• Director Stuart Henderson giving a presentation.

FAQ's

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

Management Safety Discussion, or MSD, is an informal but systematic way for managers to directly engage in their workforce and its on-going (work-related) activities. The practice may be unscheduled, should be casual and friendly, and should help build a relationship comprised of respect, trust and mutual obligation. The MSD method contrasts with a practice where management assigns work then monitors progress through others or by confirming completion. 


Q2. Why are we doing this?

“Management by walking around,” another way to refer to this practice, is a much studied and practiced tactic that builds a workplace culture that embraces safety and quality.  It is proven to build relationships between managers and employees, which in turn motivates employees and reinforces positive behaviors.  It also allows mangers to closely monitor their organization by listening to feedback and witnessing results first-hand. Participation in MSD provides a measurable leading indicator of safety performance. 

One of the core principles of DEIA is effective communication. Another is enhancing the work environment. MSDs can provide an opportunity for visible management involvement and an opportunity to lead by example.


Q3. How does one conduct an MSD? 

Using these eight steps:

  1. Approach the individual conducting the activity carefully. Avoid initiating a conversation when potentially hazardous activities are taking place. Wait for a suitable break in the activity - do not startle, distract, or surprise an individual. 
  2. Identify yourself. Tell the individual(s) that you are conducting an MSD. Verify their availability for a brief conversation.
  3. Ask the individual(s) to describe their activities for the observed work.
  4. Observe: the workplace location conditions, system/components being worked on, worker position and use of tools, and use of PPE. 
  5. Request information about the task such as routine maintenance, diagnostic, and emergent repair.
  6. Reinforce any observed positive worker attributes, discuss potential human performance (HPI) traps such as Task Demands, Individual Capabilities, Work Environment, and Personal Tendencies. 
  7. 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 involved 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 do you explain what can go wrong with this task to people unfamiliar with it? What is in place to prevent this task from going wrong? If it does go wrong, how can you recover?

      8. Enter the data in the mobile-friendly MSD Tool web application at https://misportal.jlab.org/hpi/

It may be 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. 


Q4.1. What information is collected in an MSD? 

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 whether subcontractors were involved in the discussion 
  4. Brief description of what you talked about (mobile device voice to text feature can be used for this) 
  5. Observation “type” (“Strength” or “Opportunity for Improvement”)
    1. NOTE: Select “Opportunity for Improvement” if the discussion involved a suggestion for improved workplace behavior or conditions).
  6. Category (Safety, Process, Infrastructure, or Other)
    1. NOTE: Select based on the most prominent aspect of your MSD.
  7. Whether or not any unsafe conditions were identified
    1. NOTE: Although this is NOT the primary goal of the MSD, this provides the option of capturing unsafe conditions and further identifying if a follow-up is required.
  8. Attachments: A file or picture can be attached to the MSD record

NOTE: Remember to save the entry!

Q4.2. What happens to the collected data? 

The information from Answer #1 is added to a database that collects all information from the former Safety Observation Program. 

Q4.3. Does anyone follow-up on collected data? 

If, for example, in step 7 of Q4, one responds “Yes” to “Did you identify any unsafe conditions,”  the unsafe condition can be described. Further, if further the button asking “Follow-up required?” is selected as “Yes,” the Safety Warden for that (designated) location is notified along with the ES&H Safety Warden Coordinator. The Safety Warden Program is the correct pathway for remedying unsafe conditions. 


Q5.1. How do I record a Management Safety Discussion? How do I get access to the tool? 

You can record a Management Safety Discussion using the mobile-friendly MSD Tool web application. 

Q5.2 Is there a tool for this?  

Yes, the mobile friendly web application that walks through the process (as seen in Q4.1) can be found on the “Management Discussions” webpage.  

NOTE: See 3700 Appendix T2 Safety Observation Report Procedure for detailed instructions and a tutorial. 

Q5.3. Is there associated training? 

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

Q5.4. 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 for their own observations by date range, location, by (co-observer) name, and by contractor involvement. It also allows a custom search based on several parameters including keywords. Administrative access, which can be granted via 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? 

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 workspace. 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 who does MSDs and at what frequency. 

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 for conversation about issues that affect line workers. The burden of implementation is on senior-level managers. 

  • Line-level managers or working supervisors may be called to accompany senior-level managers on an MSD. 


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

The potential barriers include: 

  • Failure to engage workers. 

  • Reliance on identifying conditions as a means of meeting safety observation goals. 

  • Lack of prioritization. We have many “working supervisors” who have little time to give to management initiatives that do not directly measure results. 

  • Negative attitudes toward the process, either in general or specifically because of previous experiences with the Safety Observation Program.  

NOTE: The tool was redesigned based on solicited (and unsolicited) feedback from division managers, DSOs, and staff. The new tool was tested on a small audience that included associate director-level staff. The changes brought about by the MSD program have reduced or eliminated much of the negative feedback. The tool is no longer “DuPont STOP based.” 


Q8.1. How can I get the mobile-friendly version of MSD on my iPhone? 

Please follow these instructions for creating an app icon for the MSD mobile-friendly website on your iPhone’s home screen: 

  1. Visit the website using the Safari internet browser. 
    1. Go to the “Management Discussions” webpage
    2. Log in using your CUE username 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. 

Q8.2. How can I get the mobile-friendly version of MSD on my Android Phone? 

Please follow these instructions for creating an app icon for the MSD mobile-friendly website on your Android’s home screen using the default Android web browser (the one that looks like a globe): 

  1. Visit the website using your Android’s internet browser. 
    1. Go to the “Management Discussions” webpage
    2. Log in using your CUE username and password. 
  2. Tap the three vertical dots to the right of the URL 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. 

Q8.3. How can I get the mobile-friendly version of MSD on my Android Phone using Google Chrome?  

Please follow these instructions for creating an app icon for the MSD mobile-friendly website on your Android’s home screen using Google Chrome: 

  1. Visit the website using your Chrome browser. 
    1. Go to the “Management Discussions” webpage
    2. Log in using your CUE username and password. 
  2. Tap the three vertical dots to the right of the URL 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.” 

Q10. How does the focus on discussion flow between workers and managers?

What are Management Safety Discussions (MSDs)? What is the purpose? What are the benefits? Learn all this and more on the MSD Home page.

A collection of resources for implementing MSDs, including a brochure, training videos, and basic steps for conducting a MSD.

Find announcements regarding MSDs.

Learn about the tools used for conducting an MSD, how to access them, and suggestions for using them.

What are Management Safety Discussions (MSDs)? What is the purpose? What are the benefits? Learn all this and more on the MSD Home page.

A collection of resources for implementing MSDs, including a brochure, training videos, and basic steps for conducting a MSD.

Find announcements regarding MSDs.

Learn about the tools used for conducting an MSD, how to access them, and suggestions for using them.