Safe system of work

Understanding safe systems of work in the cleaning industry

In the cleaning industry, ensuring the safety and well-being of employees is not just a legal requirement but also a moral responsibility. A Safe System of Work (SSoW) is a critical component that helps achieve this goal by outlining how tasks should be carried out to minimise risks to workers. Whether you are a cleaning consultant, facilities manager, or business owner, understanding and implementing an effective SSoW is essential for protecting your workforce and enhancing operational efficiency.

What is a safe system of work?

A Safe System of Work is a formal procedure that identifies hazards associated with specific tasks and outlines the necessary steps to mitigate these risks. It’s a proactive approach to managing workplace safety, tailored to the specific needs of your operation. For the cleaning industry, this could involve anything from handling hazardous chemicals to ensuring safe access to high cleaning areas.

The primary purpose of an SSoW is to provide clear, concise instructions that help workers perform their duties safely and efficiently. By integrating health and safety considerations into everyday activities, an SSoW helps create a safer work environment and reduces the likelihood of accidents and injuries.

Key components of a safe system of work

Constructing an effective SSoW involves several key components:

1. Risk assessment: Start with a thorough risk assessment to identify potential hazards associated with each task. This could include slips, trips, falls, chemical exposure, or injuries from equipment use. The assessment should be detailed and specific to the work environment and tasks performed by the cleaning staff.
2. Safe work procedures: Based on the risk assessment, develop clear, step-by-step procedures for each task. This should include details on the use of Personal Protective Equipment (PPE), correct handling and storage of cleaning agents, and safe operation of machinery. Ensure that these procedures are easy to understand and accessible to all employees.
3. Training and supervision: Employees must be trained on the SSoW, including how to recognise hazards and follow the established procedures. Regular training sessions and refreshers should be conducted to keep staff updated on any changes. Supervision is also crucial to ensure that procedures are followed correctly and consistently.
4. Monitoring and review: An SSoW is not a one-time document but a living system that needs continuous monitoring and review. Regular inspections and audits should be conducted to ensure compliance and identify areas for improvement. Encourage feedback from employees to refine and update the procedures as needed.
5. Emergency procedures: Include guidelines for what to do in the event of an emergency, such as chemical spills, fire, or injury. These procedures should be clear and concise, with designated roles and responsibilities to ensure quick and effective responses.

Constructing a safe system of work for the cleaning industry

Here’s a step-by-step guide to creating an SSoW for cleaning operations:

1. Identify tasks: List all cleaning tasks performed in your operation, from daily routines to less frequent activities. Include tasks like floor cleaning, waste disposal, equipment maintenance, and handling of hazardous substances.
2. Conduct risk assessments: For each task, conduct a risk assessment to identify potential hazards. For example, consider the risks of using high-pressure washers, working at heights, or exposure to strong chemicals.
3. Develop safe work procedures: Based on the identified risks, create detailed procedures for each task. Include the necessary PPE, proper handling of tools and chemicals, and steps to minimise risks.
4. Implement training programmes: Train your employees on the SSoW, ensuring they understand the procedures and the importance of following them. Use a combination of written instructions, demonstrations, and hands-on practice.
5. Supervise and monitor: Regularly supervise the cleaning staff to ensure they are adhering to the SSoW. Conduct spot checks and inspections to identify any deviations and take corrective actions as needed.
6. Review and update: Continuously review and update the SSoW based on feedback, incident reports, and changes in the work environment. Regularly engage with staff to gather insights and make necessary adjustments.

Conclusion

A Safe System of Work is an essential tool for managing risks and ensuring the safety of employees in the cleaning industry. By systematically identifying hazards and implementing control measures, you can create a safer, more efficient work environment. Remember, a well-constructed SSoW not only protects your employees but also enhances productivity and reduces operational costs in the long run.

If you need assistance in developing an SSoW or require further guidance on implementing safety measures in your cleaning operations, feel free to reach out. Let’s work together to make the cleaning industry a safer place for everyone.

Sample Safe System of Work