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SEP /2012





















September 29 th , 2012


Managing Director


Safety and Health Manager



Dear Sir,


Please be inform on the subject matter above an audit has been carried out by safety and health on material and packing department , this audit is to adhere the DOSH requirement standard that need to ensure it was uphold and followed strictyly by all employee.

This audit will out line on few criteria :

  • 1. employee knowledge about safety regulation

  • 2. safety and health standard at Material and packing department

  • 3. Emergency plan during emergency situation

The grade of this audit will be A – excellent, B – good grade are need to improve in two weeks time .

, C – poor , and those having C




During the visit and audit , we have conclude the overall audit result as below, and we have give grading to material and packing department to grade C.

The findings are :

  • 1. Employee are not wearing safety gear ( PPE’s) such as safety boots, hand gloves, safety glasses , safety suits while driving forklift, safety helmet . On this matter that 99% of worker feedback that all this item are torn and non replaceable by the company within 1 year usage. If the item are torn, worn out less than a year usage, the employee need to buy by them self.

  • 2. Safety of the employee is need to be put priority , the company need to change the life span replacement of PPE’s – otherwise employee are left unguarded due to absend of this equipments.

  • 3. Found one of employee are throwing object / tools to his counter part , this object is sharp and dangerous if it fall onto the feet or injuring the hand if the his counter part failed to catch the sharp object tools. This is the matter of discipline where by the sharp object tools are need to hand over instead of throwing.

  • 4. Fire extinguisher are

out dated







deparment rules, fire

extinguisher are need to replace every 1 year and the cerfiticate need to be replace as well , this is to ensure the item are able to be use and able to operate upon


  • 5. Operator are smoking at material and handling the department and the cigarette but was throw blantly and may cause fire ! The material and packing department is easy



combustion area , because it was full with paper boxes, this kind indicipline operator are leading to company big looses .

  • 6. Found one crane operator in the material and packing deparment warehouse, mobilizing crane without supervision of the ground level operator, the crane operator are moving crate of boxes without directive and this may cause fatal injuries as the crate lifted with certain employee below the crate, the responsible of the ground level operator is to give clear instruction to the operator below to clear off from the crane movement.

  • 7. During operator break time, found the employee are sleeping on the stack of boxes, the working area are not resting place, as the accident might happen , such as operator fall of from the higher place OR working personal using forklift and stack the box on this operator and causing injuries.

  • 8. Electric cables for the electric stapples are torn and exposing the live wired and operator handling this equipment may get electrocuted , the cables found to be old and need to be changed.

  • 9. Ladders in the working are found to be rusty on the steps and may broke while operator climbing at higher place to take any stock item, operator may fall and causing fracture and injuries.

10.Maintenance area were found unorganized, where the grease was on the floor un clean , sharp tools such as screw driver was place scatteredly on the floor, the welding rod are still on with electric and may get heat and explode , all this indicipline activity in the maintenance are deem to making worst industrial accident ever .

11. Non of the employee are given training on the first aid to act during the accident, this kind of training are need to be given and certify them to become the first aider



during accident, in this training employee will be trained on how to respond before the paramedic arrives, this can saves many life .


Having identified some of the hazards and unsafe conditions associated with the barge construction job, we also need to analyze the consequence in order to understand and avert the impending contingencies that might arise.

When we place the frequency level of hazards and unsafe conditions around the work area, against the ISO1400 risk assessment matrix, there is a very high probability of an impending undesired occurrence (accident). The potential damage that might result to life, assets, environment and reputation of the company is such that cannot be over looked. The situation is one that calls for immediate response by management to ensure that appropriate measures are taken to control the above risk factors to “as law as reasonably practicable” (ALARP).

Found the supervisor who incharge in this area are not being on site training for the small injuries and accident such as basic CPR , wound dressing , the absence of this basic skills and knowledge may putting a life safety measures geopardise , this basic skills can safe people live in emergency period while waiting for emergency response team arrived .

The workplace should be kept clean of any clutter. Appropriate places should be assigned for storing or keeping objects. Not only will this prevent unwanted accidents, but it will also increase the productivity of the employees. The employees should also be encouraged to keep their workstations clean and organized.

Having a strong maintenance program for all the machinery in the workplace is one of the most important tips. The management should keep a sharp eye out for any machinery that has undergone wear and tear. Such machinery should be repaired or



replaced immediately. Damage to a machinery due to use should never be overlooked.

Employees should be given clear instructions about how to do a particular task. In case the job involves some kind of risk, ensure that the employees have proper training to perform the task. Safety instructions should be included wherever possible. It is important to inform the employees and supervisors if a potential hazard has been detected at the workplace. Try to restrict entry of employees to that area till the problem is sorted.

Employees should be trained to use safety gear whenever required. If the job involves working with anything dangerous, then they should use all the safety gear necessary. For the right use of safety gear employees should be trained. Employees should report the respected authorities, in case of the safety gear is malfunctioning or not appropriate.

Make emergency contact numbers available to every employee. Hold exit drills regularly. An important workplace safety tip is to ensure that all the employees are well aware where safety equipment. The first aid box should be up-to-date and kept at a place well within the reach of the employees.




In an effort to minimize the safety concerns analyzed above, it will be highly productive for management to consider, review and implement the following recommendations below.


Pre task planning: - There should be a health safety and environment (HSE)

management system in place to ensure that every task to be performed is carefully planned and all the hazards associated with it, clearly identified. This involves the following processes. All the personnel to perform the task should be identified and their competence

assured. The various tools and equipments to be used for the job should also be identified

and tested. Any noticed short falls in performance rectified and made ready for use. The hazards associated with the tasks are fully discussed with all concerned.

All the personal protective equipment required should be identified, provided and the understanding of the usage is explained.


Adequate provision of personal protective equipments (PPES): This is a statutory requirement of the factories act of 1990 and thus should be looked into by management. It has been commonly observed that most of our workers carry out their duties without these pieces of equipment and apparels which are suppose to be worn to protect them against the hazards existing in the job. It is therefore highly recommended that these Personal protective equipments (PPEs) be made available at all cost. I also advice that an experienced personnel be involved with the purchase to ensure that the proper types meant for the job are procured and issued to workers. It is also very necessary to note that the life spam of the personal



protective equipments (PPEs) as well as the frequency with which they should be issued to worker depends on the manufacturer’s catalogue.


Safety policy for subcontractors and other forms of workers working within the

company premises: Our establishment plays host to a good number of external works, subcontractors and visitors, hence management should come up with a clearly defined safety policy on the following related issues. When a job is subcontracted out by the company, who takes sole responsibility for

the safety execution of the job as well as the provision of personal protective equipments (PPEs) for the job. There should be strict adherence to our company’s safety policy by other

companies/external workers who make use the company premises for their dealings. To make a firm decision on the issue of “NO PPEs NO ENTRY” into work sites for visitors and personnel.


Training and retraining of personnel: As part of our plan in Gladwyn Investment limited to attain a very high level of safety culture, management needs to look into the area of training and retaining its personnel. Allocations should be set aside for safety training programs both in house and outside. At the moment we are in dire need of a well trained lifeguard, first aider and fire watch to manage the event of an injury, a person drowning or fire incident. As a matter of necessity, specific periods should be set aside for special safety courses for personnel in order to update their knowledge. A major way of achieving this is by inviting expert instructors from the Nigerian institute of safety professionals Warri and other companies where the culture of safety is already well established, to give lectures on the most recent development in the area of safety as it relates to our operations.



  • 5. Reward for safety: As a way of motivating the workers on safety, a little token can set aside to reward workers who adhere strictly to safety. It will go a long way to show forth management’s commitment to safety issues. A situation where the most safety compliant worker is identified monthly (Safety man of the month) and rewarded will encourage other. This reward can be in terms of monetary value or management’s recognition during our monthly general meetings.

  • 6. Provision of safety signs, pictures and slogans: This is another project that will involve some little expenditure but will serve as veritable tool in the course of our safety awareness drive. Considering the literacy level of some of the workers, it will be most effective to communicate safety to them by means of boldly printed safety signs pictures and slogans around the company premises.

  • 7. A general upgrade of our working equipments and infrastructures: Critical attention needs to be given to our work site toward completing the project within the shortest possible time as this will help to minimize a lot of the hazards and unsafe conditions being experienced on the job. The present condition of the area where the barge is been constructed is faced with a lot of hazards/unsafe working conditions and should be put in order. As earlier pointed out in the hazard analysis above, the workers are exposed to occupational health hazards one of which is heat stroke due to excessive exposure to the sun. The presence of a shade over their heads by the time the workshop is completed will go a long way to reduce the occupational heath hazard. It will also bring about good house keeping as this will facilitate the proper arrangement of working materials and equipment in a safe and orderly manner. Efforts should also be made to provide adequate toilet facilities around the work site for the worker, it is a necessity that will enhance productivity and cub man hour lose.

  • 8. Electronics are very useful however, if the safety norms are not adhered, then electrical appliances can cause serious accidents. Consider the following electrical












Install all appliances as per the manufacturer's guidelines. Avoid over loading

electrical circuits





serious accidents.



Clearly mark each fuse or electrical circuit breaker with the name of the electrical appliance served by the fuse.

9. In case extension cords are being used, ensure that they are three-wire type with three prong plugs. Use non-conductive plugs. Make sure that the wire sizes of the extension cords are appropriate to be able to bear the electrical load. Extension wires should be used only temporarily. Permanent installations should not be compromised with extension wires.







properly grounded.

Always get certified electricians to repair or lay down electrical wires or installations. Any damage in electrical wall outlets should be reported and repaired immediately.

11.Stern warning , suspension and dismissal : This action can and should be taken to the employee which are found annoying any of the safety rules and regulation, this action is to educate all the workers to ensure all of the instruction is adhere . The term of stern warning implicated to the worker who didn’t follow safety regulation in minor term, suspension for those have the PPE’s but intentioanlly not using it and dismissal for those blantly ignore the safety standard .

12.Fire is used in a number of workplaces, specially in industries, where it is invariably used in one of the processes of production. Besides such places, accidents due to fire can occur even in the apparently safe premises of an office. Adhere to the following fire safety tips for a workplace:










Fire extinguishers should be installed within the reach of the employees. Every employee should be aware of the places where the fire extinguishers have been fixed and know how to use them.Hold fire drills periodically. Have fire safety experts supervise the drill.



14.In the area of tools and equipments, I will recommend that there should be an assessment of the effectiveness and safety status of all the company’s equipments so as to carry out checks and rectifications or total replacement as the case maybe. The 5s and Kaizen standard must apply on this department, as the 5s and kaizen will enhance the issue for tool and equipment keeping standard. This activity are compliance of ISO14001 standards and will having a buy back in term of safety in work place.

Finally, I want to strongly recommend that management should take an inspection tour around the company’s facilities and equipments so as to afford you the opportunity to obtain first hand information about the issues raised up in this report. Safety is an essential tool in the overall development, productivity and efficiency of a company, it is therefore hoped that management will put me more commitment to Safety.

Yours faithfully



Reference :


Akta Keselamatan dan Kesihatan Pekerjaan 1994 (Akta 514). Peraturan-PeraturanDan Perintah- Perintah. Kuala Lumpur:

International Law Book Services.Cheyne, A., Cox, S., Oliver, A. & Thomas, J.M. (1998). Modelling Safety Climate InThe Prediction Of Levels Of Safety Activity.

Work & Stress, 255-271.Clarke, S. (1998). Perceptions On Organizational Safety: Implication For TheDevelopment Of Safety Culture.

Journal Of Organizational Behaviour, 9.Cox, S. & Cox, T. (1991). The Structure Of Employee Attitudes To Safety

Work And Stress, 93-106.David L. Goetsch (2002). Occupational Safety and Health for Technologists, Engineersand Managers.