improvement and suggestion system

Communication and cooperation are essential piers for the success of the operational OHS. For all involved members (Supreme directors, managers, employees, visitors, contractors and residents) must actively participate in the OHS (participatory approach) to ensure the effectiveness of the implemented measures. This is only possible if all the relevant OHS information is imparted to all people in different ways (training, notices, instructions, contractor handbook, etc.) and in a receiver-oriented form (presentations, images, videos, texts, etc.). For this purpose, the communication structures for the dissemination of information must be clearly defined and documented. In addition to the disclosure of information (such as specifications or OHS standards) from the board of directors and top management (top-down approach), opportunities need to be created to reflect information and data from the base to the top (bottom-up approach). In this context, each employee as well as the contractors have the obligation to report safety relevant incidents in the enterprise (such as accidents, near-misses, unsafe conditions) using the standardized notification system. Therefore appropriate forms (e.g. accident reporting form) must be developed and made ​​available. Furthermore the responsible contact persons have to be named and announced. Therefore, it is important that instruments are established for the user-oriented information acquisition and dissemination. This would be amongst others, the company's intranet (digital forms to gather accident reports, unsafe conditions, suggestions for improvement, e-learning, etc.), flyers for specific events (such as “day of the noise”), indicative posters, Statistics boards with the current indicators (Lost time injuries, number of accident-free days, etc.), exhibitions, in-house journals, regular reports and the annual business report. While using these media, it is important that the significance of OHS is equivalent to the one of other subjects such as finance, quality or the environment. The topics of OHS must be communicated throughout the enterprise to all levels continually. flow of information Since the occupational health and safety process is a fundamental part of the work, the responsibility of all members of the company (from the board of directors via the executive management to the point of the employees) needs to be highlighted whilst implementing the OHSMS, because it is only possible to achieve the desired OHS targets through the participation of all members of the enterprise. In order to achieve continuous improvement of the OHS situation with regard to the defined aims, motivating instruments must be used. In addition to sanctioning misbehavior or cautionary measures primarily positive incentives for a safety-conscious behavior must be created. This starts small by complimenting the correct and best practice behavior and is expanded by awarding and honoring notably exemplary employees (e.g. bonus for reasonable suggestions or awarding employees in connection with events). This principle of rewarding can also be linked with the monetary bonuses of executives. In this case, the department-specific performance parameters (KPIs) are used as multipliers. Clear structures and procedures for dissemination and obtaining of information to or from the state and other external stakeholders must be available besides the procedures for in-house communication and presentation. This means that is necessary to determine which forms have to be sent in which cases to which contact persons. Therefore the periodic adjustment of the relevant forms and information (i.e. verification of timeliness) must be considered and documented already during the preparation of the OHS procedures. It is also recommended to keep and maintain an overview table with the official contacts (such as inspectors) for the various topics (occupational health and safety, ecology, fire protection, etc.). Furthermore, relevant information platforms on the Internet, such as hazardous material databases with corresponding material safety data sheets (MSDS), as well as professional journals can be stored in this overview, sorted by topic. Another important aspect of communication in the context of OHS is the presentation of the achievements. These must be passed on both internally and externally. In this way the employee’s satisfaction and commitment to the safety culture of the company is strengthened, on the one hand. On the other hand, the reputation of the enterprise increases in public (image), since actions and successes in OHS emphasize the social responsibility of the entrepreneur (CSR). In particular, investors and customers are interested increasingly in the achievements and the pursued objectives in the areas of environmental protection and occupational health and safety, in addition to the section on economic success in the annual business report. Furthermore, the topics CSR, OHS and ecology are in the main focus for a steadily increasing number of funding institutions (like the World Bank or the EU) in the allocation of capital. All this serves to be perceived as a company with international standards. Moreover it supports the company in the internal commitment to follow the OHS standards already achieved.