Real-time management of all asbestos with our online Asbestos management system

Provide staff, visitors and contractors access to critical asbestos safety information.

Monitor compliance with a real-time asbestos management solution

The Asbestos management system provides real time management of all asbestos containing materials and locations, including type, condition and location. Manage inspection history, risk management plans and actions required.

 

Partner with WHS Monitor for all your risk management requirements, as well as asset management and contractor management.

Asbestos Register

From a central Asbestos Register, manage all all asbestos containing materials in a particular work area, including inspection requirements, removal history, risk management plans and necessary corrective actions.

Inspection Results

View, record and update asbestos inspection information and results in real-time. Ensure compliance with clearance certification management.

Policies and Legislation​

Access a vital database of policies and legislation relevant to asbestos management and assign to records based on risk priority.

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ISO 45001 - What it is and why you need to be aware of it

Workplace health and safety (WHS) is a crucial element of any business. As a business owner, it can often be difficult to get a good understanding of what WHS requirements need to be complied with. That’s why ISO 45001 was developed; to provide an in-depth framework on how to manage and maintain WHS compliance and ensure you’re providing a safe workplace for your employees.

By accrediting your business to ISO 45001, you can demonstrate to potential clients that you meet a reputable standard of safety.

What is ISO 45001?

ISO 45001 is a global standard that provides specific requirements when managing workplace safety. It offers a practical approach to improving the health and safety of employees, contractors and other personnel. The ISO 45001 standard can be applied to organisations of any type, size or industry.

Why is ISO 45001 important?

ISO 45001 ensures that companies are complying with mandates for providing safe working conditions. The ISO 45001 standard is not static: it can be tailored to the specific requirements of the organisation, allowing companies to target problem areas, refine procedures and mitigate risks. Organisations can utilise ISO 45001 as a planning tool to predict future growth and plan for potential hazards, resulting in management teams being better informed and more prepared.

The benefits of ISO 45001 compliant systems

The easiest and quickest way for an organisation to comply to ISO 45001 is to utilise a configurable system that is already designed for the requirement. WHS Monitor provides organisations with an off the shelf risk and compliance management solution that meets ISO 45001 requirements, including: 

Improved risk assessment

WHS Monitor's ISO 45001 compliant risk framework allows organisations to identify hazards and mitigate the risk of accidents. Addressing dangers early can contribute to an overall safer working environment.

Reduces company downtime

ISO 450001 compliant clear procedures can be easily created in WHS Monitor and can significantly reduce downtime in the event of an incident, and minimise costs associated with insurance premiums.

Increased involvement and accountability

WHS Monitor integrates health and safety into an organisation’s management practices, allowing leaders to view company-wide WHS reports and easily measure the wellness of their employees as dictated by the ISO 45001 standard.

Gain an industry advantage

WHS Monitor is constantly updated to ensure your business is always compliant with the latest iteration of global safety standards. Companies that are ISO 45001 compliant can set themselves apart from their competitors. Organisations can be looked upon favourably for adopting ISO standards, giving them leverage when hiring new staff or bidding for contracts.

How ISO 45001 affects management and employees

ISO 45001 is not just a tool to comply with requirements or to demonstrate compliance. Proper implementation of a system based on the 45001 standard also leads to:

Increased morale

All employees want to feel safe at work. How a company mitigates and handles accidents can have a direct impact on staff morale. When an employer looks after their staff, workers feel like part of the team and are more committed to their roles.

New opportunities

Asking workers to share their ideas for improvements can result in many positive outcomes and build company culture. Following OHS standards such as the ISO 45001 framework can also instil confidence in investors and aid in developing relationships with stakeholders.

Improved reputation

Word of mouth is a powerful tool, and no organisation wants to be known for not adhering to OHS standards. Investing in the safety and wellbeing of employees can help to attract a higher calibre of candidates and showcases to all stakeholders that the organisation is socially responsible.

Better productivity

Employees that experience illness or injury may require time off work, which can have a negative impact on a business’ output. Hiring a replacement can cost a company valuable time and resources, and if an accident occurs due to faulty equipment, the business may need to shut down operations while repairs are undertaken.

Explore ISO 45001 software solutions

WHS Monitor offers comprehensive, versatile software to ensure your organisation meets ISO 45001 compliance requirements. Our integrated system is used by businesses of all sizes across many industries, and includes  risk management, asset management, chemical management, contractor management, incident management, HR safety management and reporting modules. If you need to become ISO 45001 compliant, or are unsure where to begin, speak to our team for more information.

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How to get on top of government vaccination legislation compliance quickly and securely

It’s an exciting time of the year. Summer is close, the sun is out and optimism is high. It’s also great to see lockdowns and border closures easing; brilliant news for most Australian businesses. Many of us are returning to our workplaces, seeing our colleagues in person and trying to return to some semblance of normalcy. But will things stay like this given the track record? What can businesses do right now to bolster their COVID-Safe plans and ensure they meet government legislation around vaccine tracking? I have an easy, secure and free way for you to do it which I’ll touch on later. In the meantime, let’s reflect on how far we’ve all come.   

There is no denying we have all been through a challenging 18 months. Who would have thought we would have endured a pandemic, moving many of us to reassess our business models, focus more on employee wellbeing and have to work so hard at keeping our teams connected.

This time of the year, many of us review our business plans and various strategies for the upcoming year, setting a foundation for what may lay ahead.

Dealing with the reality of uncertainty

Let’s be candid,  the reality is that we don’t really know what actually does lay ahead, particularly in the middle of a global pandemic. We all need to prepare for 2022, while maintaining a measure of flexibility. So the question is; from CEOs to Operations and Human Resources to boards: How prepared are you for 2022?

One thing we do know is that as Australia opens up, new COVID-19 vaccine tracking regulations are becoming more prevalent across our states and territories, and expanding into more industries. Every state has implemented some level of vaccine tracking. Victoria has a COVID-19 surveillance testing policy requiring testing (and documenting) across many workplaces and the Western Australian government has a COVID-19 vaccination policy “for a majority of occupations and workforces” that will be introduced in a phased approach. Over in ACT the government requires mandatory vaccination registration only for ‘high risk’ industries, at least for now. And then the New South Wales government has its own elaborate vaccination compliance rules for businesses—and its hefty fines for non-compliance—on their website.

Every business tries to be a step ahead of the game, and no-one likes fines.  Government regulation around COVID-19 Safe Plans and vaccination registers are not going anywhere anytime soon. In fact, it seems likely that the industries required by the government to maintain some sort of vaccine tracking register will expand. 

Ultimately vaccine tracking isn’t a bad thing, after all these regulations are there to protect employees and the community at large. Yet, for businesses the thought of implementing a vaccination register is another administrative burden when they least need one. 

This is why some organisations still don’t have a vaccination register. Others are using basic and manual vaccine tracking methods that are time-consuming,  compromise accuracy and may fail to protect sensitive staff information. We’re talking about vaccine registers kept in excel spreadsheets, word documents, or worse still, on paper. 

Covid-19 Vaccination Register

The scary side of non-compliance

A recent article in the Australian Financial Review ‘Terrible mistakes’ could send execs to jail over vaccine certificates’, has experts warning businesses that they may be exposing themselves to ‘lawsuits, hefty fines and even executive jail sentences’ if the data isn’t handled properly.

“businesses storing information about whether someone has been vaccinated are therefore storing health information, quite possibly for the first time, exposing them to the Privacy Act, which requires they take “reasonable steps” to secure that information”.

John Davidson, Australian Financial Review

On top of a difficult 18 months, businesses now have added responsibility and risk to deal with. These new vaccine registration regulations take time to fulfill; and time is precious. Most of you are busy running and building your business or organisation; whilst taking care of your staff wellbeing, many of whom have experienced challenging circumstances, lockdowns and isolation. Needless to say, you have enough on your plate. 

Three words we think you’ll love: Easy, secure, free

There is a way to simplify the vaccination registration process, save time and allow you to manage your data safely. Best of all, it’s being given to Australian businesses free of charge for an entire year. 

It’s called the COVID-19 management module, a new module in WHS Monitor that securely records and stores the vaccination and testing status of workers in any industry. And, yes, we are providing it free to all Australian organisations for a whole year. So whether you’re in aged care, hospitality, mining, health, education or retail; whatever the sector, this vaccine register is for you. 

What is the catch? There isn’t one. We just want to support Australian businesses, many of whom have experienced great challenges over the last 18 months. And action speaks louder than words. We want vaccine tracking to be one less thing you have to worry about. 

What does the COVID-19 management module allow you to do?

It’s an all-in-one compliance platform that will allow you to do three key things:

Vaccination Register

Securely store copies of employee vaccination records, monitor vaccination dates and send automatic reminders

Testing Register

Securely keep track of employee COVID-19 test results

Health Reporting

Access a real time dashboard that gives you a holistic view of your organisation's vaccination rates and testing results, for every employee at every location.

It’s also simple and easy-to-use.  All you do is set up an account. You can then send your employees a link to where they can securely lodge their details, test results and vaccination certificates. Just think of the time you will save with this employee self-service feature. It is web-based, comes pre-configured, requires no downloading of apps,  and is mobile friendly. In fact, the National Health and Safety Manager at Rexel shared this comment with us “The feedback we’ve received from employees and contractors has been positive. They have all found it easy to use and it has enabled us to achieve national consistency. That’s important to the company.”

Let's talk about security, because no one wants to end up in court!

We guarantee we keep vaccination and testing information safe. Whomever is responsible for implementing the vaccine tracking regulations, be it HR or business owners, you manage all the data. Staff access is also managed with multi-factor authentication. And all of your data is stored at an ASD (Australian Signals Directorate) certified data centre in Australia.

Be ready for 2022

Think of all the positives your organisation will experience by registering to use our COVID-19 management module: 

  • You’re able to do your part in keeping the community safe
  • You’ll be compliant with federal and/or state COVID Safe legislation
  • You’ll save time on paperwork

And best of all you can enter 2022 ready to focus on your business and staff wellbeing rather than being bogged down in vaccine tracking compliance. 

With more time available for innovation, what will you implement in 2022? Maybe a new staff program? Or further expansion of your hybrid workplace tech? Or possibly spend more time on R&D? It’s your choice.  Allow us to ease the stress of vaccine registration with our complimentary COVID-19 management module! And remember, it is open to ALL Australian businesses. So if you know of a mate, supplier or stakeholder who may also need to get on top of their vaccination register, send them over to us. The more organisations we can help meet vaccine tracking legislation requirements, easily and securely, the happier we will be.

Register for free here

About Brittany

I’m a Project Manager at WHS Monitor. We are trusted by teams in over 2,500 businesses Australia-wide, and our company has 25 years’ experience creating software solutions to keep Australian businesses compliant and safe.

When not at work, you’re likely to find me catching up with friends at my favourite wine bar. And I’m super passionate about staff wellbeing, hiking and photography.

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A guide to selecting the right HSEQ system for your business

The selection of a  HSEQ management system for a company can be a daunting task. There are many different systems on the market, which can vary greatly in complexity, scope and ease of use. The more advanced systems are cloud/internet based while others are still paper based. 

Before making a purchase there are a number of steps that need to be completed to ensure the system is fit for purpose.

Determining the scope of a HSEQ System

The first step is to establish the need for a system within the organisation. Is a system legally required to maintain legislative compliance? or will it for the basis for can intergraded management system designed to fulfil the requirements of a number of ISO standards?
 
Once the need for a system has been established a scope of work needs to be drawn up. The scope of work should detail all of the organisations requirements in relation to a HSE management system. It is the wish list for the organisation, this can be a graphical representation of the requirements or it could be a detailed list of requirements.

Below is an example of a graphic scope of work for a potential management system.

WHS Plan image

Creating specifications for a WHS Management Plan

Once the scope of the WHS system has been established we can start to look at the specifications. A system specification is made up of the details that make up each element in the scope, such as:

  • A list of modules required
  • The numbers of users and the access levels of those users
  • A list of documents (Policies, plans and procedures) that would needed
  • The types of audits and inspections that will be done
  • How much training and incident data needed to be held

Once we have worked out the scope and attached a list of specifications we can then effectively develop a project proposal. The an example structure for a project proposal can be found below.

 

  Project title:  Integrated HSEQ Management  System (IMS)
   Deliver date:  Key project dates
   Summary  A summary of why there is a need for the system.
   Overview:

  Project Overview:

  • The project aim.
  • The benefits.
  • The objectives
  Departments  Detail the stake holders involved in the project.
  Current Review and   Analysis  Statement of current situation.
  Strategy/Plan  Implementation strategy and plan.
  System evaluation  Process to be used to evaluate quotes.
  Action plan  A list of actionable tasks with deadlines
  Resources required  Who else will be involved in the project?

 

The project proposal can then be used as a tender document to find a product with the right fit. This doesnt need be a complex document but should at least include the specification that has been developed for the system.

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How to conduct site risk assessments


Every worksite has a wide range of risks, it can be hard to keep track of all the risks on a site. Without knowing that a risk exists it is impossible to control effectively. To ensure that your workers are as safe as possible the worksite must be assessed for risks.

The aim of Risk Management is to prevent incidents from occurring, and as such is one of the most important aspects of an organisation’s WHS system.

Before making a purchase there are a number of steps that need to be completed to ensure the system is fit for purpose.

Transcript

There are four key steps to effective risk management

  • Hazard Identification – Identifying what could cause harm to workers
  • Risk Assessment – Assessing how likely the hazard will cause harm
  • Control – Applying controls to eliminate or reduce the risk to workers
  • Review – Regular review of all control measures for effectiveness as well as reviewing the site to ensure all hazards are identified

So what is special about Site Risk Assessments

Many organisations keep pre-completed risk assessments for particular task (such as welding). These generic documents only assess the risks that relate specifically to that task. On the other hand a site risk assessment assesses the risks of all tasks performed on the site, as well as assessing how these activities might interact and considering other site-specific factors (such as weather). 

While risk assessments for specific tasks or activities can be useful, without an overall site assessment some hazards may be overlooked. For example, in a situation where two tasks are to be performed on a worksite at the same time, each worker may perform their own risk assessment, considering the risks of their own task, but may fail to take into account the hazards arising from the other activity. Likewise risk assessments may focus on the hazards of a particular task without considering how the task will be performed on site. It’s only by stepping back and considering the whole site that you can get the full picture – the site risk profile. 

The site risk register

The worksite’s complete risk profile can be identified using a site risk assessment, also known as a risk register.

  • A formal site risk assessment has a number of key items, though they may vary between organisations
  • A checklist to suggest potential hazards to the workers completing the assessment
  • A table showing the identified hazards, the likelihood of them causing harm, and the fact suggested controls
  • A table indicating what actions need to be completed to minimise risk, who is responsible for each item and when they are due for completion
  • It is also good practice to continue to add to the risk assessment as new hazards are identified and controlled.

In workplace health and safety, prevention is better than cure.

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A guide to mental health risks in the workplace

Every worksite has a wide range of risks, it can be hard to keep track of all the risks on a site. Without knowing that a risk exists it is impossible to control effectively. To ensure that your workers are as safe as possible the worksite must be assessed for risks. 

The aim of Risk Management is to prevent incidents from occurring, and as such is one of the most important aspects of an organisation’s WHS system. 

Before making a purchase there are a number of steps that need to be completed to ensure the system is fit for purpose.

Transcript

All too often organisations focus on managing risks to employee’s physical health and safety and neglect their employee’s mental health.                            

Psychological injuries can be long lasting and costly, often requiring more time off work than physical injuries. Mental health can be affected by a range of factors, so it is important to adequately manage mental health risks in your workplace.                                                    

Every year 7,200 compensation claims are made for work-related psychological injuries, Resulting in payouts of over $500 million     

While work-related mental health injuries mare most common in occupations that are exposed to violent or traumatic situations, such as police, fire fighters or the defence force, over 90% of mental health claims were caused by work-related stress, which can occur in any occupation                             

The world health report showed: “more working days are lost as a result of mental disorders than physical conditions” – psychological injuries are often more expensive and require more time off work

in 2010-2015 typical mental health claims cost $15,000 more than the average for all injuries
Animation And required almost 10 weeks more time off

Additionally, a poor state of mental health can impact a person’s physical health, with depressed workers taking 20 times more time off work than average

Mental health can be adversely affected by a range of factors, including: ​

  • Job pressures 
  • Exposure to violent or traumatic events 
  • Workplace relationships, such as bullying or harassment 
  • Or even environmental factors, such as noise levels or lighting

To address the various factors influencing mental health, there are a few things that any organisation can do:

  • Establish mental health as a key consideration in the organisation’s risk management framework
  • Develop clear policies to encourage an inclusive workplace culture and eliminate workplace bullying and harassment
  • Provide training, counselling and other resources to ensure that small problems don’t develop into big problems 

Organisations need to look after the health of their workers inside and out.

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Why inductions are integral to WHS Management

Transcript

Workers, contractors and visitors must be provided information about the site in the form of a workplace induction. Under the Workplace Safety Act a PCBU must inform workers, visitors and contractors about the risks of the work being carried out. While workers may have received inductions in the past, they must be inducted into each worksite or activity, as each worksite will have unique risks and controls.

Broadly speaking there are three levels of induction, though this may vary depending on the organisation:

  • Industry-wide inductions, such as the construction White card    
  • Corporate inductions, which provide general information such as company policies or risk management procedures 
  • Site inductions, which provide specific information about a worksites, hazards controls and procedures.

Unfortunately, it is both difficult and time consuming to provide people with adequate information. In an informal induction some topics may be forgotten or only briefly mentioned It can also be hard to tell if the information has been absorbed and fully understood.

Visitors and contractors may also be overlooked. Without accurate records it’s impossible to tell who has or hasn’t been inducted.

To create effective inductions:

  • Keep them simple, too much information can overwhelm the audience. If there is a lot to cover, consider breaking the induction into several smaller ones. 
  • Have an established process for inductions that ensures all the information has been provided.
  • Consider having assessment questions to test the workers’ comprehension.
  • Make sure you have accurate records

Use WHS Monitor to create automated and highly interactive online inductions.

Are your inductions up to scratch?

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Why performing pre-starts is necessary

Transcript

Every organisation uses tools in the course of their business operations, and it can be hard to ensure that every item of equipment is always fit for purpose. Without knowing that equipment is in good condition workers run the risk of serious injury every time they use it.

The more complex the machine, the greater the risk of injury. To ensure that all equipment is safe to use each item should be properly inspected prior to use.

A pre-start inspection is a quick review to ensure that a task or item of equipment is safe to use.

In order to ensure that the task or equipment is used safely, certain things should be included in a pre-start inspection, such as:

  • Reviewing Safe Work Procedures or other instructions
  • Ensuring that workers understand the task to be performed
  • Inspecting equipment for mechanical faults or damage
  • And reviewing existing safety controls (e.g. protective equipment or guards)

All of these constitute the framework for assessing the task or equipment – or the Pre-start

  • Plant and machinery operators have the highest rate of fatality of any occupation in Australia.
  •  A machinery operator is 5 times more likely to be killed than a manager and 82 times more likely than clerical or administrative staff.
  • 56% of incidents can be linked directly to equipment failures. If pre-start checks are not performed the chances are likely that the risks will not be identified and managed.    
  •  

As routine work can cause complacency and a tendency to cut corners, without the ability to properly assess and track pre-starts in real-time, safety managers will never have the full picture.

For example, a worker may think that if they checked the equipment yesterday and it was fine, then it must be in good condition today. However, there may have been a small defect, such as a slow leak, that wasn’t noticed and could develop into a major fault.

Or, in the absence of warning lights a worker may assume that everything is fine, however there may be hidden faults that a visual inspection would reveal.

Operating a machine without performing a pre-start is like playing Russian roulette. Sooner or later something will go wrong.

So, it’s not enough to simply service an item of equipment on a regular basis
The problems that can arise may happen within a very short period of time. Equipment warning indicators are not perfect. They can only tell if certain aspects of the equipment are not working as they should. Together, warning indicators and pre-start inspections provide a more complete picture of the safety and usability of an item of equipment.

So, to be successful, a safety management system needs to be established to effectively setup and monitor pre-start safety inspections for tasks and equipment. And never assume equipment is safe until you have completed the checklist.

Remember, what you don’t know CAN hurt you.

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Tips for setting workplace health and safety KPIs

Transcript

Within large organisations it is hard to monitor what each person is doing at all times.

Therefore, it is easier to set a series of goals relating to the work. If the goals are met the process is proceeding according to plan. Examples include:

  • Project milestones
  • Tasks completed
  • Sales figures
  • KPIs or Key Performance Indicators, are measurements that can indicate whether goals are met.

To make sure a WHS Management System delivers the right outcomes it has to be constantly monitored for its performance.

There are four key steps to effective risk management

Results are generally assessed by:

  • How well the organisation understands the risks associated with their work and how their actions impact safety – Or WHS Knowledge
  • How well the organisation manages their safety processes – Or WHS performance
  • Safety performance, such as risk identification and minimisation
  • Injury performance, such as injury prevention or return to work programs
  • How well the organisation’s system is followed by staff – or WHS Implementation 

All these constitute the framework for an organisation’s assessment – its KPIs. There are two core types of KPIs that can be used – lagging or leading KPIs.

Lag KPIs are output-oriented and usually straightforward and easy to measure.

The most commonly used are:

  • Lost time injury rates
  • Workers Compensation claims
  • Fatalities…

Lag KPIs tell how the organisation has handled past situations. They are reactionary.

On the other hand, Lead KPIs relate to input that leads towards a goal. It can sometimes be quite hard to identify appropriate lead indicators relevant to a goal, and they are often difficult to measure:

  • Number of inspections performed
  • Number of hazard reports
  • Near miss reports

Lead KPIs suggest how well the organisation will handle future situations. They are predictive. As lag indicators are the easiest to identify and measure, they are often exclusively used in reporting. However, as you’ve seen they don’t provide the full picture.

For example, if managers see a low injury rate, they may believe that their workplace is safe and that they do not need to focus on safety, while in reality there may be several unidentified hazards that could lead to future incidents.

So what is special about Site Risk Assessments

So, it’s not enough to simply track one KPI after the fact. The story is never that simple. Incidents are typically the end result of many factors. However, leading indicators are not perfect. They cannot tell you if the system is effective, only that it is being followed. Together, leading and lagging KPIs provide a more complete picture of your WHS Management System, allowing you to continually improve. So, to be successful Safety Management systems need to be setup to effectively establish and monitor a range of KPI’s of both lead and lag types.

An organization’s health and safety is defined by its system, but measured by its actions.

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