The final installment of Candid Conversations for 2024 wrapped up on Tuesday 22nd October. And it turned out to be one of the major topics for the series; Setting up a Safety Management System.
In October, Kris Cotter joined Abigail from Safe Ag Systems to give advice on how to develop your safety system, provide tips to keep you on track and to answer pressing questions. Kris' approach to health and safety has often been described as practical and down to earth which is important for those of us in the agricultural industry - leave the jargon at the gate.
Growing up on a tobacco farm in North Queensland, Kris began her career as a scaffolder, rigger and crane operator, where she was involved in a workplace incident. This sparked Kris' interest in safety and has led to a career in the field.
With a bachelor of Occupational Health and Safety, and a Masters in Safety Science Practice, Kris has worked as an Instructor, Coordinator, and Consultant in Work Health and Safety, and Environment. She also spent 3 years as the principal inspector in Construction with Work, Health and Safety Queensland (the regulatory arm of WorkSafe Queensland). Now with her own consultancy business - Synergy Safety Solutions - Kris is a Safe Ag Systems Consultant Partner.
Kris suggests starting with your state regulators' website. It’s the best place to find the most relevant information tailored to your location. If you still can’t locate what you need, consider visiting Safe Work Australia.
For the most accurate information on your legislation and regulations, Kris advises using online resources. When you check the Health and Safety act for your state, you'll find the most up-to-date version available. You can skip the hassle of locating your hard copy and searching for any amendments that have been added—it's so much simpler this way!
You also have Codes of Practice, which serve as practical tools to assist you. These Codes provide a hands-on guide for performing specific tasks, whether it’s operating mobile plant/machinery or dealing with hazardous chemicals. They outline the minimum standards and requirements to ensure a job is carried out safely.
There are a lot of places you can find information. There are also systems like Safe Ag Systems that provide a wealth of documentation you can easily modify to suit your own business needs.
Legislation makes it clear that a safe workplace is a necessity, and we must adhere to this requirement. Kris suggests to keep your focus on why a safety system is needed. Everyone wants their team members to get to work and back home without any harm. While no one wants to cause injury to their workers, the law mandates that we implement safety protocols.
The key purpose of a Safety Management System is to provide a documented approach that shows your work is performed safely. By documenting your existing processes and safe practices, you can create a strong framework for your system.
You already have procedures set up that you're actively implementing on the ground. This is simply putting those actions into written form.
If an incident occurs, you can refer back to this as the framework. “This is our safe work system, and it demonstrates that we are acting reasonably practicable.” Without any evidence, it’s hard to substantiate your claims.
Below are general duties that everyone has to do - no matter what farm you have.
It's important to engage with your workers who carry out the work on farm. We've learned over the years that our workers play a vital role and often have a deeper understanding of the job than we do.
During the first week of onboarding and induction, it's the best time to familiarise your new worker with your way of doing things. They may have fresh ideas from their past experiences that could offer you some new advice.
It's important to provide information, training, and guidance to your workers. Even if you have someone who's been with another farm before, it doesn't mean they are familiar with your specific practices. As a business owner, it's your duty to ensure they understand how things operate on your farm.
Legislation mandates that we have first aid supplies available and ensure that people are trained in first aid. Being prepared for emergencies like fires, storms, natural events, or electrical issues is crucial. Make sure you have a strategy in place to keep safe.
Personal protective equipment (PPE) is our final line of defense, and it’s absolutely necessary. From gloves and sun hats to dark sunglasses and long-sleeve shirts, using the right PPE for each task is vital for safety.
Each farm faces its own set of risks, making them unique to every operation. Safety is not just an extra feature; you’re likely already practicing it. Take the time to document how you’re ensuring a task is done safely.
Why not start a conversation about ways to work more safely and effectively? You might find that there’s a new tool or product that can help you right now.
Identify the different tasks that workers engage in across your farm, including unloading and loading trucks, operating machinery, dealing with hazardous chemicals, or fixing irrigation systems. Then Identify specific hazards and risks associated with that task.
First and foremost, our objective is to mitigate risks using the hierarchy of control. We should aim to eliminate hazards whenever possible. If elimination isn't feasible, we'll work our way down the hierarchy to PPE.
After that, we start continuous monitoring. We set up these documents and review them over a period of 6 to 12 months. If we catch anything that seems off, we can update the procedure.
Present your information in a manner that is both accessible and easy to understand. The individuals on the ground should be able to follow your procedures without requiring specialised knowledge.
Focus your attention on the risks right now. If something were to go wrong, what would it be?
The world of farming and agriculture can be tricky, with tasks changing from month to month, which complicates things a little. Yet, by concentrating on the here and now, you can make it easier and safer.
When facing challenges, always assess the worst-case scenario at that moment. If something goes wrong, what’s the worst that could happen? Start with the biggest risks and work your way down. Don’t overthink it—you know what you’re doing!
It's important to recognise that this isn't something one person can handle alone. A consultant can't manage it by themselves, and neither can a business owner. This is a collaborative effort that requires input from your entire team, especially those who are directly involved in the day-to-day operations. Their insights are vital for establishing an effective safety management system since they are the ones doing the work.
It's common for farms to be busy with several different activities. They could include a packing shed, milking cows, and a host of other operations happening all at once.
The overarching WHS policy will be the same
Identify similar tasks that are undertaken
Use the same controls to minimise risks
All non-specific site processes should be aligned
Use workers from each team to assist in the development of procedures
Lead by Example
Engaging workers in the safety planning
Understand your worker’s challenges with new concepts
Create ownership through team involvement
Simplify safety processes - no technical jargon just keep it simple
Tailor training to worker’s needs, including age differences
Promote open communication
Promote active actions - it's good to bring things up, don’t just let it slide
Safety is a collective duty. Simply not knowing something doesn’t justify inaction. A safety manual that’s been collecting dust in the office for years is ineffective unless it’s revisited, refreshed, and actively used.
To learn more from Kris, Abigail and Hannah continue watching our webinar below.
Topic: Candid Conversations
Disclaimer: Content on this website may be of relevance to users outside of Australia, but content links and examples are specific to Australia. Please check with your local authority for your country and industry requirements.