Worker consultation and participation are cornerstones of an effective Occupational Health and Safety Management System under ISO 45001:2015. Clause 9.3(d) point 5. specifically requires organizations to evaluate the effectiveness of these practices during management reviews. This blog explores how to meet this requirement, ensure compliance, and provide evidence during an audit.
Understanding the Requirement
Clause 9.3(d)(5) mandates the evaluation of the effectiveness of worker consultation and participation during the management review process. This involves assessing how well workers or their representatives are involved in the OHS MS, including the identification of hazards, participation in decision-making, and communication of health and safety matters.
Steps to Ensure Compliance
Establish a Framework for Consultation and Participation
Define clear processes for worker consultation and participation in the OHS MS.
Assign roles and responsibilities for workers and their representatives in these processes.
Ensure all workers have the opportunity to contribute, regardless of role or position.
Facilitate Active Involvement
Conduct regular safety meetings, toolbox talks, or workshops to gather input from workers.
Include workers in hazard identification, risk assessments, and the development of controls.
Enable workers to suggest improvements and report issues without fear of reprisal.
Measure Engagement
Attendance and Participation Records
Track attendance at health and safety meetings, toolbox talks, or workshops.
Record the frequency and regularity of worker contributions during these sessions.
Example: A report showing 90% attendance at monthly safety meetings over the past year, with meeting minutes reflecting active worker input.
Surveys and Feedback Tools
Use anonymous surveys, suggestion boxes, or digital feedback tools to collect opinions and assess worker satisfaction with the consultation process.
Example: A digital survey revealing that 85% of workers feel their input is valued in health and safety decisions.
Participation in Safety Initiatives
Monitor worker involvement in specific safety initiatives, such as hazard hunts, risk assessments, or safety improvement projects.
Example: A record of workers submitting hazard reports, with 30 issues identified and 80% resolved based on their feedback.
Incident Investigation Contributions
Document worker participation in incident investigations to ensure they are contributing to identifying root causes and corrective actions.
Example: Workers involved in 100% of incident investigations, with their insights leading to actionable improvements.
Review and Improve
Document the outcomes of worker consultations, including decisions made and actions taken.
Regularly review the consultation process as part of the management review.
Identify and address barriers to effective participation, such as communication gaps or a lack of training.
Evidence to Provide During an Audit
To demonstrate compliance with Clause 9.3(d)(5), consider providing the following evidence during an audit:
Documented Processes
Policies and procedures outlining worker consultation and participation practices.
Records of Consultation Activities
Minutes of safety meetings, attendance registers, and feedback forms.
Records of worker involvement in risk assessments, incident investigations, and control development.
Communication Materials
Evidence of how consultation outcomes were communicated to the workforce, such as newsletters, emails, or meeting summaries.
Management Review Records
Documentation of how the effectiveness of worker consultation and participation was evaluated as per point 3 under Steps to Ensure Compliance above.
Action plans and outcomes resulting from identified improvements.
Survey or Feedback Results
Reports from worker satisfaction surveys or other tools assessing the consultation process as per examples under point 3 under Steps to Ensure Compliance above.
Final Thoughts
Testing the effectiveness of worker consultation and participation is not just about ticking a compliance box—it’s about fostering a culture of shared responsibility for health and safety. By involving workers meaningfully, organizations can enhance their OHS MS, improve workplace safety, and ensure alignment with ISO 45001:2015 requirements.
Remember, audits are an opportunity to showcase the robust mechanisms your organization has in place to prioritize worker input and participation. Preparing thoroughly will not only ensure compliance but also demonstrate your commitment to a safe and inclusive work environment.
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