Methods of monitoring
Although the overall responsibility for an organisation's policies and procedures lies with senior management, it is the job of the site supervisor or manager to implement and monitor them. The monitoring process not only lets you determine whether employees are following correct procedure, but also allows you to evaluate whether the company's SH&E objectives are being met.
There are various methods you can use to monitor the company's safety and environmental policies and procedures. The most systematic way to approach the process is to use an 'integrated management system'. We'll talk more about how an IMS works in the next lesson. But for now, let's look at some of the specific techniques used to check on the day-to-day implementation and effectiveness of particular policies and procedures.
You'll find more information on all of the methods listed below in the other unit in the Sustainable Timber Toolbox – Monitoring forestry operations.
Specific monitoring methods
Personal observation
Personal observation allows you to see first hand how the work processes are being carried out, and whether the company's policies and procedures are being implemented properly.
More information on personal observation
Verbal reports
Verbal reports are fast and efficient, and can be conveyed in formal meetings, by telephone discussions or simply face-to-face. Their biggest advantage is that they enable both parties to ask questions if they need something clarified.
More information on verbal reports
Written reports
Written reports allow you to examine the details carefully over a period of time and refer back to them at any stage in the future. They also enable you to make historical comparisons between periods as you evaluate the effectiveness of your strategies and procedures.
More information on written reports
Statistical summaries
Statistical summaries can be presented numerically in spreadsheets, tables or lists, or pictorially in forms such as pie charts, bar charts or scatter-plot diagrams. They help you to make clear comparisons between figures or to see trends that are developing over time.
More information on statistical summaries
Key performance indicators
Key performance indicators, or KPIs, are measures of performance set by a company in its key areas of operation. They help an organisation to define and measure its progress toward the goals or objectives that are important to its success.
More information on key performance indicators
Learning Activity
As you implement and monitor the policies and procedures at your site, you are likely to come across a range of attitudes to safe work practices and environmental care among the employees under your direction. Some people may have a rather offhand approach, and tick the boxes they're meant to tick, but be as slack about following the procedures as they can get away with. Others will have a much stronger safety and environmental philosophy, and take a genuine interest in implementing the 'spirit' of the policy, not just the 'letter' of it.
Below is a set of attitudes to safety and environmental care on an ascending scale of commitment. Select each one in turn to see a typical statement that sums up the approach. While you pause over each one, think about the people you work with and which ones, if any, fit into that category. Then think about the level of confidence and trust you should put in reports, checklists, risk assessments and other SH&E documents you receive from them.
Scale of attitudes to safety and environmental care
Select each box for more information.
A dysfunctional, 'cover-up' approach.
Reacting to problems after they occur
Accidents cost money, so it's cheaper to be safe
Taking action to minimise identified risks
A safety culture generated from within
This may help you to prioritise the monitoring visits you make to particular sections of the workplace and the amount of cross checking and scrutiny you need to give to incoming documentation.