MANAGEMENT SAFETY DISCUSSION

  1. OBJECTIVE – facilitate meaningful conversations between management and workers to promote safe workplace behaviors and a progressive safety culture.
     
  2. WHAT IS THIS? – this process is an unstructured, hands-on approach in which managers directly engage in their subordinate’s work-related activities.  It is in contrast to a practice where management assigns work then monitors progress through others or by confirming completion.  The practice is unscheduled, casual and friendly and helps build a relationship comprised of respect, trust and mutual obligation.
     
  3. WHY DO THIS? - “Management by walking around” is a much studied and practiced tactic embraced by high-functioning organizations such as Disney and American Express.  It is proven to build quality relationships between managers and employees, which in turn facilitates employee motivation.  It also allows mangers to “keep their fingers on the pulse” of their organization by listening to suggestions, complaints and seeing work results rather than hearing or reading about them.
    • Other benefits include:
      • Knowledge distribution - JSA managers are oftentimes the most experienced team members.  These discussions can be a great opportunity to pass down hard-earned knowledge to others.
      • Organizational identity - Discussions will raise awareness of JSA goals, and how they flow down to the organization and individual worker.
      • Policy interpretation - Unclear or new policies and procedures, and how they are applied to individual workers or situations can be discussed.
         
  4. WHO/WHEN? - Focus is discussions between workers and their senior organizational manager
  5. HOW? - The process begins with selection of a workplace location and/or activity where “hands-on” work is taking place. This information can be obtained several different ways:
    1. Participate in the 8 AM MCC Morning Meeting for information on daily and or weekly activity on the Accelerator Site
    2. During a SAD, check the SAD Calendar for planned activities and location
    3. Ask the DSO about ongoing activity, location, and relative hazard level, look at current (T)OSPs, call the SME for a particular Hazard Category in ES&H Manual Chapter
    4. Query ePAS for Permits to Work that are in the “On Issue” state by organization, location, activity, etc. (This feature will become more useful as lab organizations transition to ePAS.)

    Once the workplace location and activity are selected, use the following basic sequence of steps to focus on employee engagement, behaviors, actions :

    1. Approach the personnel conducting the activity carefully – avoid initiating a conversation when potentially hazardous activities are taking place. Wait for suitable break in the activity; do not startle, distract, or surprise an individual.
    2. Identify yourself, tell the person(s) that you are conducting a Management Safety Discussion, and verify availability for a brief conversation
    3. Request the person(s) describe their activities for the observed work (observe: workplace location conditions, system/components being worked on, on which the, worker position and use of tools, use of PPE)
    4. Request information about the task: routine maintenance, diagnostic, emergent repair
    5. Reinforce observed positive worker attributes, discuss potential human performance traps (Task Demands, Individual Capabilities, Work Environment, Personal Tendencies). The goal is to create dialogue to get the worker to tell a story so that you can better understand the context. This can be done by asking the following questions:
      • What are the difficulties involve with this task?
      • What gets in your way, what are the workarounds?
      • How do you know things are going right, what are your cues that the process may be drifting?
      • How could you explain to others, not familiar with this task what can go wrong, what is in place to prevent this, and how can you recover?
         
  6. TOOL - The Management Safety Discussion tool is a streamlined, mobile-friendly web version of the former Safety Observation program tool. It leads the user through a series of questions that are used to identify the reviewers, location, some detail for the discussion, and whether follow-up is required. It allows for the attachment of pictures to help with the documentation.
     
  7.  HOW TO DOWNLOAD or ACCESS - the Management Safety Discussion tool can be found at https://misportal.jlab.org/hpi/ and can be accessed on a mobile device in the field. It is convenient to bookmark the location to allow easy access. Certain “voice to print” features of your mobile device can be used to enter a few details of the discussion.
     
  8. INFORMATION MANAGEMENT – the Management Safety Discussion tool is linked to the former Safety Observation database and has customizable reporting features
     
  9. POTENTIAL BARRIERS - As with any new or revitalized programs, especially one that could initially make people uncomfortable. See the https://jlab.org/esh/ page for FAQs.
Management Safety Discussions (MSD) FAQs

Q1. What is a Management Safety Discussion (MSD)?

A1. An MSD is an informal but systematic means for managers to directly engage in their workforce regarding on-going work-related activities in the workspace.  It is in contrast to a practice where management assigns work then monitors progress through others or by confirming completion.  The practice may be unscheduled, should be casual and friendly, and should help build a relationship comprised of respect, trust and mutual obligation. 

Q2. Why are we doing this?

A2. “Management by walking around” is a much studied and practiced tactic embraced by high-functioning organizations to build positive workplace culture that embraces safety and quality.  It is proven to build relationships between managers and employees, which in turn facilitates employee motivation and reinforces positive behaviors.  It also allows mangers to “keep their fingers on the pulse” of their organization by listening to suggestions, complaints and seeing work results rather than hearing or reading about them. Participation in MSD provides a measurable leading indicator of safety performance.

Q3. How do you do one?

A3.  Use the following 6 process steps

  1. Approach the personnel conducting the activity carefully – avoid initiating a conversation when potentially hazardous activities are taking place. Wait for suitable break in the activity; do not startle, distract, or surprise an individual.
  2. Identify yourself, tell the person(s) that you are conducting a Management Safety Discussion, and verify availability for a brief conversation
  3. Request the person(s) describe their activities for the observed work (observe: workplace location conditions, system/components being worked on, on which the, worker position and use of tools, use of PPE)
  4. Request information about the task: routine maintenance, diagnostic, emergent repair
  5. Reinforce observed positive worker attributes, discuss potential human performance (HPI) traps such as Task Demands, Individual Capabilities, Work Environment, Personal Tendencies. The goal is to create dialogue to get the worker to tell a story so that you can better understand the context. This can be done by asking the following questions:
  • What are the difficulties involve with this task?
  • What gets in your way, what are the workarounds?
  • How do you know things are going right, what are your cues that the process may be drifting?
  • How could you explain to others, not familiar with this task what can go wrong, what is in place to prevent this, and how can you recover?
  1. Enter the data in the mobile-friendly MSD Tool web application at https://misportal.jlab.org/hpi/

It can be very helpful for senior managers to engage with other senior managers outside their organization in a joint MSD. This can bring a “fresh pair of eyes” to the workspace.

Q4. What happens to the data, is the information recorded? Who follows up? Why?

A4.1. The following information is collected by the mobile-friendly MSD Tool web application

  1. Name(s) of observers (searchable by JLab CUE username)
  2. Location (selectable from lab standard Archibus list)
  3. Number of people you engaged with in discussion and radio button selection as to whether subcontractors were involved in the discussion
  4. Brief description of what you talked about (mobile device voice to text feature ca be used for this)
  5. Observation “type” (Strength OR Opportunity for Improvement) NOTE: Select Opportunity for Improvement if the discussion involved a suggestion for improved workplace behavior or conditions)
  6. Category (Safety, Process, Infrastructure, or Other) Note: select on the basis of the most prominent aspect of your MSD
  7. Radio button asking “Did you identify any unsafe conditions?” Although this is NOT the primary goal of the MSD, this provides the option of capturing unsafe conditions and further identifying if follow-up is required
  8. Attachments - a file or picture can be attached to the MSD record. For example, a picture from your phone can be attached
  9. Save the entry

A4.2. The information from A4.1 is added to a database that includes all information collected from the former Safety Observation Program

A4.3. Who follows up? If, in step 7 of A4.1, the Radio button asking “Did you identify any unsafe conditions?” is selected as “Yes”, the unsafe condition can be described. Further, if further the Radio button asking “Follow-up required?” is selected as “Yes”, the Safety Warden for the location selected in Step 2 is notified along with the ES&H Safety Warden Coordinator. The Safety Warden Program is the correct pathway for remedying unsafe condition.

Q5.1. How do I record a Management Safety Discussion; is there a tool to do this? How do I get access to the tool? Is there associated training?

A5.1. How do I record a Management Safety Discussion? See A4.1

Q5.2 Is there a tool for this? Yes, the mobile friendly web application that walks through the process (See A4.1) can be found at https://misportal.jlab.org/hpi/. See 3700  Appendix T2 Safety Observation Report Procedure for detailed instructions and tutorial.

A5.2 Training consists of reading and scheduling a practical exercise. SAF120kd is offered: After reading ES&H Manual Chapter 3700 & Appendix T1 & Appendix T2, arrange for a practical with Deputy Director - ES&H (Bob May x7632) to receive full credit.

Q5.3 What is the extent of the data mining that can be done using the existing tools?

A5.3 What is the extent of the data mining that can be done using the existing tools? The MSD web tool currently allows observers to search their own observations by date range, location, by (co-observer) name, by contractor involvement. It also allows a custom search based on several parameters including keywords. Administrative access, which can be granted by request to ES&H, allows the user to search all data in the database.  The database goes back to approximately 2014 – shortly after the DuPont Stop program was initiated.

Q6. I’m a working supervisor and I do this all the time; do I need to do MSDs?

A6. Senior-level managers are expected to participate in MSDs much more frequently than line-level managers and working supervisors since line-level managers and working supervisors are regularly present in the work space. The program is directed at facilitating regular conversations in the workspace between senior-level managers and line workers. Your division /department management and division safety officer are ultimately responsible for determining the who does MSDs and at what frequency.

It may be that senior managers ES&H provides the following guidance to division /department managers and encourages MSD at all supervisory levels:

  • MSDs are considered deliberate action on the part of senior management to reinforce culture and provide an opportunity to dialog about issues that affect line workers. The burden of implementation is on senior-level managers
  • Line-level managers or working supervisor may be called on to accompany senior-level managers on an MSD in the workspace

Q7. What are the potential barriers to implementing the MSD program?

A7. The potential barriers include

  • Negative attitude toward the process, either in general or specifically because of previous experiences with the process or tools used for the Safety Observation Program. Note: the tool was redesigned based on solicited (and unsolicited) feedback from division managers, DSOs, staff. The new tool was tested on a small audience that included associate director-level staff and changes have reduced or eliminated much of the negative feedback. The tool is no longer “DuPont STOP based”.
  • Failure to engage workers and a reliance on identifying conditions as a means of meeting safety observation goals
  • Lack of prioritization – we have may “working supervisors” who have relatively little time to give to a management initiative that doesn’t directly measure results

Q8. How can I get the mobile-friendly version of MSD on my iPhone?

A8. Instructions for creating an icon for the Management Safety Discussion mobile friendly web site on your iPhone’s home screen:

  1. Visit the web site using your phone’s Safari internet browser
    1. Got to https://misportal.jlab.org/hpi
    2. Log in using your CUE uername and password
  2. Tap the Action button (the square button with the arrow pointing upwards)
  3. Scroll down and tap Add to Home Screen
  4. Give the shortcut a name that will allow you to easily recognize what the icon is for
  5. Tap the Done button – the icon should now be on your home screen

Q9. How can I get the mobile-friendly version of MSD on my Android Phone?

A9.1. Instructions for creating an icon for the Management Safety Discussion mobile friendly web site on your Android Phone’s home screen using the stock Android web browser (the one that looks like a globe):

  1. Visit the web site using your Android phone’s internet browser
    1. Got to https://misportal.jlab.org/hpi
    2. Log in using your CUE uername and password
  2. Tap the three vertical dots to the right of the address bar to display the browser’s menu
  3. Tap Add to Bookmarks
  4. Tap the down-arrow in the “Add to” field and select Home screen from the drop-down menu
  5. Tap the title that’s displayed in the “Label” field and give the shortcut icon a name that will allow you to easily recognize what the icon is for
  6. Tap OK. The icon should now be on your Home screen.

A9.2. Instructions for creating an icon for the Management Safety Discussion mobile friendly web site on your Android Phone’s home screen using Google Chrome:

  1. Visit the web site using your Chrome browser
    1. Got to https://misportal.jlab.org/hpi
    2. Log in using your CUE uername and password
  2. Tap the three vertical dots to the right of the address bar to display the browser’s menu
  3. Tap Add to Home screen
  4. Give the shortcut icon a name that will allow you to easily recognize what the icon is for
  5. Tap add
Management Safety Discussions (MSD) FAQs

Q1. What is a Management Safety Discussion (MSD)?

A1. An MSD is an informal but systematic means for managers to directly engage in their workforce regarding on-going work-related activities in the workspace.  It is in contrast to a practice where management assigns work then monitors progress through others or by confirming completion.  The practice may be unscheduled, should be casual and friendly, and should help build a relationship comprised of respect, trust and mutual obligation. 

Q2. Why are we doing this?

A2. “Management by walking around” is a much studied and practiced tactic embraced by high-functioning organizations to build positive workplace culture that embraces safety and quality.  It is proven to build relationships between managers and employees, which in turn facilitates employee motivation and reinforces positive behaviors.  It also allows mangers to “keep their fingers on the pulse” of their organization by listening to suggestions, complaints and seeing work results rather than hearing or reading about them. Participation in MSD provides a measurable leading indicator of safety performance.

Q3. How do you do one?

A3.  Use the following 6 process steps

  1. Approach the personnel conducting the activity carefully – avoid initiating a conversation when potentially hazardous activities are taking place. Wait for suitable break in the activity; do not startle, distract, or surprise an individual.
  2. Identify yourself, tell the person(s) that you are conducting a Management Safety Discussion, and verify availability for a brief conversation
  3. Request the person(s) describe their activities for the observed work (observe: workplace location conditions, system/components being worked on, on which the, worker position and use of tools, use of PPE)
  4. Request information about the task: routine maintenance, diagnostic, emergent repair
  5. Reinforce observed positive worker attributes, discuss potential human performance (HPI) traps such as Task Demands, Individual Capabilities, Work Environment, Personal Tendencies. The goal is to create dialogue to get the worker to tell a story so that you can better understand the context. This can be done by asking the following questions:
  • What are the difficulties involve with this task?
  • What gets in your way, what are the workarounds?
  • How do you know things are going right, what are your cues that the process may be drifting?
  • How could you explain to others, not familiar with this task what can go wrong, what is in place to prevent this, and how can you recover?
  1. Enter the data in the mobile-friendly MSD Tool web application at https://misportal.jlab.org/hpi/

It can be very helpful for senior managers to engage with other senior managers outside their organization in a joint MSD. This can bring a “fresh pair of eyes” to the workspace.

Q4. What happens to the data, is the information recorded? Who follows up? Why?

A4.1. The following information is collected by the mobile-friendly MSD Tool web application

  1. Name(s) of observers (searchable by JLab CUE username)
  2. Location (selectable from lab standard Archibus list)
  3. Number of people you engaged with in discussion and radio button selection as to whether subcontractors were involved in the discussion
  4. Brief description of what you talked about (mobile device voice to text feature ca be used for this)
  5. Observation “type” (Strength OR Opportunity for Improvement) NOTE: Select Opportunity for Improvement if the discussion involved a suggestion for improved workplace behavior or conditions)
  6. Category (Safety, Process, Infrastructure, or Other) Note: select on the basis of the most prominent aspect of your MSD
  7. Radio button asking “Did you identify any unsafe conditions?” Although this is NOT the primary goal of the MSD, this provides the option of capturing unsafe conditions and further identifying if follow-up is required
  8. Attachments - a file or picture can be attached to the MSD record. For example, a picture from your phone can be attached
  9. Save the entry

A4.2. The information from A4.1 is added to a database that includes all information collected from the former Safety Observation Program

A4.3. Who follows up? If, in step 7 of A4.1, the Radio button asking “Did you identify any unsafe conditions?” is selected as “Yes”, the unsafe condition can be described. Further, if further the Radio button asking “Follow-up required?” is selected as “Yes”, the Safety Warden for the location selected in Step 2 is notified along with the ES&H Safety Warden Coordinator. The Safety Warden Program is the correct pathway for remedying unsafe condition.

Q5.1. How do I record a Management Safety Discussion; is there a tool to do this? How do I get access to the tool? Is there associated training?

A5.1. How do I record a Management Safety Discussion? See A4.1

Q5.2 Is there a tool for this? Yes, the mobile friendly web application that walks through the process (See A4.1) can be found at https://misportal.jlab.org/hpi/. See 3700  Appendix T2 Safety Observation Report Procedure for detailed instructions and tutorial.

A5.2 Training consists of reading and scheduling a practical exercise. SAF120kd is offered: After reading ES&H Manual Chapter 3700 & Appendix T1 & Appendix T2, arrange for a practical with Deputy Director - ES&H (Bob May x7632) to receive full credit.

Q5.3 What is the extent of the data mining that can be done using the existing tools?

A5.3 What is the extent of the data mining that can be done using the existing tools? The MSD web tool currently allows observers to search their own observations by date range, location, by (co-observer) name, by contractor involvement. It also allows a custom search based on several parameters including keywords. Administrative access, which can be granted by request to ES&H, allows the user to search all data in the database.  The database goes back to approximately 2014 – shortly after the DuPont Stop program was initiated.

Q6. I’m a working supervisor and I do this all the time; do I need to do MSDs?

A6. Senior-level managers are expected to participate in MSDs much more frequently than line-level managers and working supervisors since line-level managers and working supervisors are regularly present in the work space. The program is directed at facilitating regular conversations in the workspace between senior-level managers and line workers. Your division /department management and division safety officer are ultimately responsible for determining the who does MSDs and at what frequency.

It may be that senior managers ES&H provides the following guidance to division /department managers and encourages MSD at all supervisory levels:

  • MSDs are considered deliberate action on the part of senior management to reinforce culture and provide an opportunity to dialog about issues that affect line workers. The burden of implementation is on senior-level managers
  • Line-level managers or working supervisor may be called on to accompany senior-level managers on an MSD in the workspace

Q7. What are the potential barriers to implementing the MSD program?

A7. The potential barriers include

  • Negative attitude toward the process, either in general or specifically because of previous experiences with the process or tools used for the Safety Observation Program. Note: the tool was redesigned based on solicited (and unsolicited) feedback from division managers, DSOs, staff. The new tool was tested on a small audience that included associate director-level staff and changes have reduced or eliminated much of the negative feedback. The tool is no longer “DuPont STOP based”.
  • Failure to engage workers and a reliance on identifying conditions as a means of meeting safety observation goals
  • Lack of prioritization – we have may “working supervisors” who have relatively little time to give to a management initiative that doesn’t directly measure results

Q8. How can I get the mobile-friendly version of MSD on my iPhone?

A8. Instructions for creating an icon for the Management Safety Discussion mobile friendly web site on your iPhone’s home screen:

  1. Visit the web site using your phone’s Safari internet browser
    1. Got to https://misportal.jlab.org/hpi
    2. Log in using your CUE uername and password
  2. Tap the Action button (the square button with the arrow pointing upwards)
  3. Scroll down and tap Add to Home Screen
  4. Give the shortcut a name that will allow you to easily recognize what the icon is for
  5. Tap the Done button – the icon should now be on your home screen

Q9. How can I get the mobile-friendly version of MSD on my Android Phone?

A9.1. Instructions for creating an icon for the Management Safety Discussion mobile friendly web site on your Android Phone’s home screen using the stock Android web browser (the one that looks like a globe):

  1. Visit the web site using your Android phone’s internet browser
    1. Got to https://misportal.jlab.org/hpi
    2. Log in using your CUE uername and password
  2. Tap the three vertical dots to the right of the address bar to display the browser’s menu
  3. Tap Add to Bookmarks
  4. Tap the down-arrow in the “Add to” field and select Home screen from the drop-down menu
  5. Tap the title that’s displayed in the “Label” field and give the shortcut icon a name that will allow you to easily recognize what the icon is for
  6. Tap OK. The icon should now be on your Home screen.

A9.2. Instructions for creating an icon for the Management Safety Discussion mobile friendly web site on your Android Phone’s home screen using Google Chrome:

  1. Visit the web site using your Chrome browser
    1. Got to https://misportal.jlab.org/hpi
    2. Log in using your CUE uername and password
  2. Tap the three vertical dots to the right of the address bar to display the browser’s menu
  3. Tap Add to Home screen
  4. Give the shortcut icon a name that will allow you to easily recognize what the icon is for
  5. Tap add