Risk Assessment And WHS Procedure Implementation Tasks

Task 1: Complete a risk assessment

The risk assessment of business organisations would consist of two actions. The first action would be recognizing the risk and their potential effects in the table below. This would be followed by analysis of the risk on the matrix.

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Potential hazard

Who is at risk?

Existing control measures

Preventative measures

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Responsibilities

Third party discrimination

Ill-treatment of fellow employees and customers cause risk to market image of the business organisations.

Proper diversity and customer management strategy in place under the stewardship of senior managers

1. The employees having previous records of third-party discrimination should be offered training on managing co-workers and customers.

2. The floor managers should be stationed in different sections of the store.

3. The store managers should attend to the customers’ needs if the sales personnel are not successful in satisfying them.

4. The managers should ensure ensure that the sales personnel do not ill-treat any co-worker or customer.

5. Appropriate steps must be taken by the manager if any staff ill-treat customers and co-workers.

6. CCTV cameras should be installed at specific points so as to cover the entire floor space and any unwanted actions viewed on the security screen has to be addressed immediately.

The floor managers and the senior managers.

Slip and fall accidents

The customers and employees who fall.

 1. Floor should be kept dry and clean at all time.

2. Appropriate lighting and CCTV coverage.

1. CCTV coverage.

2. Floor managers to take appropriate steps if someone trips.

3. Available fast aid and medical assistance facilities.

4. The floor surface should be a bit roughened to minimize customers and employees from tripping.

5. The cleaning staff should readily clean and dry any spillage on the floor.

Floor managers and hierarchies upward.

Risks due to quality of products

Customers, management since low quality products result in loss of customers and hence revenue generation.

1. Strict quality control.

2. Regular taking of opening and closing stock.

3. Proper inventory management using FIFO method.

4. Products over their expiry dates should be removed from display shelves.

1. Customers should be advised to assurance themselves that the products they buy are well within the consumption periods considering the date of manufacture.

2. The billing department should check and mention the expiry date of the products on the invoices.

Floor managers, inventory managers, billing departments and the hierarchy upwards.

Product thefts risks

Management since thefts cause loss of products also cause loss of revenue

1. CCTV camera installed in specific points should cover the entire the floor.

2. Customers should be encouraged to keep their bags at the counter.

1. The customers should be checked while entering.

2. The security personnel should tally the things with the invoice better allowing the customers exit from the premises.

3. The staff should take opening and closing stock. They should tally the figures with the billing department and any discrepancy should be instantly brought to the notice of the manager posted on floor. The manager should escalate the matter to the senior managers.

4. The employees should provide proactive cooperation while an investigation in under commencement due to located theft.

Personnel at all levels.

Risk of fire

Customers and staffs

1. CCTV coverage.

2. Fire extinguishers.

3. Floor managers and sales personnel to assist customers.

1. The employees should be trained to use fire extinguishers.

2. Appropriate labelling specific areas especially the area where flammable items like deodorants and oil are stacked.

3. Helpline numbers should be visible throughout the length and breadth of the floor.

4. The electrical wiring should be inspected regularly to locate any defect in the wiring.

5. The defect should be repaired as soon as possible.

6. Appropriate instructions stopping customers from keep away from specific areas like close to switch boards and server rooms.

7. Floor marshals should be present on the floor round the clock.

8. The exit way should be indicated throughout the length and breadth of the floor.

9. The walk ways and passages should be kept clear of any goods or blockage.

Floor managers, personnel.

Terrorist attacks, blasts

Staff members and customers

1. Helpline numbers like police stations numbers should be visible throughout the floor.

1. Emergency control systems should be informed immediately.

2. The security personnel should check every customers to ensure that they do not carry weapons of any type.

Apex management

Financial risks

Management and employees

Appropriate actions by the accounts department

Apex management intervention.

Management

The following are the incidences and the risks involved:

Incidences

Risks

Evacuation of staff and customers

Fire, terrorists, spillage in large amounts.

Security management of cash, documents, equipment, keys or people

Financial risks, security risks human resource risks and legal risks

Handling chemicals and hazardous substances

Fire risks

Workplace accidents

Human resource risks, financial risks and legal risks

Hazard identification and reporting

Risk from fire, explosions, loss of stock and human resources, legal risks

Risk assessment matrix:

CONSEQUENCES

Very high severity

4

Terrorist attacks, blasts

Risk of fire

High severity

3

Slip and fall accidents

Risk of fire

Medium severity

2

Risks due to quality of products

Third party discrimination

Financial risks

Low severity

1

Product thefts risks

 

Low likelihood

1

Medium likelihood

2

High likelihood

3

Very high likelihood

4

 

LIKELIHOOD

The following are the tasks which are completed when conducting a risk assessment at organisation:

Step: Identification of risks:

The first step which is undertaken to assess risks are identification of the risks which are likely to affect either organisations, its supervisors or both. The employees across designations and departments participate in the process. The employees in lower ranks like floor salesmen inform floor managers or any personnel set above them. The management and managers also communicate with stakeholders like dealers and shareholders to identify any additional risks which might emerge in the future.

Step 2: Analysing the liable impacts:

The management along with the departmental heads of organisations analyse the risk to gain information on the severity of the impact on the business and/or the stakeholders. The risk analysis enable the management understand the severity of the risks and take appropriate steps to counteract them.

Step 3: Recording and communication of the analysis report:

The management of organisations record the findings of the risk analysis and communicate it to appropriate stakeholders. The stakeholders include the management, employees, suppliers and government bodies. The management also informs the management of holding company(s) owning them.

Step 4: Evaluating the steps taken:

The management of organisations evaluate the risk assessment steps taken in the light of prevailing situations. They take appropriate actions to bring about the risk assessment steps, if required.

The business organisations take the following steps of risk assessment:

Step 1: Identification of the risks:

The management of the companies have well defined policies of identifying the risks which the former would abide by in identifying the risks. The risk management framework which also covers risk assessment in reviewed annually a high level board. It also involves high level executives like the chief financial officer, audit and risk committee and senior managers responsible for specific outlets or regions. The board identifies risks pointed out by stakeholders

Step 2: Analysis of the risks:

The high level board then analyse the risks identified and their probable impact on the overall business organisation. For example, the risk involves OHS risks, the management analyses who would be at risk like employees, customers and suppliers.

Task 2: Question and answer

Step 3: Recording and communication of risks:

The management record the risk analysis in various like hard copy and soft copy. The body then communicates the findings of the risk analysis to the stakeholders like management of holding companies, if any shareholders and suppliers.

Steps 4: Evaluation of risks:

The management evaluates the risk assessment in the light of the prevailing conditions. The body then takes required steps to bring about the required changes to adapt to the conditions, if required.

The risk assessment operations in organisations involves employees across departments and designations. The employees at lower levels identifies risks and bring them into the notice of the apex management. The apex risk assessment and management committee of the supermarket company consist of senior level executives like chief financial officer and group managing director. This ensures uniform risk assessment standards throughout the different locations of the supermarket chain.

Business organisations should implement preventative measures to manage the risks identified by its risk management committee. The following are the preventative measures which the management must take to management three risks namely, third party discrimination risks, risks of slip and fall and financial risks.

Risks

Measures

Third party discrimination risks

1. The management must provide training to the floor managers and the floor salesmen with diversity management knowledge. The employees should be provided with knowledge about various cultures like Asian cultures and European. This is important considering the customer base in Australia which consists of people from various countries like the United Kingdom and China which have cultures far different from Australia. It can also be pointed out that the same is applicable for the employees and suppliers as well. Business organisations holding high positions in the Australian industry attract employees from different cultural backgrounds. Inappropriate treatments of employees would lead to lack of employee satisfaction and high employee turnover. Moreover employee discrimination is illegal as per Australian labour laws and would attract legal actions towards the organisations concerned. Dissatisfaction among customers can also lead to legal actions towards these organisations. Ill-treatment of employees of suppliers can lead to breach of contracts from the side of the suppliers and cause business losses for the organisations. Thus, diversity management will itself aim to manage discrimination risks. It would in fact tackle two other risks namely, legal risks and revenue risks. 

2. The management should encourage managers and floor salesmen to communicate with suppliers, customers and co-workers. This would pave way for more informal

Risks of trip and fall

1. The management of business organisations should issue strict mandate to the administration department, housekeeping department or any other concerned to abide by the floor security norms.

2. The managers should involve each and every employees in ensuring work health and safety.

Financial risks

1. Restructure financial planning and investment plans.’

2. The firm must promote its products more in the market to counteract the fall in revenue it may lose due to entry of new competitors.

The three new procedures encompassing evacuation of staff, security of cash, handling of chemical hazards, accidents at workplace and hazard identification and recording are:

  1. Maintaining of safe and healthy environment of work within the organisations:

The management of the organisations should ensure safe and healthy work environments within organisations. The managers should ensure that the floor space are free from any any obstructions like files. They must maintain cooperation and collaboration among their team members. This would more collaboration and lead to creation of a healthy work environment.

  1. Proper accounting and key management:

The management and all the departmental heads should maintain stringent methods of management of keys and accounting systems. The files on computers, especially the ones containing financial information should be protected with passwords and accessible by authorised personnel. Similarly, the keys of cash vaults and vaults containing confidential business information should only be under the charge of responsible personnel. The keys should be only handed over only to persons designated by the management or any higher authorities empowered to handle keys. The departmental heads should maintain key registers for routine transfers of keys.

  1. Appointment of floor marshal and regular safety training:

The management of organisations should appoint floor marshal to ensure safety on the floor. The floor should conduct safety training sessions with the employees to boost their safety management skills. This would enable the employees secure speedy and safe evacuation of the floor in case of any fire. The trained employees would also be able to assist the customers and employees of suppliers to evacuate the floor safely, thus ensuring minimum injuries.

Task 3: Action plan

The following are the action plans for three new WHS procedures mentioned below:

Potential hazard

Who is at risk?

Existing control measures

Preventative measures

Responsibilities

Areas and team members involved

Time(months)

Training required

Time for review (months)

Maintaining of safe and healthy environment of work within the organisations

Employees, customers and suppliers

1. Restructuring of the safety and health infrastructure.

2 Holding meetings with teams of employees in small groups to know about the WHS issues, if any they are facing.

3. Total inspection of the security aspects like CCTV, lighting, wiring and connections.

.

1. Detections of any issues any area.

2. Taking appropriate actions to tackle these issues.

3. Installation labels indicating areas where employees should not tread without authorisation

Departmental heads

All the departments

6

Y

6

Proper accounting and key management

Management, employees and creditors

1. Restructuring of the existing accounting systems including key registers.

2. Lower level accounts employees should require approval of the departmental heads or any person above the rank to access to vaults containing cash. Similarly, employees of the inventory department, in order to get access to files require approval of their respective departmental heads or any personnel above that rank.

3. The files containing financial information in soft copy format should be protected by a three layered security password. This would inhibit any unauthorised access and loss of data.

1. Files containing financial information in hard copy should be kept in specific vaults which would require digital passwords for access.

2. The entire accounting operations should take place under strict supervision of the chief financial officer.

3. Cheques should be kept in the special vaults once again protected by passwords.

CFO

Accounts department, purchase department and marketing department

6

Y

6

Appointment of floor marshal and regular safety training

Employees, customers and suppliers

1. The management should hire two floor marshals.

2. The floor marshals should hold safety drills with all the employees.

3. The employees should receive safety trainings.

1. The floor marshals should hold simulated trainings like evaluation in case of a mock fire.

2. The floor marshals should ensure proper working conditions of fire extinguishing setups like hose pipes and smoke detectors.

3. The floor marshals should also collaborate with personnel involved in activity 1.

Floor marshal

All the departments

3

Y

6

A team meeting would be performed according to suitable time. The meeting would include discussion about the new WHS outlined above.

Explanation of the WHS procedure mentioned above:

The new WHS procedure would aim to reduce the rate of risks prevailing with the organisation. The first measure, maintaining a safe and healthy work environment will boost employee collaboration in risk management and strengthen the process. Proper maintaining of cash under the supervision of CFO, the second measure would result in financial risks and risks from thefts. The appointment of floor marshals would result in better management of risks on the floor.

Change(s) in the WHS:

The only change in the WHS procedures mentioned would be addition of data theft security to the scope of risk management mentioned above.

Change(s) in hazard identification, risk assessment or reporting:

The departmental heads would submit quarterly risk reports of their respective departments in additional to submitting of annual risk reports. The accounts departments would have to in addition submit monthly financial risk report to the management.

Input from members:

The members of all the departments and all designations should give their respective output in the risk management measures.

Implementation of ideas of teams in WHS procedures:

  1. The team members should brainstorm on the risk management ideas which can be implemented in the company.
  2. They must submit individual reports with their managers.
  3. The managers should hold meetings on the newly suggested risk management methods.
    4. The management can decide to incorporate some of the policies.

Time of rolling out new WHS policies:

The management can roll out new risk management policies to members at the beginning of account periods.

Compliance with new procedures with WHS legislations:

The new procedures should be applied in the lines of the laws like Work Health and Safety Act 2011. This would ensure compliance of the former with the latter (Legislation.gov.au. 2018).

Access to documents:

The employees can gain access to documents from the employee portal by inputting their official login ids and passwords.

Training requirements of team members:

The team members would be given training.

Organisations of team meeting:

A risk training would be organised for the employees and power point presentations would be used.  The team meeting would be conducted in presence of teams of employees in small groups.

You must complete the following tasks for this assessment

Have you completed this task?

Yes

No

Organised and distributed agenda.

Y

Explained three new WHS procedures.

Y

Used oral communication skills to explain WHS procedures and information on safe work practices.

Y

Consulted with staff about new WHS procedures.

Y

Listened to and used team feedback to identify ways to improve WHS procedures.

Y

Provided an opportunity for staff members to contribute their views on current and future WHS management practices.

Y

Outlined how and when the new WHS procedures would be rolled out.

Y

Explained how the new procedures comply with WHS legislation or industry codes of practice/standards.

Y

Explained any training that team members will undergo for the new procedures.

Y

The team members initially had issues regarding the complexities of the risk management. They were explained all the procedures in detail and were served copies of risk management brochures.

The issues could be overcome by continuous risk training and counselling of employees.

The new risk management procedures comply with the legislations in power in Australia and the individual states.

Issues identified

Steps taken

Lack of awareness

Training

Lack of confidence

Counselling

Task 4: Communicate new procedures

The management was provided with the entire training process, the issues encountered and the steps taken to control them.

The plan of risk taking was altered. The training sessions were held with small groups of employees to ensure better understanding of the risk issues and enable proper training.

The consultative processes were effective in ensuring better risk management in the organisation. The risk management processes would be improved in the future as per the prevailing conditions.

The safety procedures would be implemented throughout the organisation across departments and designations. The departmental heads would be accountable for proper implementation of risks within their individual departments.

The departmental heads would monitor the implementations of the risk management in the lines of the three new WHS procedures mentioned above.

The departmental heads should take stringent actions to deal with non-compliance of WHS policies, safety legislations and actual safety work implemented.

The departmental heads would observe the risk implementation processes among employees and plan to give them any further training required.

The existing procedures are effective in present situations and would enhance the risk management in the firm. The management in consultation with the floor managers and departmental might recommend changes in the procedures in the future.

The following are the actions which have to be taken based on the result of monitoring:

  1. Training of employees.
  2. Counselling to deal with their fear and insecurities pertaining to WHS.

The management of the firm along with the floor managers, departmental heads and floor marshals would require forming timelines to train the employees and monitor them on continuous basis.

It has been observed after monitoring the WHS that the employees of the suppliers and customers show utter lack of cooperation with the employees. This makes implementation of WHS policies in the company difficult.

The departmental heads enable monitoring and maintaining of health, safety and security of personnel.

The area of WHS to be dealt with in this section would be training of employees of customers.

The proficiency of the employees in guiding the customers and employees of the suppliers would observed.

The observations would be documented and training needs of the customers, especially the old customers and supplier employees would be recommended. The observations would be submitted with the management to implement appropriate to gain their cooperation in risk management.

The trainings of employees of suppliers and representatives of the business customers would be initiated in an organised way.

The two possible providers for the training needs would be the floor marshals. The firm in addition may hire an external risk management firm to train its employees. As far as the costs of training are concerned, the floor marshals, being employees would receive additional salaries for offering the trainings. The cost of training by consultants would be depend on the amount mentioned in the contracts. The floor marshal and the external consultants would hold the training sessions within the premises of the company or any other venue as per discussion with the management.

Task 5: Question and answer

The training sessions would take at least six months to complete taking the large numbers of employees, customers and the suppliers in account.

The training has improved employees’ work practices to a great extent. This is evident from the proactive participation of theirs in operating in ways which risk can be minimised. The second aspect which shows improvement in risk management among employees is that they bring into the notice of superiors any potential risks they identify.

1. WHS consultation form: Attached

2. Hazard identification form: Attached

3. WHS incident/accident notification form: Attached

4. Risk control forms: Attached

5. Training action plans: Attached

The conventions to be followed during filling the attached form are compliance with the legislations and policies of the company.

The legislations pertaining to WHS laid by the Government of Australia and the respective states were taken into account while completing the previous tasks.

The number of accidents and/or injuries would be taken into account to see effectiveness of the WHS procedures.

The WHS documents should be referred to on regular basis to check effectiveness of WHS procedures.

First, the responsible personnel would be spoken too and mailed officially about their slackness. Secondly, if they do not cooperate, the matter should be escalated to the higher authorities.

All the documents should be created and stored in typed soft copies for employees to read them.

References:

Legislation.gov.au. 2018. Legislation.gov.au. [online] Available at: https://www.legislation.gov.au/Details/C2017C00305 [Accessed 4 Oct. 2018].

Sustainability.wesfarmers.com.au. 2018. Sustainability.wesfarmers.com.au. [online] Available at: https://sustainability.wesfarmers.com.au/our-principles/governance/robust-governance/risk-management-framework/ [Accessed 3 Oct. 2018].

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