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HSE round

An "HSE round" is a mapping of the physical working environment.

What is an HSE round?

An HSE round is a physical review of the premises, equipment and working methods in order to chart the risks of illness, injury and damage to personnel, the environment and materials, and to assess the need for measures to be taken. Conditions of importance for fire safety and the external environment (e.g. hazardous waste and discharges) must also be assessed.

The HSE round is best suited to mapping physical, chemical and certain ergonomic conditions in the workplace. Examples of this may be: faults and defects in furniture and equipment, noise nuisance, deficiencies in lighting, reduced air quality, heat, untidiness and lack of cleanliness, and blocked emergency exits.

Carrying out an HSE round

For the HSE round to be effective and a useful aid to mapping and development work, there are a number of requirements in terms of preparation, structuring of the actual inspection and follow-up work. When planning a new HSE round, it is useful to make use of the results of the previous HSE rounds and other HSE surveys.

All units must complete a minimum of one HSE round per year. The minimum requirements are not sufficient in the event of:

  • Building work (new buildings, renovation work, restorations)
  • The procurement of large machines and equipment
  • Notification of non-conformances, accidents and near-accidents
  • Pregnancy (the laboratory)

Special challenges revealed during the survey will entail a stricter requirement for a formalised risk assessment (NO).

Template for carrying out an HSE round

1. PRE-MEETING
Aim:
  • Prepare plan for carrying out HSE round.

Participants:

  • Line manager/Line manager’s representative.
  • Safety delegate.
Agenda:
  • Review of previous HSE rounds and other HSE mappings.
  • Assess the requirement for mapping of special conditions.
  • Assess the use of checklists and adapt these to your workplace.
  • Consider who should take part in the HSE inspection (line manager/line manager’s representative, safety delegate, HSE coordinator, lab. manager, site manager, etc.)
  • Consider whether there is a need for external assistance (e.g. HSE Section, Estate and Facilities Management Division, any others).
  • Inform the staff of how and when the HSE round will be carried out.

Aids:

2. CARRY OUT HSE ROUND

Aim:

  • Carry out the HSE round

Participants:

  • Line manager/Line manager’s representative.
  • Safety delegate.
  • Staff participate in that they are present in the premises and provide information during the review.

Agenda:

  • Elect the chairperson and a person to take the minutes.
  • Review of the workplaces, focusing on premises, equipment and working methods, in order to chart and assess risk conditions.
  • Note all the conditions that are assessed.

Aids:

 3. FOLLOW-UP MEETING

Aim:

  • Assess and prioritise the measures for the unit’s HSE action plan.

Participants:

  • Line manager/Line manager’s representative.
  • Safety delegate.

Agenda:

  • Assess the notes from the HSE round and prioritise the measures.
  • Set up measures in the local HSE action plan, including a brief description, timetable, costs and indication of the person responsible for carrying out the measure.
  • Completed checklists will be the documentation of a completed HSE inspection.

Aids:

Measures

Where there is a need for measures to be taken, it is important to distinguish between emergency situations/immediate measures, situations that require further investigation but where measures are feasible within the existing frameworks, and long-term measures (for example, those for the next financial year, applications for additional funds, etc.)

Assess and prioritise measures. Set up measures in the HSE action plan, including a brief description, timetable, costs and person responsible for following-up the measure.

Checklists

Checklists can be helpful when an HSE round is to be carried out that covers a number of current working areas and working environment factors – for example, offices, laboratories and workshops, staff and group study rooms – as well as the organisation of the work. Checklists for use when carrying out HSE rounds may serve a number of purposes:

  • as an aid to examining HSE conditions in a systematic way
  • to assess the state of HSE and the opportunities for development within a demarcated area
  • to document non-conformities with the desired condition and the need for improvement measures
  • as documentation that an HSE inspection has been conducted.

No checklists can cover all conditions of relevance to HSE in the workplace. A good checklist is tailored to your workplace and covers your requirements.