[Name of Organization] 

Managing the Work Environment and Facilities Policy and Procedure 

  1. Introduction  

A person conducting a business or undertaking the primary duty, should ensure that workers and other persons are not exposed to health and safety risks arising from the business. There are several duty holders who have the responsibility to ensure that the work environment and facilities are without risk to health and safety. These include: 

  • persons conducting a business or undertaking 

  • persons with management and control of the workplace  

  • officers  

  • designers of structures  

  • workers, and 

  • other ones ay the workplace  

Early consultation and identification of risks can offer more options to eradicate or minimise risks and reduce the associated costs.  

  1. Purpose  

The purpose of [YOUR COMPANY NAME]’s policy and procedure is to raise awareness about risks arising from the work environment and facilities and taking measures to minimise the risks so far as is reasonably practicable.  

  1. Application  

[YOUR COMPANY NAME]’s policy and procedure offer practical guidance to the ones, who are involved in maintaining a physical work environment which is without risks to health and safety. It covers: 

  • the physical work environment including workspace lightening and ventilation 

  • various facilities for workers along with drinking water, toilets, washing and drinking areas, change room, personal storage, and shelter 

  • remote as well as isolated work 

  • emergency plans 

  1. Identifying the facilities needed 

Decisions about workplace facilities and the work environment depend on the industry the business is in, the nature of the work carried out, and the size and location of the workplace, as well as the number and composition of workers at the workplace.  

Nature of the work 

In order to understand the nature of the work activities and the type of hazard involved, the following questions need to be answered: 

  1. Does the work involve exposure to contaminates or infectious material? If yes, then the employees may need access to shower facilities before leaving the workplace. 

  1. Do workers need to change their clothes? If yes, then they will need to change rooms.  

  1. Is the work mostly conducted standing or seated? Based on the answer, the floor coverings and seats should be considered.  

  1. If the work physically active or sedentary? If so, it can affect the ideal comfortable air temperature. 

  1. Is the work done in shifts? Then, cleaning and maintenance schedules should take into account the times when the facilities are used.   

Workers involved in different types of works within the same workplace may also have diverse requirements for facilities based on the work that they do and the equipment that they use.  

Size, location, and nature of the workplace  

The type of facilities needed also depends on the size, location, and nature of the workplace. For instance, whether the work is carried out in a structure or building, or whether the work is performed outdoors or in a workplace belonging to another business should be considered. Some workers may be mobile, like sales representatives, visiting health care workers, or tradespeople. These questions need to be asked:  

Number and composition of the workforce  

The number of workers at the workplace determines the size and type of facilities needed. For instance, calculating the number of hand washing facilities and toilets should take account of the number of workers who usually use them at the same time. Facilities should provide security and privacy for men and women. The needs of workers with any particular requirement or disabilities should also be addressed in the design of the workplace.  

  1. Managing the work environment and facilities  

It provides guidance on how to manage risks associated with the work environment and facilities in the workplace using the following process: 

  1. Identifying the hazards – find out what could cause them 

  1. Assessing the risks, when necessary – understanding the nature of the harm 

  1. Controlling risks – implement the most effective control measure and make sure that they remain effective over time. 

  1. Reviewing – review control measures to ensure they are working as planned  

  1. Monitoring and maintaining the work environment and facilities  

The work environment should be maintained so that it is in a clean and safe condition. Damaged or broken furniture, fittings, and fixtures along with chairs, air conditioning, plumbing, and lightening should be repaired quickly. Facilities should be safe, clean, accessible, and in good working order. Consumable items like soap and toilet paper, should be replenished on a regular basis. Furniture and equipment like fridges, toaster or lockers should be maintained in good working condition. Workplace, as well as facilities, should be cleaned regularly, on a daily or weekly basis. The cleaning schedule of facilities like toilets, hand basins, showers, and dining areas should take into account shift work, the nature of work, the likelihood of contamination, and the number of workers using them.  

 

  1. Preparing Emergency Procedures  

The emergency procedures in the emergency plans should clearly explain how to respond in different types of emergencies, along with how to evacuate from the workplace in a controlled manner. The procedures should be simple and written clearly. Where applicable, emergency procedures should address:   

  1. allocation of roles and responsibilities for specific actions in an emergency condition 

  1. clear lines of communication between the persons authorised to coordinate the emergency response and all persons at the workplace  

  1. the activation of alarms and how to alert workers at the workplace  

  1.  the safety of the people who may be at the workplace during the emergency situation, along with visitors, tradespeople, and shift workers  

  1. employees or other persons who need special assistance to evacuate  

  1. specific procedures for critical functions such as power shut-off  

  1. risks from neighbouring businesses 

  1. identification of safe places 

  1. potential traffic restrictions 

  1. distribution of emergency phone numbers 

  1. distribution and display of site plan 

  1. use and maintenance of required equipment to deal with specific types of emergencies  

Emergency procedures should be tested in accordance with the emergency plan in which they are contained. A more comprehensive plan should include high-risk situations including: 

  • people sleeping on site  

  • a large number of people at the site at the same time  

  • high-risk chemical processes and major hazard facilities  

  • significant cash handling, mainly outside normal business hours  

  1. Implementation and review 

[YOUR COMPANY NAME] will review and can make changes to this policy and procedures as needed at a regular interval. 

Date: