The Smart OHS System - What makes a great performance is OHS?

Smart OHS is the premier online OHS management system on the market and is used by over 500 AHA (NSW) members.

Smart OHS makes OHS very simple for members by giving them access to a vast array of user-friendly online tools and records and by reminding members to undertake a task through an integrated email notification system.

Most members currently (on www.ahasmartohs.com.au*) receive their access and support to Smart OHS systems free of charge through having their workers compensation insurance policies with Hotel Employers Mutual - another of the many benefits that AHA (NSW) members receive for joining the industry-backed insurance scheme.

This article examines five of the top ten performing members on the Smart OHS system to highlight what it takes to perform with regard to OHS within a workplace.

Who we interviewed

The five interviewed were:

Laura Lucas from Bridge TavernWagga, Lee Semmler at Kings Cross Hotel, Michael Bradshaw from the Hornsby Inn, Jim Granger from Epping Hotel, and Kate de Jong from Victoria Hotel Wagga.

What are the key characteristics of strong-performing users on Smart OHS?

One monthly workplace inspection, new staff inductions for all new staff, load/update new (and ongoing) contractor insurance details, and to lodge any incident reports.

Members who are strong performers on Smart OHS are known as 'Level 1' members, who would typically use the system in the following way:

· The member has logged in on four or more occasions each month

· One workplace inspection completed each month

· Two records (updates of OHS Policy and Procedures Manuals) are uploaded into the OHS documentation and records/manuals section of the system each year

· Four Quarterly OHS Documentation and Training Reviews per year are completed

· All urgent tasks are completed by the due date

· All new staff are inducted on the system within the first month of starting work.

Any current users of the system would read through the list above and realise that it is not very difficult to obtain a 'Level 1' member status. The above, however, refers to minimum standards and in workplaces where there are more issues, use of the system would be both more prolific and more involved.

The Interview

1.How long have you been in your position at the hotel?

Lee Semmler: Nine months

Michael Bradshaw: Since 1995 (14 years)

Jim Granger: I have been Licensee at Epping Hotel for 12 years

Laura Lucas: 14 months

Kate de Jong: Three years

2.What is your position at the hotel?

LS: Manager

MB: Licensee

KD: Financial Controller, Pay Clerk, OHS Representative

LL: Accounts

JG: Licensee

3.In your mind, what are a few of the more important issues relating to OHS?

LS: Smaller things that generally get brushed off as not important.

MB: Legal responsibilities to patrons and staff make it imperative you cover yourself, along with the desire to comply with government regulations, make OH&S an issue no- one can ignore. The main areas we concentrate on are: documented meetings and actions including hazard identification, holding all contractors insurance documents, MSDS sheets in place and keeping all staff abreast with monthly newsletters.

KD: Staff safety, staff input, training

LL: Safe working environment for all employees and a safe hotel for patrons to visit

JG: Education, and compliance....keeping staff educated and following safe practices is a huge challenge

4.Which of the tool/s in the MEMBER AREA section of the site do you find most useful (Contractor Insurances, Tasks, Meeting Minutes, Workplace Inspections etc.)

LS: Workplace inspections forms.

MB: At this point we document all contractors' workers compensation and public liability document details in place so we are alerted when another document is due. Other than that simply reading and keeping abreast of latest OH&S topics.

LL: Standard forms and inductions.

5.What is the most frustrating aspect of the system and/or OHS in general?

JG: Time taken to educate staff, plus the lack of interest that some people I.e. contractors etc show in following simple OH&S procedures.

KD: Finding time to get it all done. Staff understanding their role, getting staff to fill in correct forms.

6. Are the reminders that are sent through: a. Very helpful in organising new OHS tasks b. Somewhat helpful c. Annoying and too frequent

MB: a. Very helpful. You want to know if any aspect has gotten past you.

KD: A.

JG: A. Very/Extremely helpful.

7. What does OHS mean for you and your workplace?

LS: It means the safety and wellbeing of my staff, efficiency and peace of mind for my employers.

LL: A safe environment for everyone.

8. What would you like to see the system add in the way of new tools etc.?

LS: Some sort of planner/calendar that could show you upcoming dates along with past incidents/inspections...

JG: I can't think of anything that is missing at the moment.

9. How do you stay on track and up to date with your OHS tasks, inspections, contractor insurances?

LS: Reminders set up on my phone, and email reminders from Smart OHS.

KD: I keep all email reminders from Smart OHS and once a week(hopefully) I go through them and

complete them.

10. Do you discuss OHS issues regularly with staff etc. and if so, when - i.e. at staff meetings, ohs committee meetings, noticeboards etc.?

LL: Yes, in staff meetings and an OHS file available to all employees to report incidents, hazards or any suggestions.

MB: A monthly newsletter that all staff receive includes a series of OH&S questions they must complete and return to us. That ensures issues are constantly reinforced and staff must show they understand them. A notice board is situated outside the office and notices are pinned there. A general staff meeting is held about every 2 months.

Summary

A common key element that all shared was a strong commitment to OHS. Each of these strong-performing members realise that OHS does not have to be time-consuming or confusing. It's about actioning tasks when they fall due, recording the results and providing a communication channel between management and staff in the workplace.

Smart OHS will be upgraded over the next six months to include more detailed reporting and a 'My History' page with risk score and 'tasks at a glance', which will allow each member to track their performance (and check their level) on the one page.

Smart OHS would like to thank all those who participated in the interview.

We encourage strong performance and can be contacted by any member who wants to perform better to discuss how this can be achieved very easily.

Chris Beasley

*There are two Smart OHS systems on the market. www.ahasmartohs.com.au is for Australian Hotels Association Members, whilst www.smartohssystem.com.au is for workplaces in most other industries.

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