Pit & Quarry, January 2010

F ollow up is a powerful loss prevention tool Powerful as followup is it needs a bit of fleshing out Loss reduction or control is a system The system is the accumulation of all the parts from multiple elements of the program Loss control is a sub system of the whole management system including accounting quality control engineering and all of the other sub systems The loss control system is the program elements working together on a regular basis over extended time Individual loss control program elements come and go as the situation demands Program elements are developed and readjusted to solve specific individual challenges as they arise Readjustment follows analysis of some problem or challenge System failures occur when inadequate long running program elements break down and call for immediate adjustments for specific problems Inadequate company standards for the elements poor understanding or knowledge of the self imposed company standards and inept or negligent maintenance of the standards are usually the combination that causes failure The follow up in question here is the last of a five step management process 1 Note Someone has to be familiar with what is expected from a program element For example inspections for hazards is a near universal loss control program element Evidence of some sort may have led someone to suspect there is a deficiency in the inspections The differences can be complete failure or just a slacking off in quantity or quality Noting is the limiting of the search for remedial action 2 Record The suspected deficiency that has been noted has to be recorded Noted means limited and written down dispassionately and accurately This is best done in some sort of formal report or list The report has to be accurate clear and fair Naming and counting come to the rescue and avoids the criticism of name calling and misplaced blame Not every deficiency is a general failure In the event the failure is with a particular individual there is no call for a general effort 3 Reinforce In the event the number of prescribed inspections is not being done and the ones that are being done are cursory or worse it is time to clarify the standard The standard has to be clear understandable agreed upon relevant and meaningful and the assigned person for each inspection has to be reacquainted with the details and importance of the element 4 Evaluate It would be nice if evaluation were to occur as a pure isolated element here in its ordered place Evaluation actually started at the note step and continued into the recording step There is no escaping that whenever a program element is put under examination it is all mixed up with evaluation It is not possible to exclude evaluation in all of the previous steps Like it or not evaluation creeps in at every level That does not eliminate the need for particular assessment of the facts and details uncovered by observation and recording of observations The particular parts of the inspection process the inspectors and the tools they were given need a close valuation It is important to keep evaluation as individual and separate as possible while being mindful of cross contamination of all the steps by evaluation 5a Follow up I It will not do to call a meeting and say You are doing a poor Safety tip job on the inspections It is necessary to say we expect an inspection from every supervisor every shift The inspection is to be reported on the form provided for the individual and separate working area of the plant The particular items to be inspected for are on the form The acceptable standards for housekeeping guarding and zero energy state are shown in the photo look a like book in the superintendents office 5b Follow up II At long last the real crux of follow up has been reached The person in the line organization who is responsible for confirming that the inspections are done on the prescribed frequency and to the prescribed standard has to evaluate every inspection and tell the supervisor whether it meets the standard or not This calls for prompt dispassionate feedback Follow up is feedback Feedback Timely noting of particular downgraded performance that is recorded positively reinforced with fresh coaching or adjusted standards from enlightened and creative evaluation with a few well placed words is feedback for an individual The same procedure works for the group y Follow up explained System failures occur when inadequate long running program elements break down and call for immediate adjustments for specific problems Safety BY CARL METZGAR Carl R Metzgar CSP has more than 30 years of safety and health experience in the aggregates industry He provides consulting services with a specialization in program evaluation training compliance and loss control and can be reached at 336 766 8264 cmetz46840@ aol com www pitandquarry com January 2010 PIT QUARRY 31