In Ontario, young workers are 3x more likely to be injured in their first 30 days on the job than at any other point in their working life. Learn how you can give them the messages they need to keep them safe and keep your businesses running.

This episode was recorded on April 3, 2023. All information presented was current and in effect at that time.

Young Worker Resources
· New and Young Worker Resource Stream – www.wsps.ca/resource-hub/vulnerable-workers
· Quick Safety Tip videos – New and Young Workers www.youtube.com/playlistlist=PL5F…qq0Ai7FeqyN6BS8CO
· Checklist – New Worker Orientation Guide – www.wsps.ca/resource-hub/checkl…r-orientation-guide

Contact Workplace Safety & Prevention Services

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While risk assessments are critical to emergency response planning, the risks of some emergencies are not always known to local workplaces, like the recent Ohio train derailment and hazardous chemical release that devastated the environment, people, animals, and businesses. “You have to be ready for anything and everything,” says Dale Wales, Specialized Consultant with WSPS.

Of particular importance when it comes to emergency response is having suitable, carefully selected shelter in place and evacuation plans, as well as effective communication. “These are areas that employers need to get right to avoid complications during emergencies.”

“A poorly prepared evacuation plan could result in a disorganized evacuation or response, which could be catastrophic. And poor communication with employees can lead to worry, frustration and people acting on their own, which could put them in further danger.”

Dale suggests that employers take the time to strengthen these key areas of emergency response planning and provides 16 tips on how to do it.

16 quick tips

With thorough planning and preparation, workplaces can minimize harm to their employees in the event of an outside emergency. “Be sure to involve employees and the joint health and safety committee when developing your emergency response plan and incorporate their ideas,” says Dale.

Use Dale’s 16 tips below to hone these key aspects of your plan:

Shelter in place 

1. “Choose an area that is well-lit, secure, easy for employees to get to, away from windows, has good cell reception, and a landline,” says Dale. There must be ample enough room to accommodate all your employees comfortably.

2. Carry out a head count when all employees have gathered. “It is extremely important to advise employees that you have a system in place to account for the whereabouts of all employees, and visitors. This will help focus responders on locating missing employees and visitors.”

3. Try to keep a supply of fresh bottled water and protein snacks on hand for an emergency. You don’t know how long you may be sheltering in place.

4. Allow people to notify family and friends that they are safe, but ask them not to leave the designated area unless you know exactly where they are and when they are coming back (e.g. bathroom breaks).

5. “Wait for direction from authorities to evacuate, or the “all clear is sounded,” says Dale.

Evacuation 

6. Automate the shutdown of equipment so employees don’t have do it manually, which could delay a timely evacuation. Via a PA system, or other “all staff” emergency channels, make sure you advise employees of the imminent shutdown. You may have people operating or working on machinery, working at heights, or conducting other precarious work. You don’t want to cause an accident with a surprise shut down that may inhibit people from getting to safety.

7. “Map out at least two muster points or evacuation routes or exits that are separated to provide an alternate route if the main route or muster point is compromised,” says Dale.

8. Do a head count when all employees have gathered.

9. Assign roles and responsibilities – who’s going to coordinate with outside emergency services? Who’s going to evacuate people? “The more employees you have, the more coordinators you will need to help with the evacuation. Make sure to specify the chain of command so there is no confusion about who is making the decisions.”

10. Provide copies of the plans, with diagrams, to all employees in digital format, and also post them in the workplace.

11. Train employees, supervisors and managers on the plan, and hold practice drills on a regular basis using different scenarios. “You want everyone to know exactly what to do and where to go.”

12. Debrief as soon as possible after each drill, and after a real evacuation, and adjust your plan as needed.

Communication

13. Maintain a list of emergency services contacts and determine how you will get notification of the emergency and who will keep you informed on developments and/or the need to evacuate.

14. Use an audible and/or visible (strobe light) alarm system to alert workers to the emergency.

15. Determine a fast and reliable way to communicate with workers over the course of the emergency, such as a PA system, group text or runners that provide communication verbally or in written notes. Think about the privacy of information being shared about identifiable individuals. Is it necessary to prevent unofficial communication with outside groups (i.e., pictures posted to social media, unofficial family notifications, etc.)?

16. If workers are sheltering in place, provide updates every 15 minutes, whether or not the situation has changed. Encourage everyone to stay calm. “People might be very frightened, and want answers. They can begin to panic or want to leave and get to their car, which could create more danger.” Empathize with your employees and provide clear and frequent communication to ease their stress and anxiety.

How WSPS can help

• Emergency Preparedness for Workers (1 hour, eCourse)

• Emergency Response Planning (1.5 hours, eCourse)

• Emergency Response/Preparedness (article)

• Required elements of an emergency preparedness plan (Safety Tips video)

• How employers can prepare for an emergency while waiting for external response (Safety Tips video)

• How your businesses can prepare for a weather emergency (Safety Tips video)

• What should remote workers have on hand in case of an emergency? (Safety Tips video)

Check out the Ontario Office of the Fire Marshal and Emergency Management: 647-329-1100. Toll-free 24-hour line: 1-800-565-1842; www.ontario.ca/beprepared; https://twitter.com/ontariowarnings

There’s been a huge spike in domestic violence since the start of the pandemic – in fact, the City of Ottawa has just declared it an epidemic. But is this something workplaces need to be concerned about?

“Yes,” says Kelly Hultink, WSPS Healthy Workplaces Consultant. “Once domestic violence enters the workplace, through attempts by the abuser to harass, stalk, threaten or injure a person at work, the employer’s duty to protect employees under the Domestic Violence provisions of the Occupational Health and Safety Act kicks in.

Statistics show at least 33% of employees experience domestic violence, and 54% say it follows them to work. [1] This can take a significant toll on employees’ mental and physical health, and also impacts performance, productivity, absenteeism, workload, and morale. Canadian employers lose $77.9 million annually due to direct and indirect costs.[2]

“The workplace plays a vital role in protecting an employee from further abuse, ensuring the safety of all employees and providing resources to support the individual experiencing abuse,” says Kelly. She describes what that role looks like in practice.

First step, create a policy

Employers in Ontario have a duty to investigate cases of domestic violence that may cause danger at work, and to adopt measures and procedures to support the development of reasonable precautions for the worker. “These precautions should be set out in an individual safety plan, says Kelly.

Start by developing a policy around domestic violence and communicate it to the workforce through regular training sessions at all levels of the organization, says Kelly. “This will help reduce the stigma around domestic abuse, and educate everyone on this issue.”

The policy should include:

• its purpose. “Make it clear that the goal is to protect and support individuals and keep them safe from harm.”
• the definitions of domestic and family abuse
• the warning signs of domestic abuse, such as bruises, cuts, increased absenteeism, anxiety and fear, and more
• how workers can inform the employer if they fear domestic violence may enter the workplace
• how confidentiality will be protected
• a code word or signal staff can use to communicate if they are in danger
• the purpose of an individual safety plan
• information about entitlement options under the Employment Standards Act
• a list of resources, including EAPS, local shelters, helplines, the police, etc. “Post these in accessible areas, such as lunch rooms, washrooms, company website, etc.,” says Kelly.

Investigating a concern

An empathetic and sensitive approach is required when talking with employees you suspect are in danger from abusers. “Let them know you’ve noticed changes to their behaviour and bring up your concerns. Listen without judgement, and reiterate your concern for their well-being, and what kinds of processes you can put in place to protect them. ”

Developing a safety plan

An individual safety plan is required for all disclosed domestic violence situations in the workplace.  Consult the worker when developing the plan and include the following:

• communication methods and procedures for the worker to report a threat at work
• the abuser’s identity (name, description and photograph)
• enhanced security measures to keep the abuser from entering the workplace (locked doors, monitoring system, etc.)
• actions to protect the worker: remove the worker’s name and email from the company website and office door; have other workers screen telephone calls and email messages; provide parking near the front door, and arrange for someone to accompany them to their car
• procedures for documenting all incidents at work
• a response system if the employee does not come to work
• a team to respond to incidents that arise at work. Team members should be trained on de-escalation techniques and understand when to call 911.
• emergency contacts and where that information is accessible
• resources and support

[1] www.toronto.ca/city-government/accessibility-human-rights/domestic-and-intimate-partner-violence/quick-facts

[2] Ibid

How WSPS can help

Outside resources:

• Addressing Domestic Violence in the Workplace: a Handbook (Public Services Health and Safety Association)
• Domestic Violence Goes to Work Every Day(Ontario Federation of Labour)
• Ontario Network of Victim Services Providers
• Find a Helpline
• Legal Aid Ontario

WSPS Resources 

• Violence & Harassment Prevention: Situational Awareness & De-escalation(3-hour, classroom)
• Workplace Violence & Harassment Awareness(40 minute, eCourse)
• Workplace Harassment and Violence Prevention for Federal employees(1 hour, eCourse)
• Podcast – Violence & Harassment Prevention: De-escalation Tips
• 5 de-escalation tips when responding to agitated customers(article)
• Reporting Workplace Violence and Harassment Procedure
• Domestic violence in the workplace(1 hour, eCourse)
• Steps an Employer should take to prevent violence and harassment directed at employees
• Workplace Violence and Harassment Toolbox
• Protect your teleworkers from domestic violence(article)