FAKULTI PENDIDIKAN DAN BAHASA

SEMESTER SEPTEMBER / 2012

OUMH 2203

ENGLISH FOR WORKPLACE COMMUNICATION

NAMA PELAJAR : LIM POH TIN

NO. MATRIKULASI : 650723015148002

NO. KAD PENGNEALAN : 650723-01-5148

NO. TELEFON : 016-7189793

E-MEL : ptlim9793@yahoo.com

PUSAT PEMBELAJARAN : INSTITUT PERGURUAN TUN

HUSSEIN ONN

OUMH 2203

CONTENT

1.0 Introduction 4-5

2.0 Content

2.1 Present Situation 5

2.2 Problem 5-6

2.3 Solution

2.3.1 Improvement of Storage 7

2.3.2 Manual Processes On the Experience and Knowledge of

Personnel 7

2.3.3 Provide Training On How to Operate the Equipment for

Employees. 7-8

2.3.4 Provide a Slip,Trips and Falls Checklist/

Manual Handling Checklist/Electrical Checklist 8-13

2.3.5 Provide Training on Lifting Techniques for Employees

13

3.0 Conclusion

3.1 Evaluation of changes 14

3.2 Recommendation 14-15

4.0 References 16

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OUMH 2203

A Standard Report To Improve Safety In The Factory

Prepared for

Alvin Wong , Managing Director

The Fortune Textile Industrial

Jalan Tanjung Laboh,

83000 Batu Pahat

By

Lim Poh Tin

Factory Manager

The Fortune Textile Industrial

Jalan Tanjung Laboh,

83000 Batu Pahat

10 November 2012

To : Alvin Wong, Managing Director

From : Lim Poh Tin, Factory Manager

Date : 10 November 2012

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Subject : A Standard R eport T o Improve Safety In The Factory

1.0 INTRODUCTION

As an Occupational Health manager of the factory, I had a tour to the factory the past

few days. While I was looking at the Material and Handling department, I discovered

that the operators of that department didn’t abibe the safety regulations as stipulated.

They were ignoring the safety regulations at their work. Handling and storing materials

involves diverse operations such as storage of corrosive chemicals , presence of large

quantities of dry fabric or paper can increase the risk and spread of fires.

The efficient handling and storing of materials is important to industry. These

operations provide a continuous flow of raw materials, parts, and assemblies through the

workplace, and ensure that materials are available when needed. Yet, the improper

handling and storing of materials can cause costly injuries.

Nowadays, machiner have become larger, speedier and more sophiscated and they also

introduced now potential hazards. As workers have to cope with mechanization and the

demand for increasing productivity, work stress, largely unrecognized or ignored,

exerted an increasing influence on their well being.

Environmental concern raised by the textile industries stem from two sources, the

processes involved in textile manufacturing and hazards associated with the way the

products are used. Therefore, the workers encounter various types of factory accidents

or health danger due to lack of proper safety rules. I wrote this report to you with the

purpose to propose a permanent solution that prevents recurrence of the actual causes of

hazards in the factory.

Management is firmly committed to a policy enabling all work activities to be carried

out safely, and with all possible measures taken to remove (or at least reduce) risks to

the health, safety and welfare of employees, contractors, authorised visitors, and anyone

else who may be affected by our operations. We are committed to ensuring we comply

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with the Workplace Health and Safety Act 1995, the Workplace Health and Safety

Regulations 1998 and applicable codes of practice and Malaysian Standards as far as

possible.

2.0 CONTENT

2.1 Present Situation

1 The housekeeping aspect in the Material and Handling department is controlled

by a crew of middle-aged women.

2 Workers dealing with the dyeing of materials are wearing slippers.

3 The switchboards and electrical equipment in that department is in charged by

an in-experience supervisor who is a twenty-eight-year man .Everything on the

switchboard are not clearly labelled. The safety switches (residual current

devices) have not been fitted to all circuits.

4 During mechanically moving materials, the workers overload the equipment

not according the weight, size and shape of the materials or moved dictate the

type of equipment used for transporting them .

5 The steam pipes are leaking because they are worn-out.

2.2 Problem

1 The walkways and doorways in the factory are fulled of boxes, extension cords

and litter even at the stairways.There are also stacked up with boxes. Nobody is

responsibility for cleaning the floors, clearing work areas and walkways. The

workers have no adequate space to enable ease of movement. The tread on stairs

are not adequate to minimise slipping too. Employees expose to many potential

hazards like moving industrial equipment or slick areas. A hazard is something

that can cause harm if not controlled. The outcome is the harm that results from

an uncontrolled hazard.

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These can cause crush injuries, lacerations, bruising, sprains and strains to the

part of the body that is hit or trapped. In case of a dangerous situation such as

fire, the workers will not be able to escape quickly.

2 Improper storage of dyes, chemicals and other auxiliaries. Exposure to

chemicals and certain reactive, vat and disperse dyes can cause skin irritation.

3 There is no evaluation on the ability of the workers during the handling

materials. The main risk in the factory is usually associated with individual

capabilities. Here comes the fact that the strength, skill and disposition vary

from one person to another. A certain task may be perceived in many different

ways such that the effects of the task change in terms of intensity and gravity for

each employee.

4 Not all material can be manually lifted. Carts, bins, hand trucks, dollies, and fork

lifts are all mechanical aids that can only help transport a load without putting

undue strain on the back. Pushcarts and bins only can be useful for light,

awkward material handling tasks, while hand trucks and forklifts just can help to

move heavier, stackable material. Our factory is lack of mechanical aids for

loading the heavier materials.

5 The Material and Handling department is shortage of well-trained staff

especially in mechanically moving materials. The worst situation that happened

frequently is the workers haven’t gain access typically to perform maintenance

or to replenish supplies or raw materials (ink, oil, water, or toner). They always

made mistake to replenish supplies or maintenance of machinery.

2.3 Solution

2.3.1 Improvement of Storage

Stored materials must not create a hazard. Storage areas must be kept free from

accumulated materials that may cause tripping, fires, or explosions, or that may

contribute to the harboring of rats and other pests. When stacking and piling

materials, it is important to be aware of such factors as the materials' height and

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weight, how accessible the stored materials are to the user, and the condition of

the containers where the materials are being stored.

All bound material should be stacked, placed on racks, blocked, interlocked, or

otherwise secured to prevent it from sliding, falling, or collapsing. A load

greater than that approved by a building official may not be placed on any floor

of a building or other structure. Where applicable, load limits approved by the

building inspector should be conspicuously posted in all storage areas.

Dyes, chemicals and other auxiliaries should be stored in a separate work area

and access to this area should be limited to trained personnel. The storage area

should be kept relatively cool and dry and all items must be recorded in a log

book and clearly labelled. Internationally recognized symbols should be used

and all factory workers should be train to recognize them. The storage areas,

balances and all utensils should be kept clean for safety reasons and to avoid

cross contamination.

2.3.2 Manual Processes On the Experience and Knowledge of Personnel

The effective identification of hazards and controls can vary widely in manual

processes depending on the experience and knowledge of personnel. Make sure

the workers have the skills for the job. The new workers must be provided with,

in addition to the information required or relevant comprehensible information

as to the safety and health risks and the preventive and protective measures

taken with respect to those manual handling operations. When there is a

new worker, we should introduce them to the workplace: the facilities, their

fellow workers, work times and meal breaks. This is only an induction. In an

induction, we must also tell the workers how to work safely and how to report a

problem, incident or injury. It is a good idea to formalise the inductions and

structure them in a way we can keep track of.

2.3.3 Provide Training On How to Operate the Equipment for Employees.

To reduce potential accidents associated with workplace equipment, employees

need to be trained in the proper use and limitations of the equipment they

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operate. This includes knowing how to effectively use equipment such as

conveyors, cranes, and slings. To ensure that our staffs have sufficient

knowledge to handle the machines or equipment, the management needs to

prepare a standard training manual for all the relevant staff. We should

recommend using a formal training program to reduce materials handling

hazards. Instructors should be well-versed in matters that pertain to safety

engineering and materials handling and storing. The content of the training

should emphasize those factors that will contribute to reducing workplace

hazards including the following:

Alerting the employee to the dangers of lifting without proper training.

Showing the employee how to avoid unnecessary physical stress and strain.

Teaching workers to become aware of what they can comfortably handle

without undue strain.

Instructing workers on the proper use of equipment.

Teaching workers to recognize potential hazards and how to prevent or

correct them.

Because of the high incidence of back injuries, safe lifting techniques for manual

lifting should be demonstrated and practiced at the work site by supervisors as

well as by employees.

2.3.4 Provide Slip,Trips and Falls Checklist / Manual Handling Checklist/

Electrical Checklist .

Slip,Trips and Falls Checklist

Slips, trips and falls account for nearly a quarter of workplace injuries. We must

ensure that the workplace is kept free of hazards that cause these injuries, and

this checklist will help us do that. We should involve the workers in filling out

this checklist. The sample of Slip,Trips and Falls Checklist as the following:

( SAMPLE )

SLIPS, TRIPS AND FALLS CHECKLIST

Date checklist completed: _______________________________________________

Date checklist to be reviewed:____________________________________________

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(annually or when there is a change or addition to procedures or workplace set-up)

Name of person who completed checklist:__________________________________

Position title: ____________ Company/workplace: ____________

Floors

Are floors free of water, ice, oil or other fluids? Yes No

Are floor surfaces even ( e.g. no loose tiles or carpet that is torn or has ridges or holes)?

Yes No

Are ramps designed to prevent slips and falls? Yes No

______________________________________________________________________

Housekeeping

Are walkways and doorways clear of boxes, extension cords and litter? Yes No

Are spills cleaned up immediately? Yes No

Are the responsibilities for cleaning floors, clearing work areas and walkways clearly

specified? Yes No

______________________________________________________________________

Stairs

Are stairways kept clear of boxes, extension cords and litter? Yes No

Is the tread on stairs adequate to minimize slipping? Yes No

Is the tread on each stair adequate? Yes No

Are hand-rails adequate? Yes No

______________________________________________________________________

Lighting

Are work areas, walkways and stairs well lit? Yes No

Does the lighting enable workers to move between indoor and outdoor tasks safely?

Yes No

______________________________________________________________________

Footwear

Is the footwear worn by workers suitable for the workplace? Yes No

Manual Handling Checklist

Manual handling is a component of many work tasks. It involves repetitive

movements , lifting and carrying loads or even sedentary tasks such as using a

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computer. Manual handling is a major factor in workplace injuries. This

checklist will help us to address the manual handling issues in the workplace and

reduce the risk of injuries due to manual handling. We should involve our

workers in filling out the checklist. The sample of Manual Handling Checklist as

the following:

( SAMPLE )

MANUAL HANDLING CHECKLIST

Date checklist completed: ________________________________________________

Date checklist to be reviewed: ____________________________________________

(annually or when there is a change to the workplace)

Name of person who completed checklist:___________________________________

Position title: _____________ Company/workplace: _______________

______________________________________________________________________

Work tasks

Can all materials be lifted and carried easily?

Yes No

Are mechanical aids (such as trolleys and hoists) available and used?

Yes No

Are workers trained in manual handling techniques and the use of mechanical aids?

Yes No

______________________________________________________________________

Work equipment

Are work benches a comfortable height?

Yes No

Are chair backs and seat heights adjustable?

Yes No

Is office equipment (such as computer keyboards and screens) adjusted to avoid body

strain?

Yes No

Are storage shelves organized to minimize bending and stretching?

Yes No

_____________________________________________________________________

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Work organization

Are tasks rotated to avoid repetitive work?

Yes No

Is work planned to balance out periods of high and low demand?

Yes No

Are workers able to take adequate breaks?

Yes No

_____________________________________________________________________

Work area

Do workers have adequate space to enable ease of movement?

Yes No

Are items that are regularly-used within easy reach?

Yes No

Is there sufficient area around machines or equipment to enable access for maintenance

and repair?

Yes No

Electrical Checklist

Electricity has the potential to seriously injure and kill. As electricity is invisible,

it is even more dangerous. As the manager of a small business, we are

responsible for ensuring the electrical fittings and electrical equipment in the

workplace is safe, and inspected and maintained regularly. We should involve

our workers in filling out the checklist. The sample of electrical checklist as the

following:

______________________________________________________________________

( SAMPLE )

ELECTRICAL CHECKLIST

Date checklist completed: ________________________________________________

Date checklist to be reviewed:_____________________________________________(annually or when there is a change in the electrical equipment or an electrical incident)

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Name of person who completed checklist:___________________________________

Positiontitle:________________ Company/workplace:________________

Electrical switchboards and equipment

Are switchboards and electrical equipment in a safe condition? Yes No

Is everything on the switchboard clearly labeled? Yes No

Have safety switches (residual current devices) been fitted to all circuits? ______________________________________________________________________ Power points, light fittings and switches

Are all power points, light fittings and switches in a safe place and free from obvious defects (e .g. loose covers or wires, broken or damaged fittings, signs of overheating)? Yes No

Are isolating switches clearly labeled and accessible? Yes No ______________________________________________________________________Power tools, flexible leads and power boards

Is portable electrical equipment protected by safety switches? Yes No

Are all power tools, extension leads and power boards maintained in a safe operating condition (check for damaged insulation, water leaks, burn marks, bent or loose pins or fittings)?Yes No

Are extension leads and power boards located in a safe position to prevent mechanical or other damage (including trips)? Yes No _____________________________________________________________________Inspecting and maintaining electrical equipment

Are all electrical fittings and electrical equipment, including portable power tools, regularly inspected and maintained? Yes No

Have all the power leads been inspected and tagged? Yes No

*For specialized advice about electrical safety, contact a licensed electrical contractor.

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Make sure all power points, light fittings and switches are in a safe place and

free from obvious defects .We should check for damaged insulation, water leaks,

burn marks, bent or loose pins or fittings. Always get a licensed electrical

contractor to check our electrical switchboards and equipment in the factory.

Inspecting and maintaining electrical equipment regularly are needed in order to

prevent workers electrocution incident. A significant contribution to safety in the

factory can be made by personnel being dressed appropriately.

2.3.5 Training for Lifting Techniques

Because of the high incidence of back injuries, safe lifting techniques for manual

lifting should be demonstrated and practiced at the work site by supervisors as

well as by employees. A training program to teach proper lifting techniques

should cover the following topics:

Awareness of the health risks to improper lifting—citing organizational case

histories.

Knowledge of the basic anatomy of the spine, the muscles, and the joints of the

trunk, and the contributions of intra-abdominal pressure while lifting.

Awareness of individual body strengths and weaknesses—determining one's

own lifting capacity.

Recognition of the physical factors that might contribute to an accident, and how

to avoid the unexpected.

Use of safe lifting postures and timing for smooth, easy lifting and the ability to

minimize the load-moment effects.

Use of handling aids such as stages, platforms, or steps, trestles, shoulder pads,

handles, and wheels.

Knowledge of body responses—warning signals—to be aware of when lifting.

3.0 CONCLU S ION

3.1. Evaluation of the Changes

3.1.1 Factories rely on employees to perform a task or duty that is one-step in

the process for manufacturing. With the quality control procedure our

company will enjoy a good reputation in Textile Industrials.

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3.1.2 With the Safety Standards that have improved, the staffs will be working

under a safe environment. They won’t be stressful all the time throughout

the working days.

3.1.3 With the well-trained staffs, our productivity will be increased to our

expectation in order to get more profits.

3.1.4 After carrying out the well-planed storage, the employees will be able to

work in a systematically arranging materials workplace.

3.2. Recommendation

3.2.1 We shall implement a quality control system to monitor and verify our

internal quality control.

3.2.2 a licensed electrical contractor to check our electrical switchboards and

equipment in the factory is needed.

3.2.3 The management should provide rubber boots to workers in the olyeing

department so as to reduce the risk of falls as the floor is wet all the time.

Workers dealing dyestufts or chemicals should be provided with glover

and facial masks to aviod coming in contact which can cause serious skin

problems.

3.2.4 Persons appointed by branch manager shall jointly responsible to

conduct the evaluation. The work flow for the manual handling

evaluation is as follow:

Work Flow for the Manual Handling Evaluation

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Persons appointed by branch manager

Or

3.2.4 Mr. Selva from the Materials and Handling Department who had attended

Handling Management Course last year and he also had 8 years experiance

in a textlie firm. He would be the best person to prepare the training manual

for inspection, handling and preservation and conduct trainning for all the

relevant staffs as well.

( 2754 words )

REFERENCES

15

Potential Staffs

Evaluation

Evaluated by Assessors

ResultsRe-trained

Register in Approved List.

(Keep in Management Department)

Approval by

Branch Manager

Review performance annually & update into Potential Staffs List

Transfer to another department suitable for the staff

Evaluation Report

Not qualify

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H & S Executive (2002) COSHH A Brief Guide to the Regulations What You Need to

Know About the Control of Substances Hazardous to Health Regulations.

Badger, I. (2003). English for work: Everyday business English. UK :Pearson Education

Limited.

Jaya Poshani Ponnudurai.(2010). English for Workplace Communication: Business

Reports.Selangor. Meteor Doc. Sdn. Bhd.

WEBSITE

1 http://www.osha.gov/doc/outreachtraining/htmlfiles/mathan.html

2 http://www.ehow.com/about_5176090_problems-textile

industry.html#ixzz2ANnWTCvo

3 http://en.wikipedia.org/wiki/Occupational_safety_and_health

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