Workplace Environment, Health, Safety, and Security Guidelines
Employers and employees share the responsibility of maintaining a safe and secure workplace environment. This includes ensuring the external and internal areas are well-maintained, with attention to details like grounds upkeep, building security, and office cleanliness. Employees should adhere to policies, while HR personnel play a key role in policy availability, staff training, and enforcement. Safety measures cover aspects such as tree trimming, traffic separation, electrical safety, and proper equipment storage.
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ENVIRONMENT, HEALTH, SAFETY AND SECURITY IN THE WORKPLACE
INTRODUCTION Employers have general responsibility for ensuring that the environment in the workplace is safe, secure and healthy Most organisations have policies to address these However, it is also responsibility of employees to observe such policies where they exist 21/09/2024 2
INTRODUCTION Employees also have responsibility to ensure that they abide by these policies. As HR personnel, role will be To ensure the availability of such policies To make them known to all staff To arrange for training of staff where deemed necessary To ensure their implementation 21/09/2024 3
ENVIRONMENT This constitutes the external and internal area in which staff work Has effect on issues of health, safety and security Need to be well maintained 21/09/2024 4
EXTERNAL ENVIRONMENT GROUNDS Well kept devoid of weeds, rubbish, drainage water Trees well trimmed Separation of traffic between vehicles and pedestrians Well lit at night Doors leading to the outside of the building firm and with proper locks Windows properly secured 21/09/2024 5
ENVIRONMENT GROUNDS Provide for exits and entrances on doors leading outside Provide for beautiful grounds - garden 21/09/2024 6
ENVIRONMENT INTERNAL Offices kept clean at all times Careful about cobwebs can transmit fires Electrical installations well secured and safe no loose and uncovered electrical wires Not too many equipment using the same electrical outlet Good arrangement of furniture in offices to allow for easy movement of staff 21/09/2024 7
ENVIRONMENT INTERNAL Doors and windows well secured No leakages in water taps Good storage facilities especially for stationery and other items which could easily be removed from offices Markings on all equipment Maintenance of good inventory register with details of all equipment, furniture, etc. 21/09/2024 8
ENVIRONMENT INTERNAL Good lighting Appropriate furniture for work being done What about some indoor plants NOT artificial ones? 21/09/2024 9
ENVIRONMENT Essence of having good external and internal environment is to create an atmosphere conducive to work by staff. Good environment should promote employee good health and well being Both external and internal environment should make provision for people with disabilities and other health issues 21/09/2024 10
HEALTH Good health of employees is essential for the achievement of the goals of the Assembly Thus important for Assembly to take a critical view of issues which could affect the health of employees, especially in the work place. 21/09/2024 11
HEALTH Health issues arise from many sources. These include Life style Environmental issues both external and internal Stress in the work place 21/09/2024 12
HEALTH LIFE STYLE Alcoholism Inadequate sleep Sexual issues HIV/AIDS, STDs 21/09/2024 13
HEALTH ENVIRONMENTAL Communicable diseases Snake and other animal bites Possible attacks by robbers Poor posture while working Sitting down too long in one place Glares from computers Poor lighting in the office Falling down from slippery/wet floors 21/09/2024 14
HEALTH STRESS IN THE WORKPLACE Poor time management Inadequate knowledge of work Pressure from supervisor, colleagues and clients 21/09/2024 15
HEALTH Recommend Regular (annual) medical check-ups for employees Subsidy for employees to join sports/health clubs Counselling of employees Addressing environmental issues in the workplace 21/09/2024 16
SAFETY SAFETY IN THE WORKPLACE REFERS TO The structure itself Installations and fixtures (check electrical, plumbing, air-conditioning and other installations) Public and work areas (e.g. slippery floors, hazardous obstacles in traffic areas), safety of furniture, equipment, appliances, and utensils 21/09/2024 17
SAFETY GENERAL Train employees in the use of safety equipment/gear where necessary and insist on their use For use of computers, ensure proper relationship between height of table and chair to promote better position of personnel Avoid water spills on the floor in the kitchen or bathroom Properly mark all exits in the building 21/09/2024 18
SAFETY GENERAL Doors in places where many people congregate, such as Conference Rooms, should always open outwards Maintain safe place for keeping office keys Maintain records of all officers who collect keys Ensure that all doors and windows can be properly locked. 21/09/2024 19
SAFETY FIRE SAFETY Can arise from poor electrical systems or installations or cigarette butts Install fire alarm systems at appropriate places in the assembly Fire extinguishers should be installed within reach of employees and employees should know their location Train employees on use of fire extinguishers 21/09/2024 20
SAFETY Hold regular Fire Drills Get Ghana National Fire Service to undertake fire audits and offer training and other technical assistance 21/09/2024 21
SAFETY WORKPLACE VIOLENCE The management should adopt a zero tolerance policy towards violence at workplace. It is important to know the behavioural history of an employee before recruiting. Be aware of violent behaviour displayed by an employee. Report it to the concerned authorities immediately. Ensure that secluded areas are well-lit. 21/09/2024 22
SECURITY Security in the workplace encompasses areas such as security of the property itself, company assets, employees' and customers' personal belongings and valuables, life security and personal security, among others. Safety normally complements security. Thus most of the safety measures outlined will also address security. 21/09/2024 23
SECURITY However, in certain instances there may be conflicts. For instance, providing security for a room may create safety situations when one has to get out of the room quickly. 21/09/2024 24
SECURITY Security issues of concern include the following: Computer and Internet-related activity; crisis management; prevention of theft and fraud; prevention of violence; electronic security systems and alarms; providing and restricting access to various parts of the physical facility to authorized personnel; and protection of company secrets 21/09/2024 25
SECURITY TIPS ON INFORMATION RELATED SECURITY Maintain details of all computers note each computer has its own fingerprint and documents can be traced to specific computers Handle computers with care information on them could be priceless and also pose security threats Keep computers away from liquids 21/09/2024 26
SECURITY Do not use computer to do any serious work when on the internet. Software is available to access your computer when working while on the internet Who controls the information on computers of individuals who use their laptops for official work? Who controls information sent out by email? 21/09/2024 27
SECURITY Consider official letterheads as security documents there will be serious repercussions when they fall into wrong hands All official correspondence should be handled in a secure manner and kept properly locked up in secure file cabinets. Movement of files/letters should be properly recorded at all times. 21/09/2024 28
HEALTH, SAFETY AND SECURITY TIPS Check your lifestyle Walk instead of using the phone Use lift instead of the lift Keep offices clear of clutter Keep appropriate places for storage of various items used in the offices beware of combustible materials Keep workstations, desks, tables, etc. clean and organised 21/09/2024 29
HEALTH, SAFETY AND SECURITY TIPS No eating at desks or near computers special places should be designated for this purpose Are the staircases, railings, landings in clean and safe conditions and well-lit? In case of no electricity, will the light fixtures have a generator backup? Have the cleaning staff kept the storage in order to allow easy navigation and prevent any mishaps? Does the furniture require any repairs and are they in good state or need replacement? 21/09/2024 30
HEALTH, SAFETY AND SECURITY TIPS Are all the exits well identified and well lit? Be careful while approaching your car at the parking area and always be on the look out for suspicious persons. Always carry a cell phone with you and let your colleagues know about your whereabouts in the workplace. Are all the paths leading to the exits clear and devoid of any obstacles? 21/09/2024 31
HEALTH, SAFETY AND SECURITY TIPS Do the emergency exits have proper, readable instructions? Is the fire exit operational? Has the staff been provided enough training? Does the water hydrant have enough water in case of a fire emergency? Are all the alarms and intercoms all on the floors functioning? 21/09/2024 32
HEALTH, SAFETY AND SECURITY TIPS Have all these alarms been tested? Is there an evacuation plan posted on every floor? Is this plan communicated to every employee? Are all the employees aware of all the emergency phone numbers? Are these numbers available all through the building? Are the signs such as 'Do Not Use Elevator in Fire/Flood Emergency' and safety messages posted everywhere in legible writing? 21/09/2024 33
HEALTH, SAFETY AND SECURITY TIPS Have all the fire extinguishers been serviced and refilled? Is there any part of the office that is experiencing leakages or a wiring disruption? Is the wiring checked regularly for any faults it may have developed? When was the last time it was checked? Are there any signs of blown fuses, broken circuits or worn out insulation? 21/09/2024 34
HEALTH, SAFETY AND SECURITY TIPS Does the cooking area or the pantry area have good ventilation? Has the grease in these areas been cleaned regularly? Are there any incidences of water, steam, oil leakages noted? Have maintenance contracts with air conditioning companies renewed? Is the parking area well maintained, well lit and with enough space? Does it have adequate space? 21/09/2024 35
HEALTH, SAFETY AND SECURITY TIPS Are the exits well-defined? Is the exterior premise of the office well maintained? Have the lawns been mowed? Are the pathways lit and well cobbled? Provide for regular maintenance of all equipment, including vehicles, with replacements where maintenance becomes too frequent and maintenance costs become too high 21/09/2024 36
HEALTH, SAFETY AND SECURITY TIPS Keep valuable items such as laptops, bags and brief cases away from the general public either in your car or office Be careful of your personal security wherever you are Be aware of the environment you are in all the time 21/09/2024 37
CONCLUSION Your person and the environment in which you operate are critical for your well being and performance within the Assembly Important you take care of yourself in order that the Assembly derives the optimum benefits from you A good policy that addresses the issues of Environment, Health, Safety and Security is essential for the Assembly 21/09/2024 38
CONCLUSION The bottom line is, however, YOU. 21/09/2024 39
