Manage Personnel Requirements to Comply with QSE Standards

Businesses must manage personnel requirements to comply with QSE standards. Getting certified offers many advantages, so get started now!

In addition to bolstering an organisation’s reputation as a secure workplace, implementing Quality, Safety, and Environmental Management standards can have practical benefits:

• Enhancing your capacity to respond to regulatory compliance concerns
• Reducing financial loss due to accidents
• Reducing downtime and disruption costs
• Decreasing insurance premiums
• Lessening absenteeism and churn rates
• Receiving recognition as an industry leader on a global scale 

But before reaping the benefits, you must follow a few QSE certification requirements for managing human resources.

These include:

1. Roles, Responsibilities and Authorities

It’s essential to lay out clear guidelines for their duties and obligations to ensure everyone knows their part and where they stand. You must also define under what conditions they have the authority to make decisions.

Organisations need answers to the following crucial questions to function efficiently:

• How to Proceed
• Explanations for why you should take action
• Step-by-step Instructions
• To whom does it fall
• Time to act

2. Training and Competence

Employers are responsible for ensuring that all employees who use work equipment have proper health and safety training. It includes instructions on how to use the equipment safely, any potential dangers associated with doing so, and any necessary safeguards.

When it comes to management and supervisory employees, there is a comparable need to provide them with proper education and development.

The definition of “appropriate training” will change depending on several factors, making it impossible to specify it here.

• Task performed
• Workers’ current skill level
• Nature of the work
• Tools, machinery, etc.

Training standards should be high enough to protect your employees and any bystanders who the task might harm.

3. Awareness – Induction

It is in everyone’s best interest to ensure all employees are well-informed about health and safety policies. A lack of understanding can lead to accidents that can have lasting effects on your workforce’s health and the long-term profitability of your firm. How do you make sure this is the case for your company?

• Offer Top-Notch Training

Your strategy for getting employees to understand your HSE policies should begin with an effective training program. Although many HSE guidelines expressly call for training, that is only one valid reason.

Employees who know how to follow your policies are more likely to comply. Training is the solution to closing the gap between the written and practical application of regulations.

• Establish and Implement Clear Policies

Any HSE program must have efficient, well-communicated safety policies and a corresponding discipline program. You can only hold your staff accountable for mistakes if they know what you expect of them.

• Listen to Your Employees

Open communication between employees and supervisors is a hallmark of a successful safety program. If you use a punishment-based strategy, employees could grow scared to bring up safety issues or ask questions. 

Your workplace will be safer for everyone if you listen to your employees. They are the ones who identify and confront hazards before anybody else. If employees believe they can voice concerns without fear of retaliation, they will do so.

• Obtain Supervisor Support

Another essential component of employee compliance is supervisor support. Supervisors significantly influence how employees view the value of workplace safety since they are the most frequent and direct points of contact with management. Employees will imitate bosses if they give the impression that safety is unimportant or disregard the rules themselves.

4. Management Representative

Although a management representative is not needed by ISO 9001:2015, this position can still be valuable in the adoption and upkeep of the Quality Management System because those tasks are still necessary.

The responsibilities of a Management Representative include the following:

• Process maintenance for QMS. The management representative oversees the development, application, and upkeep of the QMS procedures. They review internal and planning audits, speak with process owners, and review the processes to ensure proper maintenance. 
• Reporting on QMS effectiveness. Reporting to upper management on the effectiveness of the QMS is the management representative’s duty. This task also includes letting upper management know any areas that need improvement.
• Encourage adherence to client needs. Management representatives ensure everyone in the organisation is aware of client expectations. All employees must be mindful of the client’s expectations and how they may influence how well the company serves them. One of the primary tenets of an ISO 9001 Quality Management System is customer satisfaction. Customer needs are one of the Seven Quality Management Principles that underpin ISO 9001. As such, it needs an advocate inside the organisation.

5. Hazard Minimisation, such as the issue of PPE

The easiest solution to accidents or illnesses at work is to identify potential hazards and eliminate them.

Following these four easy steps will help:

• Spot the Hazard
• Assess the Risk
• Fix the Problem
• Evaluate Result

Generally, organisations demonstrate these requirements with the following:

• Organisation structures
• Job descriptions
• Training and competence record
• Training matrix to identify gaps in the organisational training

It appears clear-cut and straightforward when setting it up for the first time. The challenges usually come when your staff changes. 

How do you ensure all the responsibilities are handed over? How do you ensure a new client has all requirements before they are allowed on site?

Keeping these areas up to date can require steadily growing amounts of time as your organisation grows.

With FocusIMS you set up job descriptions identifying training requirements. Then when you set up each employee, you determine who they report to and their job description.

The system automatically generates the organisation chart, adds employee training requirements, and updates the training matrix.

FocusIMS has developed an efficient, comprehensive personnel

management system for training leaders, human resource administrators, HSEQ Managers, and anyone else tasked with overseeing personnel-related responsibilities.

The benefits of managing all your personnel needs in FocusIMS are beyond compare. The system helps ensure that you:

• Maintain organisational structure
• Maintain personnel equipment allocations
• Provide employee training that keeps your business safe and growing
• Keep track of qualifications for each member of your organisation
• Follow up with expired or soon-to-be expired licenses and training
• Manage leave requests digitally and effectively
• Keep a detailed record of employee leaves

Does your current system require constant updating of your training matrix? Are your Personal Protective Equipment (PPE) records complicated and inefficient? Are leave requests still managed on paper?

With FocusIMS, you will:

• Never have to worry again about insufficient staff training.
• Never wonder whether the training you provide meets current standards for compliance.
• Never run out of the proper equipment for your employees to perform their jobs safely.

If you are tired of spending as much time and energy managing your current personnel management system, it’s time to simplify with FocusIMS.

Also Read: ISO Certification Process: 6 Steps to Achieving Certification