be aware of any changes to
legislation and regulatory requirements. Health and safety must be placed on the agenda of any
meetings or team briefings as it is an effective way for stimulating reviews of its effectiveness.
Sometimes it is not the complete health and safety system that is reviewed e.g., a review date
is included in all risk assessments, which means that these will be reviewed regularly and
appropriately updated. Reviews are also carried out after an incident related to health and
safety.

The individuals who are involved with managing the health and safety system should have
involvement in the review, from the “top to bottom” to collect as much information as possible
e.g., interviews, documentation and observation. They constitute the ‘feedback loop’ that
enables the workplace to reinforce, develop and maintain its ability to reduce risks and to ensure
the health and safety management system continues to be effective to the fullest possible extent.

Training

Training definition: The action of teaching a person or animal a particular skill or type of
behavior.

Training is one of the highest-leverage activities an employer or manager can perform,

“Hire for Attitude, Train for Skill”.

Training gives employees the essential knowledge and skills that they need to do their job.
Effective training saves labor by not wasting time spent on problem-solving and saves money
in the long run by producing better workers in the workforce. Job satisfaction generally
increases and self-esteem improves when employees have a better understanding of the
workings of the workplace. Training provides positive attitudes and also enhances morale
among the workforce and loyalty to the employer. Workers who believe their employer offers
excellent training opportunities are less likely to leave their jobs within a year of training than
employees with poor training.

Training identifies and gives clarification the roles and duties which are appropriately assigned
to the employer and the employees.

Individuals who have a combination of training, skills, experience, knowledge and has the
ability to apply and perform them, may be appointed as safety representatives.

All employers have a duty under the health and safety to all employees under the Health and
Safety, Welfare at Work Act 2005 to provide training on health and safety to all employees.
Under the act employees have a duty to attend training.

Training in health and safety is very important to provide and promote a safe work environment
and implement safe work practices “see it, sort it”. Training equips employees with the attitude,
skills and knowledge to operate equipment safely, carry out safe work practices, identify
hazards and risks and implement control measures and emergency procedures when needed to
eliminate the hazard or reduce the risk.

Training provides for safe systems of work, wearing PPE and reporting hazards and accidents.
It provides employees with confidence in their ability to do their work and take responsibility
for their own and colleagues health and safety.

Staff should be trained in infection control practices and the process of “Donning and Doffing”
i.e., putting on and removing PPE. Training in health, safety and welfare reduces the frequency
and severity of workplace and minimizes accidents, injuries and illnesses. As staff gain skills
in safe work practices, it reduces absenteeism due to injury at work, and reduces employer’s
exposure to claims for breaches in health and safety law.

Staff must be competent and has the knowledge and skills to keep equipment maintained and
in a good state of repair and working properly in order to avoid presenting a risk of injury to
themselves or others. Records of examinations, testing and servicing and maintenance checks
must be kept.

The training needs of staff should be constantly monitored and reviewed to ensure they are
competent in health and safety work practices and procedures. If any unsafe work practices are
detected and health, safety and welfare measures are not followed, the work or activity must
be ceased until they are corrected and safety controls are fully complied with.

Training should be provided on induction in a new job or workplace, on being promoted to a

different position, transferred to a new department, on introduction of new equipment,
technology or following an incident where new health and safety procedures are required.
In healthcare settings, training has to be provided on an ongoing basis in infection prevention
and control, first aid, safe patient handling, MAPA, SOVA, handwashing technique, 5
moments of hand hygiene and fire safety.

As part of health and safety procedures, it is policy all staff working with vulnerable adults and
children have to be Garda vetted.

To keep staff informed of current health and safety policies, and any change to systems of
work, the provision of ongoing refresher training courses are implemented.

Policies, training, development programs and workshops must be put in place to raise
awareness of bullying and discrimination in the workplace e.g., bullying and harassment in the
workplace, equality and diversity awareness, relationship skills and communication training.

Principles & Procedures of Good House-Keeping in The Workplace.

Good housekeeping is the foundation of a safe, healthy and pleasant workplace. It sounds
simple, and it is. Good housekeeping is one of the best ways to keep workplaces safe, yet in
these days of increased workloads and tighter timelines its extremely easy to neglect good
housekeeping, sometimes with disastrous results.

Over 30 percent of accidents that occur in the workplace are due to slips, trips and falls, which
can put employees out of work for weeks, reducing productivity and decreasing the morale of
the staff. It is clear then that good housekeeping is vital for the health and safety of any
workplace.

Examples of accidents caused by poor housekeeping are: Slipping on spilled substances, wet,
greasy, dirty surfaces ; Tripping over loose objects on the floor, platforms, stairs; Being hit by
falling objects from high shelves, and being cut or stabbed by sharps.

Good housekeeping benefits the both employers and employees alike. If done effectively it can
eliminate some hazards in the workplace and get a job done properly, and importantly safely.

Some examples of the benefits of good housekeeping are :

The elimination of clutter, which is a common cause of workplace accidents, such as slips, trips
and falls, and fires and explosions. It can also give more effective use of space;

Improved control on the inventory of materials and tools; The reduction of harmful materials
e.g., dust and vapors entering the body; more hygienic conditions in the workplace leading to
improved staff’s health;

Reduction on property and machinery damage, clean up and maintenance will be more
efficient.

The improved and orderly look and feel of the workplace will reflect a well-run business, it
will give a good impression to all that enter it. It will also boost staff morale and wellbeing.
The workplace will be comfortable, neat and pleasant, not a dangerous chaotic mess.

There are still many signs of poor housekeeping in workplaces everywhere today, as some
employers think it’s a waste of time: Poorly arranged, untidy and cluttered areas, improper and
dangerous storage of materials; Dirty, wet, greasy, floors and surfaces, spills and leaks;
Blocked exits and aisles, broken damaged materials, and unwanted, excess damaged, obsolete
items not properly removed and disposed of.

Put simply, Good housekeeping is a matter of keeping the workplace clean and tidy. This must
be a priority to maintain a safe and healthy workplace.

Effective housekeeping is an ongoing operation and should not be hit-and-miss, with the
occasional clean-up done. Periodic, spur of the moment or so called “panic” clean-ups can be
very costly and ineffective in the reduction of accidents.

Good housekeeping standards must be set in the workplace. It is important that they are clear,
objective and attainable. These standards, should make work easier, healthier and safer in the
workplace. Team work is essential in good housekeeping, so it is very important that all
employees are involved in setting standards. If employees come across any signs of bad
housekeeping, its good if they implement the “see it, sort it” mentality, that can eliminate a
hazard in their workplace.

Measures must be taken to how well all the standards are met, and their effectiveness
monitored. The introduction of the use of checklists can aid in the systematically measure
housekeeping. Good housekeeping procedures must be put in place and implemented.

The law, requires employers to provide safe systems of work that are planned, organized,
maintained and performed, these are a set of procedures to which work must be carried out,
must be followed.

All work areas are to be kept as clean as possible. A clean, tidy, attractive work area in the
workplace sets the tone in which the work is enjoyed by its staff. It encourages clean and tidy
work habits in staff. It helps in the reduction of fatigue. It promotes a healthy relationship
between staff and management. Morale is lifted amongst the workers, which is reflected in the
quality of overall production and efficiency;

Smoking, eating or drinking in the work area of the workplace should be strictly prohibited
where toxic materials are handled. The eating area should be separate from where the work
area is.

Aisles and entrance areas must be kept clear at all times and should not be used for temporary
“overflow” storage, Importantly exits must also be kept clear of any obstructions, to ensure that
everyone can safely escape from the workplace in the event of fire or any other emergency;

Floors and walkways must be kept clean, dry, maintained, in good condition and clear of any
debris, and any slippery conditions eliminated. Absorbent materials such as floor mats can be
used in functional areas to remove dirt and moisture from the bottom of footwear. Dusty areas
including places that may be normally overlooked e.g., overhead, must be frequently,
vacuumed or wet swept/cleaned;

Items in the workplace must be safely stacked and stored e.g. hoists, wheelchairs, bed linen,
continence wear, dressings. Storage of all materials used for work, e.g. paper products,
flammable liquids, chemicals, cleaning products, bleaches in approved clearly labeled
containers in only specific designated areas. All storage containers that are outdoors must have
lids that are adequately closed;

Provide an adequate number of litter bins for clients, visitors and employees and proper use of
approved containers for recyclable waste, and biological waste. Staff must be trained in the
safe use and disposal of sharps;

Sprinklers, fire alarms and fire extinguishers must be kept free from obstruction and regularly
serviced. Training on fire safety must be provided to all staff in the workplace.

Spillages and any type of leak must be cordoned off, adequate wet floor signage put in place
as part of the cordon system, until properly cleaned and dried up.

All lighting fixtures and sources must be kept clean and clear to significantly improve essential
lighting efficiency in the workplace. Stairways, corridors and aisles are also important to be
well lit in the prevention of accidents and maintaining a safe work environment;

It is a safe policy to announce or knock and unhurriedly open the door of any walk-in area used
for storage that leads directly into a location with high-traffic;

Compressed gas cylinders e.g., helium, carbon dioxide should be stored, restrained securely
and standing in an upright position with valve caps on. Flammable liquids must be stored
properly in sealed containers and placed in a designated area appropriate for the different
hazards that they may pose;

Employers must provide safety signage where there may be significant risks to employees and
others in the workplace. Safety signage is also for those who may be operating equipment that
may have a requirement for verbal and/or non-verbal communications. All signage where
required must be clear and not obstructed;

Proper good housekeeping order is always maintained and not achieved. A good housekeeping
program identifies and allocates responsibilities for the following: cleaning up during the work
shift, day to day clean-up, unused materials removed, inspections to ensure that the cleanup is
completed.