Report writing for health and management system

There are three main aims to the writing of reports and they are all about communication. Nebosh course in uae educate for Report writing of health and management system.

• Got a message through to the reader

• Make the message and the arguments clear and easy to understand

• Make the arguments and conclusions persuasive.

Communications start with trying to get into the mind of the reader, imaging what would most effectively catch the attention, what would be most likely to convince, what would be most likely to convince, what will make this report stand out among others. A vital part of this is presentation, so while a handwritten report is better than nothing if time is short a well organized, typed report is very much clearer. Five factors which help to make reports effective:

• Structure

• Presentation of arguments

• Style

• Presentation of data 

• How the report itself is presented

Audits purpose

The final steps in the health and safety management control cycle are auditing and performance review. Organizations need to be able to reinforce, maintain and develop the ability to reduce risks. The feedback 100p produced by this final stage in the process enables them to do this and to ensure continuing effectiveness of health and safety management system. A well structured editing program will give a comprehensive picture of the effectiveness of the health and safety management system in controlling risks.

 The process of auditing involves.

• Gathering information from all levels of an organization about health and safety management system.

• Making informed Judgments about its adequacy and performance.

Gathering Information

Decisions will need to be made about the level and detail of the audit before starting to gather information about the health and safety management of an organization. Auditing involves sampling, so initially it is necessary to decide how much sampling is needed for the assessment to be reliable. The type of audit and its complexity will relate to its objectives and scope, to the size and complexity of the organization and to the length of time that the existing health and safety management system has been in operation. Information sources of interviewing people, looking at documents and checking physical conditions are usually approached in the following order:

Preparatory work

• Meet with relevant managers and employee representatives to discuss and agree the objectives and scope of audit

• Gather and consider documentation

• Prepare and agree the audit procedure with managers

On site

• Interviewing

• Review and assessment of additional documents

• Observation of physical conditions and work activities

Conclusion

• Assemble the evidence

• Evaluate the evidence

• Write an audit report

Making Judgments

It is essential to start with a relevant standard or benchmark against which the adequacy of a health and safety management system can be judged. If standards are not clear, assessment cannot be reliable. And it judgments should be informed by legal standards, HSE guidance and applicable industry standards.

To achieve best results, auditors should be competent people who are independent of the area and of the activities being audited. External consultants can be used or staff from other areas of the organization. HSE encourages organizations to assess their health and safety management systems using in house or proprietary schemes but without endorsing any particular one.

Performance review

When performance is reviewed, Judgments are made about its adequacy and decisions are taken about how and when to rectify problems.

• The operation and maintenance of the existing system

• How the safety management system is designed, developed and installed to accommodate changing circumstances.Reviewing is a continuous process. It should be undertaken at different levels within the organization. Responses will be needed as follows:

• By first line supervisors or other managers to remedy failures to implement workplace precautions which they observe in the course of routine activities.

• To remedy sub standard performance identified by active and reactive monitoring 

• To the assessment of plans at individual, departmental, site, group or organizational level.

The frequency of review at each level should be decided upon by the organization and reviewing activities should be devised which will suit the measuring and auditing activities. The review will identify special remedial actions which establish who is responsible for implementation and set deadlines for the completion.

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