Occupational Health and Safety - OHS 101

From Risk Assessment to Action: Creating a Safer Workplace Under the OHS Act

Creating a safer workplace is not just a moral obligation; it is a legal requirement under South Africa’s Occupational Health and Safety Act (OHSA). This critical legislation, which governs workplace safety, mandates that employers take proactive steps to protect their employees from harm. One of the most important components of fulfilling this obligation is conducting comprehensive risk assessments.

But risk assessments are only the starting point. To truly safeguard your workforce, employers must translate those assessments into actionable safety measures. In this blog, we’ll explore the process of moving from risk assessment to action, ensuring compliance with the OHSA and fostering a safety-first culture in your workplace.

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Understanding the Role of Risk Assessments

A risk assessment is a careful examination of potential hazards in the workplace that could cause harm to people. It allows employers to weigh up whether they have taken enough precautions or need to do more to prevent injury or illness. The purpose is simple: to identify risks and then mitigate or eliminate them.

According to the OHSA, every employer is responsible for conducting regular risk assessments. This process should be ongoing and dynamic, reflecting the changing conditions of the workplace, the introduction of new machinery or processes, and evolving legislation.

The Risk Assessment Process

Hazard Identification

The first step in any risk assessment is to identify potential hazards. A hazard is anything with the potential to cause harm, such as chemicals, electricity, working from heights, or repetitive strain. In the South African context, hazards can also include environmental factors like heat or exposure to diseases in certain industries.

Determine Who May Be Harmed and How

Next, consider who might be harmed by these hazards and how the harm might occur. This includes not only employees but also visitors, contractors, and even the public if your workplace poses risks to them. For example, workers in a warehouse might be at risk from moving machinery, while cleaners could be exposed to harmful chemicals.

Evaluate the Risks

Once the hazards are identified, you need to evaluate the level of risk they pose. This involves assessing both the likelihood of harm and the potential severity of the consequences. Employers must then decide whether the existing safety measures are sufficient or if more needs to be done. The OHSA requires that all reasonably practicable steps be taken to minimise these risks.

Record the Findings

Employers are required by law to keep a record of their risk assessments. This documentation is crucial, not only for legal compliance but also as a reference point for future reviews. It should include details about identified hazards, the individuals at risk, and the measures taken to mitigate these risks.

Review and Update Regularly

Risk assessments are not a one-time exercise. They must be reviewed and updated regularly, especially when there are changes in the workplace. This could include introducing new machinery, materials, or work processes. It’s also important to reassess risks after an accident or near-miss to understand what went wrong and how to prevent future incidents.

Moving From Risk Assessment to Action

Once the risk assessment is complete, the real work begins: implementing practical measures to address the identified hazards. Under the OHSA, employers must take all “reasonably practicable” steps to ensure workplace safety. This often involves a combination of equipment, processes, and training.

1. Implement Safety Measures

The first step in actioning the results of a risk assessment is to put in place the necessary safety measures. This might include engineering solutions such as installing guards on machinery or improving ventilation in areas where workers are exposed to fumes. For risks that cannot be entirely eliminated, appropriate personal protective equipment (PPE) must be provided, such as gloves, helmets, or safety goggles.

In some cases, the introduction of administrative controls might be necessary. This could involve revising work schedules to prevent employees from overexertion or instituting strict protocols around how hazardous tasks are carried out.

2. Provide Adequate Training

A key aspect of mitigating risk is ensuring that employees are fully aware of the dangers they may face and how to protect themselves. This makes training an essential part of any risk management strategy.

Training should cover the proper use of equipment, emergency procedures, and how to recognise hazards in the workplace. The OHSA also requires that employees are trained on their specific duties related to health and safety, particularly if they work in higher-risk environments like construction or manufacturing.

Regular refresher health and safety courses should be scheduled to keep employees updated on any changes to safety protocols, and to ensure that new staff members receive the same level of education.

3. Appoint Health and Safety Representatives

In line with the OHSA, businesses with 20 or more employees must appoint health and safety representatives. These individuals play a vital role in implementing and monitoring safety measures in the workplace. They serve as a link between workers and management, helping to identify ongoing risks and ensuring that the employer’s safety measures are effective.

Health and safety representatives should be provided with the necessary training to carry out their responsibilities effectively, and they must be given the authority to stop unsafe practices when required.

4. Monitor and Enforce Compliance

Implementing safety measures is only the first step. To ensure these measures remain effective, they must be monitored regularly. Employers should conduct routine inspections to check that safety protocols are being followed and that equipment is properly maintained.

Employees should be encouraged to report hazards or unsafe conditions, and there should be a clear procedure in place for investigating incidents and addressing concerns. Ensuring that all levels of staff understand the importance of compliance with safety procedures is key to maintaining a safe workplace.

The Importance of a Safety-First Culture

While risk assessments and safety measures are critical, they are most effective when embedded within a broader culture of safety. This means creating an environment where everyone, from management to entry-level workers, understands the importance of health and safety and takes personal responsibility for upholding standards.

Encouraging open communication, where employees feel comfortable reporting risks or near-misses, can help prevent accidents before they occur. Leadership must also set the tone, demonstrating their commitment to health and safety through their actions, not just words.

Risk assessments are the foundation of a safer workplace, but they are only the beginning. By taking action—whether through improved equipment, comprehensive training, or ongoing monitoring—employers can ensure they meet the requirements of the OHSA while protecting their most valuable asset: their employees.

In 2024, South African businesses have a unique opportunity to not only comply with the law but also to create workplaces where safety is ingrained in the daily operations. Moving from risk assessment to action is a crucial step in building a productive, compliant, and above all, safe work environment.