Wednesday, January 9, 2013

Sample of Report Writing for Business


RECOMMENDATIONS FOR OCCUPATIONAL AND SAFETY STANDARDS




Prepared for
Mohd Hashim Abdullah, Managing Director

MA Manufacturing Sdn. Bhd.
34A, Taman Perindustrian Mega,
25000 Kuantan



By
Marzia bt Jantan, Occupational Health Manager

MA Manufacturing Sdn. Bhd.
34A Taman Perindustrian Mega,
25000 Kuantan










6 November 2012
ACKNOWLEDGEMENT
            Special thanks to my lecturer for giving me chances to complete this report writing with full support and supervision. I really appreciate the information given how to do my report as required by the course. Even it seems quite difficult for me to complete it, but it teaches me a lot in order to make it as good as I can.
            I also would like to thank to my family members for their support and concern since I have to spend most of my times to complete this report. Fortunately, they really understand me. Finally, I would like to thank to my collagues for helping me to find sources and information and I really appreciate it. Thank you.



















TABLE OF CONTENTS
NO.
CONTENTS
PAGES
1.
1.0 INTRODUCTION
1.1 Background of Problem
1.2 Purpose of Report
1.3 Overview of Report


2.
2.0 BODY
2.1 Present Situation
2.2 Possible problem
     i. Increase number of injures
    ii. Decrease in production level
   iii. Cost incurred
   iv. Decrease in quality and quantity of product


3.
3.0 RATIONALE FOR CHANGES
3.1 Facilities/equipment/infrastructure
3.2 Personnel
3.3 Cost
3.4 Benefits


4.
4.0 CONCLUSION

5.
5.0 RECOMMENDATIONS

6.
6.0 REFERENCES








Report on Company Occupational and Safety Standards

(A)       Terms of Reference
From the observation made and the preparation made to achieve occupational and safety standards for the company, the Occupational Health Manager requested some investigations regarding workplace safety. A report on making recommendations for improvements was to be submitted by Tuesday, 6 November 2012.

(B)       Procedure
To identify specific information from the observation, the investigation has been taken based on following procedures:
1.      Interviews were held for the supervisory and the operations personnel.
2.      A survey and questionnaire was designed, focusing on current:
·         Attitudes towards safety at workplace
·         Environment and surrounding at workplace
·         Labours knowledge about workplace safety
·         Understanding on workplace safety policy
3.      Investigators were put in the factory to observe the problem.
4.      Study has been done for accident reports in 2011 and 2012.
5.      A research on theory and practice about occupational and safety standards was made.











1.0       INTRODUCTION

1.1    BACKGROUND OF PROBLEM

There are many issues regarding safety at workplace. The problem arises due to ignorance of workers on safety regulations that have been set up by company for them. Many accidents occurred at workplace especially in industrial areas and this lead to unsafe working environment to the workers.  Lack of information and ignorance on the safety regulations cause a very serious problem of accidents at workplace. For example, in Nepal, the concept of Occupational Safety and Health (OSH) is still new for them. It has not been an important agenda in industrial field where only 7 percent of the labour force are involve in this area. This provision is insignificant in other sectors other than industry. The high illiteracy among the workers, lack of awareness, poor performance or inattention of the concerned government authorities in implementation of OSH related to policies and activities revealed these issues.
           
Industrial sector is the most risky occupational hazards compared to other sectors. It may create unsafe work and work environment because of the inherent sources of hazards in material, process, technology or products. These sources of hazard may expose risk in occurring diseases and happening accidents to the employees within the industrial premises. The study on Nepal cases, the report estimated that each year approximately 20,000 workers suffers from accidents at workplace which lead about 200 live lost in Nepal (Internet Source : Current Occupational Safety and Health in Nepal). This report shows the currents situation on safety working environment and problem occurred when the safety regulations have been neglected by the company and the workers as well.
           
Many incidents have been reported in manufacturing industries where large numbers workers were injured due to the lack of safety provisions. Generally, industrial workers suffer from the occupational diseases related to brain, mouth and teeth, neck, back, chest, lungs, hand and wrist, abdomen, lever, kidney and many more dangerous diseases due to work in this particular industries. Occupational accidents seem to be nominal in government record but it cannot be taken as actual situation since there is more than that which has not been reported to labour officers but solve it within workplace.  The major cause of under-reporting of such accidents is also attributed to very low awareness on legal provisions concerning OSH among the workers their union leader and management.


1.2       REPORT FINDING

            Due to my observation regarding ignorance of safety among the workers, I suggested managing director to take further investigation on this problem. The purpose of this report is to address the impact of the problem and how to overcome it because it will affect the performance of the company in the future. It also to reduce the risk faced by company if accidents occurred at workplace since company can prevent it by introducing new working environment and enhances workers awareness about the safety regulations. Company should take immediate actions because most of the workers were bluntly ignore their safety and not follow the rules as stated by the company. This problem occurred because of many factors such as lack of information on safety regulations, take safety as minor concern, not exposed to the effect of ignoring safety and not been force to take safety as serious matter.

1.3       OVERVIEW

            Due to observation and investigation made to this problem, it shows that the effects company will face if there is no action be taken. To ensure that company will perform better in the future, some changes need to be done so that company will be able to face any consequences in the future. Reflect to the observation made at the factory, most of the workers ignore the safety and careless to take care of themselves from bad injures. The problem that will be faced by company are law actions about safety policy if the company not expose the workers with the safety regulations, cost involves when there are accidents at workplace, law cases if workers take legal action if there are accidents happen at workplace and investigation from legal officer about the occupational safety and health of the workers to check if company neglecting workers’ right.

Besides, this report also present the causes of the problem might be from less information about the safety regulations to the workers, workers personality and no regular observation from the company. If the problem persist and further actions not be taken, the company has to face increase in numbers of injures at workplace, the cost incurred, decrease in effectiveness of productivity of the workers, decrease in the quality of the products as well as decrease in production level.

























2.0       BODY
            2.1       PRESENT SITUATION
            Nowadays, accidents at workplace become serious problem in occupational area. The most affected area is industrial sector. This involves a lot of dangerous and tough works and it is really important to the workers to understand the safety regulations. Unfortunately, most of the workers in industrial sector ignore the safety at workplace. The use of safety kits while doing their work is the most important part that needs to be highlighted. This can reduce injures faced by them if something happen at workplace. However, the workers tend to ignore the safety regulations and more prefer to do it as what they like and never cares about their safety. Nepal reported that most of their workers died because of many factors like injures and diseases that cause from the unsafe environment of the workplace.
            Worker is the main asset of the company. Company need to have a good relationship with the workers and need to take into account about the safety and health of them. Ninety-five percent of business executives report that workplace safety has a positive impact on a company's financial performance, according to the findings of The Executive Survey of Workplace Safety announced today by the Liberty Mutual Group, the nation's leading provider of workers compensation insurance. This report shows that safety environment at workplace can increase company profits because workers feel confident and secure while doing their work. Besides, the benefits of workplace safety go beyond the company's bottom-line, with 70 percent reporting that protecting employees is a leading benefit of workplace safety.
            Thus, in order for a workplace to be a productive and welcoming environment, safety must be a priority. The overall plan and execution of safety measures ensure that the staff or workers will be well-prepared and have peace of mind on a daily basis. The best way to handle any bad situation is to properly evaluate the steps and think about scenarios ahead of time. In order to improve safety in a work environment, the company must analyze the location, availability, and knowledge of the workers in regard to safety equipment, evacuation plans, and emergency medical situations.  This can help company to avoid direct and indirect costs and suffer from losses.

2.2       POSSIBLE PROBLEMS
            i.          Increase number of injures among workers
            The workers are balntly ignore thier safety while doing their work and it is really dangerous to them if accidents occured. Processing production highly need for a safety environment because if the workers do a small mistake, it will cause bad injures for them because they are working with dangerous machine in the factory. According to the last year report, it shows that the number of injures among the workers increase from 30% to 40% and the numbers may increase if the is no action be taken to produce safety environment to the workers in the factory.
            The statistic collected shows that most of the workers did not wear safety kit to prevent them from serious injures. Most of them more prefer to wear what they like and some of them are not protecting themselves from danger when they using a machine. This becomes serious matter to control the situation and avoiding from the accidents happen at the workplace.

            ii.         Decrease in production level
            Unsafe environment can affected the performance of the workers. Once accident happened, the workers will afraid to perform their duty very well. They will be more cautious and always be careful while doing their work. This will slow down their productivity and performance bacause they are afraid they will get injures and they must be very careful to avoid injures. Besides, most of the work involves human task to handle the machine and if the number of injures increase, company will lost the number of workers available to do the work. If accidents occured, the company also need to shut down the operation for sometimes because the police officers and the investigators will do some investigation to investigate the cause of the accidents. Thus the factory can not be operated and company will have to face lossesa and it will reduce the production level as well as decrease the profits earned.


            iii.        Cost incurred
            Once the accident occured, there are many costs involved especially treatment cost, summons, cost for legal action against company, cost for overtimes and production cost. The costs incurred will affected the performance of the company in the future. If the workers get injured, the company have to pay for the treatment cost and it maybe costly if there are serious injures. Besides, company may also face summons and legal action because not providing safety environment at the workplace and not produce information about safety regulations to the workers.
            The cost incurred maybe double and company need to give overtime payment to other workers to cover their friends job. The workers need for extra time to work in order to fulfill the demand of the product in the market. Furthermore, the company also have to face production  cost which the company need to recover the cost while the production process stopped for the investigation since the market demand for the product need to be fulfill to avoid lost customers faith to the company’s product.

            iv.        Decrease in quality and quantity of the product
            When there is no safe working environment, the workers tend to do their work less effecient and this will reduce the quality of the products. The workers will do mistakes and this will give effect to the company products. The quality of the products is really important because customers will evaluate the company performance and productivity. If the quality of the products does not sastify customers desire, customers will change their demands to other types of products that much better in the quality. This will give bad impact to the company profits.




3.0       RATIONALE FOR CHANGES
3.1       FACILITIES/EQUIPMENT/INFRUSTRUCTURE
            Enhancement in technologies needs to be done for facilities and equipment. The old equipment and facilities need to be replaced with the new one. This will help to increase the quality of the product. Besides, it also can reduce the time to process the product. The old equipment can expose the workers to the danger. The workers need safe environment because it will help them to do their work better as well as increase the productivity and efficiency of the product.

3.2       PERSONAL
            The safety of the workers is really important to the company. Besides, company also needs to take good care the workers because they are one of the main assets for the company. The workers need a safety environment at workplace. Thus, it is really important to ensure that they received benefits and company will liable and responsible for any injures faced by the workers while doing their work.

3.3       COST
            The cost incurred due to this matter can affect the performance of the company. Thus, to avoid from facing this matter again, the company need to transform the occupational and safety standards in the future. The high cost faced by company can be avoided when company upgrade the equipment, facilities and the infrastructure. The cost can be reduced to the minimum level and not give big impact to the company’s performance and the production of the product. Company can earned more profits when the cost incurred can be save more than previously. Company also can reduce the cost of treatment, payment for overtime and production cost. Thus, instead of continue using the old equipment, company can moved to the new facilities that can produce more than company earned previously. This can save cost in the future.

3.4       BENEFITS
            Some changes can give benefits to the company. Company will be able to produce a lot of products and upgrade the quality of the products in the future. The company needs some changes because this can benefits the workers, the production of the products and the performance of the company progress in the future. The workers can work safely and help them to improve their work’s performance with the new facilities provided and enhamcement in safety regulations to protect the worker’s benefits. Besides, the production of the product can also increase to maximum level and the numbers of product sold in the market also increase due to good productivity and efficiency of the workers.














4.0       CONCLUSION
            Work safety among the workers show the performance of the company. The safety environment is one of the good value to the company. The investigation made from the survey and analysis can help company to improve the safety rules and enhance the workers’ knowledge about their rights and security.
            The investigation approach such as survey and questionare, interviews among supervisor and the workers as well as the data collected from the investigators help to increase workers awareness of the safety workplace . The rationale of the investigation is to expose the workers with the safe working environment that really important for them to avoid from any bad injures.
            Some changes need to be taken to avoid from having this matter in the future. The replacement of the equipment to the new facilities, give good impact to the production of the product. Besides, it also helps to improve the performance of the workers to do their work more efficient and productive in the future. Thus, safety wrokplace will lead to increase the efficiency and productivity of the workers at production level.










5.0       RECOMMENDATIONS
Safety working environment is really important for the workers. Company need to improve and add the information about the safety regulations and paste it on board information and any areas which can be found around the factory so that the wokers are alert with the danger or any consiquence that might be happen if they are careless and ignore the safety rules provided by the company. This can reduce the risk of bad injures and reduce the risk that company will face if the is an accident because company has provided a lot of information about the safety work in the factory.
Furthermore, the most effective way to improve safety in the workplace is to encourage employees to be cognizant of it on a daily basis.  Employees should feel a sense of efficacy when it comes to identifying potential workplace dangers, brainstorming possible solutions, and working with management to prevent accidents. Regular safety meetings, positive reinforcement, and other mechanisms can be used to create a communicative work environment in which employees feel empowered to make a difference when it comes to safety.
Besides, company also need to improve security system in the factory. The company need to ensure that the maintanance for the security system need to be done once a month to ensure that the system is functional. Mark all of the building's exits clearly with signs that are visible in the daytime as well as in the dark. Installing security or emergency lights that come on when the power goes off is also important for keeping workers safe. The Occupational Safety and Health Administration website explains that an effective evacuation plan should be determined and practiced regularly, and include fire drills and natural disaster preparation. Any danger can be avoided and any injures can be reduced because the workers are alert with the emergancy bell when suddenly something happen in the factory like fire. This will help the workers to save themselves as soon as possible.
Company also need to promote workplace safety through campaign, courses, forum and so on so that the workers know about it better and increase their knowledge about the occupational and safety standards which can protect them and benefits them if anything happen in the future. The company as well need to encourage the workers to get insurance cover to protect them and their family members if there is anything happen to them in the future. If the accidents happen because of human mistakes, the company will not cover the cost treatment and need to be covered by the workers themselves. Thus, it is really important to the workers to get life insurance. This will reduce the burden faced by them in the future.


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