Managing Safely March 2024

Safely Managing

How seriously should you take security?

The subject of workplace security seems to get a lot more attention in the United States than it does in Canada. Perhaps due in part to the events of Sept. 11, 2001, an entire industry has grown up providing help to organizations seeking to protect themselves from threats real and perceived.

Before brushing it off as strictly an American thing, however, it may be worthwhile to take a closer look at workplace security from a Canadian perspective — or more specifically, from your perspective.

Doing so can be justified by a simple question: What have you got to lose?

In some quarters, workplace security policies focus primarily on protecting information and physical assets from damage or theft and employees from violence.

A better approach is to take a wider view, incorporating the whole gamut of health and safety with a policy aimed at maximizing efforts to keep everyone and everything in the organization safe from harm.

Ensuring the safety and well-being of employees should be a primary objective of workplace security. By implementing security measures, organizations can reduce the risk of accidents, injuries and incidents that could harm employees. This fosters a sense of trust and promotes a healthy work environment, leading to increased employee satisfaction and productivity.

As noted above, the process of developing a comprehensive security policy begins by gaining an understanding of what you stand to lose by not having one.

Start by conducting a thorough risk assessment of your workplace.

Identify potential hazards, vulnerabilities, and security gaps that could compromise the safety of employees and the security of your assets. This assessment should cover physical security, information security, and emergency preparedness. Evaluate factors such as access control, surveillance systems, cybersecurity, and emergency response protocols.

Based on the findings from the risk assessment, develop the policy. This should outline the guidelines, procedures, and protocols for maintaining security in the workplace. It should cover areas such as access control, visitor management, data protection, incident reporting, and emergency response. Ensure that the policy is clear, easily understandable, and accessible to all employees.

Additionally, consider implementing visitor management protocols to monitor

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Safety Meeting:

devices

and control external access to the premises.

Implement physical security measures to protect your workplace and assets. Install surveillance cameras in strategic locations, ensuring they cover entrances, exits, parking areas, and other critical areas. Adequate lighting should be maintained, especially in parking lots and isolated areas. Consider installing alarms, intrusion detection systems, and panic buttons to alert security personnel or emergency services in case of any threats or incidents. Weapons detection hardware is available that can help drastically reduce the chance of guns or knives being bought into your premises.

Asset protection is also paramount. Businesses have valuable physical and digital assets that need to be protected. Workplace security measures such as access control systems, surveillance cameras, and alarm systems help deter theft, vandalism, and unauthorized access to company property, equipment, and sensitive information. Protecting these assets helps maintain business continuity, prevents financial losses, and preserves the organization’s reputation.

Many organizations deal with vast amounts of sensitive and confidential information. Workplace security measures, such as firewalls, encryption, and employee awareness training, help protect this data from unauthorized access, breaches, and cyber-attacks. Safeguarding data is crucial to maintaining client trust, complying with legal and industry regulations, and

avoiding financial and reputation damage.

Your security measures need not be contained in one large document. Indeed, it might be better to break them down into individual components, such as:

Access control. Guidelines for controlling access to the workplace and specific areas within it. It may include procedures for issuing access cards or badges, visitor management, and restrictions on unauthorized access.

Information security. Addresses the protection of sensitive data and information assets. It defines acceptable use of technology resources, password requirements, data classification, encryption protocols, and guidelines for handling and sharing sensitive information.

Acceptable use. Guidelines for the proper use of technology, including computers, networks, internet access, and software.

Incident reporting and response. This establishes procedures for reporting and responding to security incidents, such as data breaches, physical security breaches, or suspicious activities. It outlines the steps employees should follow when they encounter or suspect a security incident.

Physical security. Outlines measures to protect the physical premises, including guidelines for access control systems, video surveillance, alarm systems, and visitor management. It may cover procedures for reporting security breaches, handling keys or access cards, and conducting security patrols.

Protecting physical and digital assets helps maintain business continuity, prevents financial losses, and preserves the organization’s reputation.

Data backup and recovery. Defines procedures for regular data backup, storage, and recovery to ensure the availability and integrity of critical business information.

Employee training and awareness. Emphasizes the importance of security awareness training for employees. It may outline requirements for regular training sessions and education on topics such as phishing, social engineering, and safe computing practices.

Remote work. Addresses the security requirements and guidelines for employees working outside the traditional workplace. It may cover topics such as secure network connections, the use of VPNs, data protection, and best practices for securing remote devices.

Emergency response plan. This outlines procedures for responding to emergencies, such as fires, natural disasters, or medical incidents. It includes evacuation routes, designated assembly points, communication channels, and the responsibilities of designated emergency response teams. Implementing effective access control measures is crucial for workplace security. This can include measures such as key card systems, biometric authentication, or security personnel monitoring entry points. Limit access to sensitive areas and ensure that only authorized personnel can enter. Regularly review and update access privileges as employees join or leave the organization.

The knees need precautions too

Knee injuries often are associated with sports and recreational activities, but they also are common in many work environments.

The human knee is much more than a simple hinge in the leg. It is a complex structure supporting most of the body’s weight, allowing us to stand, walk, run, climb stairs, kick, crouch, sit and stand up again.

Knee injuries often are associated with sports and recreational activities, but they also are common in many work environments. They can be very painful and debilitating for workers, and costly to employers.

In the workplace, knees can be used to operate controls, hold objects or kick them into place, and serve as a support when kneeling. Workers in some occupations, such as carpet layers, roofers and low-seam miners, can spend most of their time on their knees.

The causes of knee injury can be classified as traumatic (resulting from such things as a fall, sudden impact and severe twisting) or cumulative (resulting from repeated or sustained actions).

Other contributors to knee problems include:

• Progressive ailments such as osteoarthritis.

• Infections of the various knee components.

• Excess weight.

• The aging process.

Each knee is comprised of the three main leg bones — femur, tibia and fibula — plus the kneecap (patella). Cartilage lubricates movement of the bones where they meet, and along with fluid-filled sacs called bursa, cushion impacts to the knee. Wear or damage to the cartilage

or bursa are the origin of many common knee injuries.

Large ligaments hold each knee together, and tendons attached to the bones allow muscles to extend and flex the lower leg. If the tendons or ligaments become weak or damaged, the bones can become misaligned, leading to pain and injury when weight is applied. Damage to the tendons and ligaments are common in many athletic and workplace injuries. Depending upon the tasks and work environment, there are numerous strategies for reducing the risk of common knee injuries.

Ergonomics can play an important role. Fitting the task to the worker is its objective, and this can be achieved by raising the task, if possible, to eliminate kneeling or squatting. Use of specialized chairs, stools and other supports also reduces direct pressure on the knees. Proper lifting procedure (including

team-lifts and mechanical aids) is another way to minimize strain.

Here are some more tips:

• Wear appropriate personal protective equipment (PPE) such as kneepads and supportive footwear (walking or prolonged standing on hard surfaces can transmit shock to the knee).

• Use portable cushions and antifatigue floor matting.

• Avoid shocks to the knee caused by jumping off vehicles or other objects.

• Avoid sudden twisting, stopping or changing direction while walking.

• Move and change work position frequently. Static postures for long periods decrease the flow of blood and nutrients to tendons, ligaments, cartilage and bursa.

While preventing knee pain is not always possible, there is another factor that individuals can control: their overall physical condition. Excess weight puts added strain on the joints. Weak muscles (quadriceps and hamstrings) that are supposed to support the knees can benefit greatly from balance and stability training.

Maintaining a proper weight and regular exercise are the keys here, but in the latter instance, care should be taken to make sure it’s appropriate. If you have osteoarthritis, chronic knee pain or recurring injuries, you might need to change the way you exercise. Consider switching to swimming, water aerobics or other low-impact activities.

ManagementTips

Complacency has its warning signs

Being complacent at work, also known as being in “auto-pilot” mode, can increase the risk of injury on the job, regardless of a person’s age or experience level.

Complacency usually is an unintentional byproduct of worker habits as well as being ill-informed about safety policies and procedures.

It’s a major cause of unsafe acts, which research consistently shows result in far more incidents than do unsafe conditions. Complacency at work can cause critical errors that increase the probability of injury, from not having your eyes or mind on the task, walking into the line of fire, or losing your balance, traction or grip.

Warning signs of complacency can be quite evident, and often come in the form of close calls.

Whether it’s the result of spending too much time on a task or getting too comfortable with a daily routine, everyone can make an effort to prevent complacency risks.

Although no one knows you better than yourself, complacency could mean you don’t see the dangers right in front of you. To stay safe, you must learn to spot the signs of complacency in yourself, such as missing steps in work processes, dissatisfaction with your work and/or lack of motivation.

Since it can be difficult to recognize these signs in yourself, you should also learn to spot them in your co-workers. The more you see these signs in others, the easier it might be to see them in yourself. In addition to the above signs, look for:

• Changes in attitude.

• Noticeable increase or decrease in communication.

• Tardiness for meetings or shifts.

A good first step toward dealing with your own complacency might be to

shed the false belief that because of your experience, you cannot have an incident.

Take hazards seriously. No matter your skill level, your senses should always be finely tuned to each situation and what could go wrong.

Remember also that a false sense of security can be the result of poor training and following bad practices, which leads to accidents.

Here are some more simple steps to regain and retain focus:

• Ensure that you follow all safety policies and procedures when performing workplace tasks, even if it seems tedious.

• Recognize and dismiss distractions.

• Look for improvements in your routine or the way you approach your tasks.

• If possible, consider changing some elements of your schedule for the day; it could help keep you from going on auto-pilot.

• Do not delegate work to someone else on the team who is not fully trained or qualified.

• If a job hazard analysis (JHA) or other pre-work hazard assessment is required, do not skip this step. Every project might have unique risks and it’s important to identify them before work begins.

• Participate in the hazard reporting process. If you see a hazard you can correct immediately, fix it.

• If regular inspections are required on tools, equipment, or machinery, make sure to participate, take your time and be thorough.

• If there’s a checklist for a task, use it. If you would benefit from a checklist, create one or ask for one.

• In addition to getting yourself engaged, find ways to do the same for your co-workers so you are all working safely. Offer to help your co-workers with a task, and point out any apparent risks.

Use jack stands and blocks properly

Repair or maintenance on a vehicle or powered mobile equipment often requires getting underneath it. Safe practice dictates the use of jacks and blocks to secure the vehicle or equipment safely — but the use of jacks can be hazardous if not done correctly.

This can be a violation of occupational health and safety regulations that outline measures and procedures required for preventing an elevated vehicle from falling.

A worker in Ontario was replacing a tire on an excavator using two jacks to lift its rear. There were no other stands supporting the vehicle. While he was underneath, the excavator tipped off the jacks, fatally crushing him. The company and its president pleaded guilty to failing to ensure that the excavator was securely and solidly blocked to prevent it from moving or falling on the worker.

The court fined the company $75,000 and the president $10,000

In another Ontario case, an employer was penalized $50,000 after a worker was seriously injured while repairing the brakes on a motor home. The court also imposed a 25 percent victim fine surcharge as required by the Provincial Offences Act. The motor home, about 60-70 feet long, was parked behind the shop on a concrete pad sloping slightly downwards. Rubber chocks were placed in front of the front wheels to prevent the vehicle from moving forward, but nothing was placed to prevent it from

moving backwards.

To temporarily elevate the motor home, the worker drove the vehicle onto four 4x4 wooden blocks. He proceeded to grease the underside of the vehicle, while a co-worker stood beside it, passing tools and equipment.

After this, the worker used an oxygen/ acetylene torch to heat up a clevis pin on the brake system to release the seized brakes. When the brakes released, the motor home rolled backwards over the wooden blocks, onto the worker, who was seriously injured.

A section of the province’s Regulation for Industrial Establishments requires that machinery, equipment or material that is temporarily elevated under which a worker may pass, or work, must be securely and solidly blocked to prevent it from falling.

To ensure safe use of jacks it is essential to determine the weight of a vehicle or equipment before jacking it up and then choose jacks that can safely support that weight. Check the manufacturer’s instructions and labels on the jacks themselves to confirm their capacity. Most jack stands must be used in pairs to achieve their rated capacity.

Here are some more important precautions:

• Follow the manufacturer’s instructions for using the jacks safely. If the instructions aren’t available, contact the manufacturer or get written instructions from an engineer.

• Ensure that jacks are assembled and used by qualified workers.

• Visually inspect the jack before each use by checking for abnormal conditions such as cracked welds, leaks and damaged, loose or missing parts. Don’t use a jack that’s damaged, worn or operates abnormally. Any sign of hydraulic fluid leakage is sufficient reason to remove the jack from use.

• Make sure jacks are placed on solid, level ground. If the ground is soft, ensure the jack is supported by a block.

• The lifting end of the jack must press against a solid part of the load or be correctly fitted into the lifting points indicated in the jacking instructions, which may be found on vehicle or equipment decals or on the jack itself.

• Check the lifting points and the lift adapters for damage or corrosion that may affect the support of the vehicle, and for wet, oily, or slick surfaces that may cause slippage.

• Use axle stands, blocks or ramps to support the load securely once it’s up. Don’t use cinder blocks or concrete, which could crack under the weight.

• Once suspended, vehicles and equipment should be properly immobilized, blocked or secured against accidental movement.

Disorder caused by tool vibration

Raynaud’s phenomenon – sometimes called Raynaud’s syndrome or disease –is a disorder of blood circulation in the fingers and toes, and less commonly in the ears and nose. There are several causes, one of which is hand-arm vibration.

It is primarily a concern for workers who handle tools or equipment such as pneumatic drills, jackhammers, chipping hammers, riveting tools, impact wrenches, pavement-breakers, gasolinepowered chain saws, electric tools and grinding wheels, especially in pedestal grinders.

Symptoms usually include cold fingers or toes, tingling or numbness, stinging pain, and colour changes in the skin.

If you have light skin, the colour changes may progress from white to blue to red. If you have dark skin, Raynaud’s may make your skin in the affected area look paler.

The Canadian Centre for Occupational Health and Safety recommends workers with Raynaud’s take precautions:

• Dress in layers for cold weather.

• Wear gloves when working in cold water or reaching into a freezer.

• Massage and exercise your fingers during work breaks.

• Use only well-maintained and properly operating tools.

• Hold vibrating tools as lightly as possible. Let the tool do the work.

• Rest vibrating tools on a support or work piece when possible.

If symptoms become severe, you should schedule a visit with your health care provider.

Responding to impairment

Employers and supervisors should develop clear policies of what is considered impairment in the workplace, how impairment will be investigated and provide training to workers.

Responding to situations of impairment should be done fairly and without judgement.

If there is an observed impairment, employers or supervisors should take steps to address unsafe situations and control the hazard, such as not assigning activities to a worker or not allowing them to continue working.

Contact emergency services immediately if there is a crisis or medical emergency.

Employers can address impairment in the workplace by:

• Identifying and assessing hazards.

• Identifying controls to prevent impairment in the workplace.

• Developing safe work procedures.

• Investigating and documenting incidents.

• Supporting workers.

Don’t let nearmisses slide

Most workplace safety incidents can be predicted by near-misses. It has been estimated at about 75 percent are preceded by one or more near-misses. The difference between a near-miss, or close call, and a serious injury might be a centimetre or a split second of time.

One of the biggest problems with near-misses is that employees tend not to report them. They should be taken seriously and reported immediately. Point out that the sooner a safety problem is brought to management’s attention, the sooner you can find out what’s going on and take action to prevent someone from getting hurt the next time the same thing happens.

Taking shortcuts is a choice

The decision to take a shortcut can be influenced by many different factors, but it’s a conscious choice, nonetheless. It is important for workers to realize this fact.

Encourage them to take these steps:

• Do not take the easy way out. Take the time and energy to perform tasks correctly. Make it a habit to follow safety policies and procedures.

• Help set up the expectation that shortcuts are unacceptable when it comes to safety. If coworkers see you taking shortcuts, they are more likely to do so themselves.

• Realize that shortcuts affect more than just you. They can result in negative impacts on production, and cause property damage as well as injuries.

• In facing a perceived time pressure, evaluate whether it is a self-imposed pressure. Many times, individuals put pressure on themselves to perform a task faster when there is no real outside pressure to get a work task completed.

• Plan work tasks well ahead of time so the necessary tools, training, personnel, safety equipment, time, etc. are available.

SafetyMeeting

Mobile devices in the workplace

Personal mobile communication devices can be dangerous in the workplace. Like other distractions, such as horseplay and interruption by co-workers, smartphones and tablets can cause loss of focus on the task at hand.

They also can expose an employer to threats from hackers and noncompliance with security measures.

Distracted driving is a leading cause of workplace fatalities, and mobile devices are the biggest source of distraction. Text messaging, talking and game-playing can interfere with a person’s spatial awareness, recognition of hazards and operation of dangerous equipment.

Also, studies show that certain cell phone batteries have resulted in fires and explosions.

It doesn’t take a genius to distinguish tasks where texting isn’t particularly hazardous from those in which being distracted, even for a moment, could cause major injuries and property damage.

However, even in a non-hazardous situation, sending and receiving personal text messages and performing other phone-based activities not only takes your focus off job tasks, it also takes time that should be spent doing what you are getting paid to do. If cell phone use is prohibited at your workplace, hiding in closets or storage areas and frequently visiting restrooms to use a smartphone is still a policy violation for which you could be punished.

Leaving your workstation unattended to use your phone is also a bad idea.

Most organizations have restrictions regarding smartphone use. It is your responsibility to know how your employer’s rules apply to you and always follow them accordingly.

Even if no published rules exist, attempting to use your phone for texting, updating social media or even checking the weather while performing any type of hazardous job function or driving is just plain dangerous and should not be attempted.

Taking proper precautions will depend on the nature of your work and the policies established by your employer, but here are some typical guidelines to avoid the negative aspects of mobile device use on the job:

• Never use your device while you are doing anything that requires

your full attention, such as operating a tool, machinery, equipment, or vehicle, or receiving work instructions or safety information.

• Wait until your lunch or rest break to use your device for personal calls or activities. But only use it in specially designated safe work areas, such as a site trailer or break room.

• Never use a mobile device near flammable fumes or liquid, or when you’re in a flammable environment.

• Unless it’s needed as part of your job, turn off your mobile device completely when you’re working. The ringer could startle you or a co- worker.

• Let your calls go straight to voicemail when you’re working. You can listen to them at a more convenient time.

• If an urgent personal matter requires you to keep in touch with someone, such as a family member, tell your supervisor and work out a plan that lets you do it safely.

• If you need to access important workrelated information on your device, stop working, inform your supervisor, and move to a safe work area.

• It takes “two to text,” so if you are the person on the receiving end of prohibited or unsafe texts being sent at work, don’t respond. Let them know that texting at work is unsafe and inappropriate.

Mobile devices in the workplace

The Quiz

These questions are meant to help you remember what was discussed today — not to test your patience or challenge your intelligence. The answers are at the bottom of the page. Cover them up, and complete the quiz as quickly as you can.

1

Mobile communication devices can cause loss of focus on the task at hand.

True False

2

Are mobile devices a main cause of driving distraction?

Yes No

3

Which of these should not be done with communication devices at work?

A. Taking time that should be spent doing what you are getting paid to do.

B. Leaving your workstation unattended to use them.

C. Using them while doing anything that requires your full attention, such as operating a tool or machinery.

D. All of the above

4

5

6

Using a smartphone in non-hazardous work situations is never a problem.

True False

Which of these are ways to avoid the negative aspects of mobile device use on the job?

A. Wait until your lunch or rest break to use your device for personal calls.

B. Never use a mobile device near flammable fumes or liquid.

C. Let your calls go straight to voicemail when you’re working.

D. Unless it’s needed as part of your job, turn off your mobile device completely when you’re working.

E. All of the above

Do you consider your workplace’s approach to safety more reactive than proactive?

Yes No

Don’t Know

ANSWERS: 1. True, 2. Yes, 3. D., 4. False, 5. E., 6. Your answer

Managing Safely is published monthly by Smart Workplace Inc. All rights reserved.

© 2024. No part of this publication is to be copied without permission from the publisher.

Publisher: Stefan Dreesen

Editor: Bryden Winsby

H&S Communication Specialists:

Alan Haycroft | Liz Slobodin | Kevin Harvey

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Hold These Thoughts

A study published in the Journal of the Association for Consumer Research suggests that the mere presence of your phone can lead to diminished cognitive capacity. Study participants were given tests targeted towards measuring attention and problem-solving abilities while their cell phones were in one of three places: on their desk, in their pocket, and in another room.

Participant cell phones didn’t receive any notifications during the testing process. Those who had their phone in sight during testing performed worse than those with their cell phones in their pockets. Furthermore, participants who kept their phone in another room completely scored better than the other two groups. These results suggest that our attention is more divided the closer we are to our phones.

Other studies have found that walking and using electronic devices can cause injury or death. Pedestrians using cellphones often did not notice objects or people in their path.

Research also identified a type of preoccupation called “inattention blindness,” meaning a person can be looking at an object but not register what it is.

The good news is that smartphones can contribute to safety at work. Common examples:

• Summoning help when working alone or in isolated locations.

• Alerting workers to emergencies and changes in plans.

• Trip planning and verifying weather and driving conditions.

• Reducing stress by staying in touch with family members and friends.

• Accessing safety information and recording safety incidents.