Report of assignment OUMH 2203

FAKULTI PENDIDIKAN DAN BAHASA

SEMESTER SEPTEMBER / 2012

OUMH 2203

ENGLISH FOR WORKPLACE COMMUNICATION

NAMA PELAJAR : LIM POH TIN
NO. MATRIKULASI : 650723015148002
NO. KAD PENGNEALAN : 650723-01-5148
NO. TELEFON : 016-7189793
E-MEL : ptlim9793@yahoo.com
PUSAT PEMBELAJARAN : INSTITUT PERGURUAN TUN
HUSSEIN ONN

OUMH 2203

CONTENT

1.0 Introduction 4-5
2.0 Content
2.1 Present Situation 5
2.2 Problem 5-6
2.3 Solution
2.3.1 Improvement of Storage 7
2.3.2 Manual Processes On the Experience and Knowledge of
Personnel 7
2.3.3 Provide Training On How to Operate the Equipment for
Employees. 7-8
2.3.4 Provide a Slip,Trips and Falls Checklist/
Manual Handling Checklist/Electrical Checklist 8-13
2.3.5 Provide Training on Lifting Techniques for Employees
13
3.0 Conclusion
3.1 Evaluation of changes 14
3.2 Recommendation 14-15

4.0 References 16

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OUMH 2203

A Standard Report To Improve Safety In The Factory

Prepared for
Alvin Wong , Managing Director
The Fortune Textile Industrial
Jalan Tanjung Laboh,
83000 Batu Pahat
By
Lim Poh Tin
Factory Manager
The Fortune Textile Industrial
Jalan Tanjung Laboh,
83000 Batu Pahat

10 November 2012

To : Alvin Wong, Managing Director
From : Lim Poh Tin, Factory Manager
Date : 10 November 2012

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OUMH 2203
Subject : A Standard Report To Improve Safety In The Factory

1.0 INTRODUCTION

As an Occupational Health manager of the factory, I had a tour to the factory the past
few days. While I was looking at the Material and Handling department, I discovered
that the operators of that department didn’t abibe the safety regulations as stipulated.
They were ignoring the safety regulations at their work. Handling and storing materials
involves diverse operations such as storage of corrosive chemicals , presence of large
quantities of dry fabric or paper can increase the risk and spread of fires.
The efficient handling and storing of materials is important to industry. These
operations provide a continuous flow of raw materials, parts, and assemblies through the
workplace, and ensure that materials are available when needed. Yet, the improper
handling and storing of materials can cause costly injuries.

Nowadays, machiner have become larger, speedier and more sophiscated and they also
introduced now potential hazards. As workers have to cope with mechanization and the
demand for increasing productivity, work stress, largely unrecognized or ignored,
exerted an increasing influence on their well being.

Environmental concern raised by the textile industries stem from two sources, the
processes involved in textile manufacturing and hazards associated with the way the
products are used. Therefore, the workers encounter various types of factory accidents
or health danger due to lack of proper safety rules. I wrote this report to you with the
purpose to propose a permanent solution that prevents recurrence of the actual causes of
hazards in the factory.

Management is ﬁrmly committed to a policy enabling all work activities to be carried
out safely, and with all possible measures taken to remove (or at least reduce) risks to
the health, safety and welfare of employees, contractors, authorised visitors, and anyone
else who may be affected by our operations. We are committed to ensuring we comply
with the Workplace Health and Safety Act 1995, the Workplace Health and Safety

4

OUMH 2203
Regulations 1998 and applicable codes of practice and Malaysian Standards as far as
possible.

2.0 CONTENT

2.1 Present Situation
1 The housekeeping aspect in the Material and Handling department is controlled
by a crew of middle-aged women.

2 Workers dealing with the dyeing of materials are wearing slippers.

3 The switchboards and electrical equipment in that department is in charged by
an in-experience supervisor who is a twenty-eight-year man .Everything on the
switchboard are not clearly labelled. The safety switches (residual current
devices) have not been ﬁtted to all circuits.

4 During mechanically moving materials, the workers overload the equipment
not according the weight, size and shape of the materials or moved dictate the
type of equipment used for transporting them .

5 The steam pipes are leaking because they are worn-out.

2.2 Problem
1 The walkways and doorways in the factory are fulled of boxes, extension cords
and litter even at the stairways.There are also stacked up with boxes. Nobody is
responsibility for cleaning the ﬂoors, clearing work areas and walkways. The
workers have no adequate space to enable ease of movement. The tread on stairs
are not adequate to minimise slipping too. Employees expose to many potential
hazards like moving industrial equipment or slick areas. A hazard is something
that can cause harm if not controlled. The outcome is the harm that results from
an uncontrolled hazard.

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OUMH 2203
These can cause crush injuries, lacerations, bruising, sprains and strains to the
part of the body that is hit or trapped. In case of a dangerous situation such as
fire, the workers will not be able to escape quickly.

2 Improper storage of dyes, chemicals and other auxiliaries. Exposure to
chemicals and certain reactive, vat and disperse dyes can cause skin irritation.

3 There is no evaluation on the ability of the workers during the handling
materials. The main risk in the factory is usually associated with individual
capabilities. Here comes the fact that the strength, skill and disposition vary
from one person to another. A certain task may be perceived in many different
ways such that the effects of the task change in terms of intensity and gravity for
each employee.

4 Not all material can be manually lifted. Carts, bins, hand trucks, dollies, and fork
lifts are all mechanical aids that can only help transport a load without putting
undue strain on the back. Pushcarts and bins only can be useful for light,
awkward material handling tasks, while hand trucks and forklifts just can help to
move heavier, stackable material. Our factory is lack of mechanical aids for
loading the heavier materials.

5 The Material and Handling department is shortage of well-trained staff
especially in mechanically moving materials. The worst situation that happened
frequently is the workers haven’t gain access typically to perform maintenance
or to replenish supplies or raw materials (ink, oil, water, or toner). They always
made mistake to replenish supplies or maintenance of machinery.

2.3 Solution
2.3.1 Improvement of Storage
• Stored materials must not create a hazard. Storage areas must be kept free from
accumulated materials that may cause tripping, fires, or explosions, or that may
contribute to the harboring of rats and other pests. When stacking and piling

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OUMH 2203
materials, it is important to be aware of such factors as the materials' height and
weight, how accessible the stored materials are to the user, and the condition of
the containers where the materials are being stored.

• All bound material should be stacked, placed on racks, blocked, interlocked, or
otherwise secured to prevent it from sliding, falling, or collapsing. A load
greater than that approved by a building official may not be placed on any floor
of a building or other structure. Where applicable, load limits approved by the
building inspector should be conspicuously posted in all storage areas.

• Dyes, chemicals and other auxiliaries should be stored in a separate work area
and access to this area should be limited to trained personnel. The storage area
should be kept relatively cool and dry and all items must be recorded in a log
book and clearly labelled. Internationally recognized symbols should be used
and all factory workers should be train to recognize them. The storage areas,
balances and all utensils should be kept clean for safety reasons and to avoid
cross contamination.

2.3.2 Manual Processes On the Experience and Knowledge of Personnel
The effective identification of hazards and controls can vary widely in manual
processes depending on the experience and knowledge of personnel. Make sure
the workers have the skills for the job. The new workers must be provided with,
in addition to the information required or relevant comprehensible information
as to the safety and health risks and the preventive and protective measures
taken with respect to those manual handling operations. When there is a
new worker, we should introduce them to the workplace: the facilities, their
fellow workers, work times and meal breaks. This is only an induction. In an
induction, we must also tell the workers how to work safely and how to report a
problem, incident or injury. It is a good idea to formalise the inductions and
structure them in a way we can keep track of.

2.3.3 Provide Training On How to Operate the Equipment for Employees.

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OUMH 2203
To reduce potential accidents associated with workplace equipment, employees
need to be trained in the proper use and limitations of the equipment they
operate. This includes knowing how to effectively use equipment such as
conveyors, cranes, and slings. To ensure that our staffs have sufficient
knowledge to handle the machines or equipment, the management needs to
prepare a standard training manual for all the relevant staff. We should
recommend using a formal training program to reduce materials handling
hazards. Instructors should be well-versed in matters that pertain to safety
engineering and materials handling and storing. The content of the training
should emphasize those factors that will contribute to reducing workplace
hazards including the following:
 Alerting the employee to the dangers of lifting without proper training.
 Showing the employee how to avoid unnecessary physical stress and strain.
 Teaching workers to become aware of what they can comfortably handle
without undue strain.
 Instructing workers on the proper use of equipment.
 Teaching workers to recognize potential hazards and how to prevent or
correct them.
Because of the high incidence of back injuries, safe lifting techniques for manual
lifting should be demonstrated and practiced at the work site by supervisors as
well as by employees.

2.3.4 Provide Slip,Trips and Falls Checklist / Manual Handling Checklist/
Electrical Checklist .
• Slip,Trips and Falls Checklist
Slips, trips and falls account for nearly a quarter of workplace injuries. We must
ensure that the workplace is kept free of hazards that cause these injuries, and
this checklist will help us do that. We should involve the workers in ﬁlling out
this checklist. The sample of Slip,Trips and Falls Checklist as the following:

( SAMPLE )
SLIPS, TRIPS AND FALLS CHECKLIST

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OUMH 2203
Date checklist completed: _______________________________________________
Date checklist to be reviewed:____________________________________________
(annually or when there is a change or addition to procedures or workplace set-up)
Name of person who completed checklist:__________________________________
Position title: ____________ Company/workplace: ____________

Floors
Are floors free of water, ice, oil or other fluids? Yes No
Are floor surfaces even ( e.g. no loose tiles or carpet that is torn or has ridges or holes)?
Yes No
Are ramps designed to prevent slips and falls? Yes No
______________________________________________________________________
Housekeeping
Are walkways and doorways clear of boxes, extension cords and litter? Yes No
Are spills cleaned up immediately? Yes No
Are the responsibilities for cleaning floors, clearing work areas and walkways clearly
specified? Yes No
______________________________________________________________________
Stairs
Are stairways kept clear of boxes, extension cords and litter? Yes No
Is the tread on stairs adequate to minimize slipping? Yes No
Is the tread on each stair adequate? Yes No
Are hand-rails adequate? Yes No
______________________________________________________________________
Lighting
Are work areas, walkways and stairs well lit? Yes No
Does the lighting enable workers to move between indoor and outdoor tasks safely?
Yes No
______________________________________________________________________
Footwear
Is the footwear worn by workers suitable for the workplace? Yes No

• Manual Handling Checklist

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OUMH 2203
Manual handling is a component of many work tasks. It involves repetitive
movements , lifting and carrying loads or even sedentary tasks such as using a
computer. Manual handling is a major factor in workplace injuries. This
checklist will help us to address the manual handling issues in the workplace and
reduce the risk of injuries due to manual handling. We should involve our
workers in ﬁlling out the checklist. The sample of Manual Handling Checklist as
the following:

( SAMPLE )
MANUAL HANDLING CHECKLIST
Date checklist completed: ________________________________________________
Date checklist to be reviewed: ____________________________________________
(annually or when there is a change to the workplace)
Name of person who completed checklist:___________________________________
Position title: _____________ Company/workplace: _______________
______________________________________________________________________
Work tasks
Can all materials be lifted and carried easily?
Yes No
Are mechanical aids (such as trolleys and hoists) available and used?
Yes No
Are workers trained in manual handling techniques and the use of mechanical aids?
Yes No
______________________________________________________________________
Work equipment
Are work benches a comfortable height?
Yes No
Are chair backs and seat heights adjustable?
Yes No
Is ofﬁce equipment (such as computer keyboards and screens) adjusted to avoid body
strain?
Yes No

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OUMH 2203
Are storage shelves organized to minimize bending and stretching?
Yes No
_____________________________________________________________________
Work organization
Are tasks rotated to avoid repetitive work?
Yes No
Is work planned to balance out periods of high and low demand?
Yes No
Are workers able to take adequate breaks?
Yes No
_____________________________________________________________________
Work area
Do workers have adequate space to enable ease of movement?
Yes No
Are items that are regularly-used within easy reach?
Yes No
Is there sufficient area around machines or equipment to enable access for maintenance
and repair?
Yes No

• Electrical Checklist
Electricity has the potential to seriously injure and kill. As electricity is invisible,
it is even more dangerous. As the manager of a small business, we are
responsible for ensuring the electrical fittings and electrical equipment in the
workplace is safe, and inspected and maintained regularly. We should involve
our workers in filling out the checklist. The sample of electrical checklist as the
following:
______________________________________________________________________

( SAMPLE )
ELECTRICAL CHECKLIST
Date checklist completed: ________________________________________________

11

OUMH 2203
Date checklist to be reviewed:_____________________________________________
(annually or when there is a change in the electrical equipment or an electrical
incident)

Name of person who completed checklist:___________________________________

Positiontitle:________________ Company/workplace:________________

Electrical switchboards and equipment

Are switchboards and electrical equipment in a safe condition?
Yes No

Is everything on the switchboard clearly labeled?
Yes No

Have safety switches (residual current devices) been fitted to all circuits?
______________________________________________________________________
Power points, light fittings and switches

Are all power points, light fittings and switches in a safe place and free from obvious
defects (e .g. loose covers or wires, broken or damaged fittings, signs of overheating)?
Yes No

Are isolating switches clearly labeled and accessible?
Yes No
______________________________________________________________________
Power tools, flexible leads and power boards

Is portable electrical equipment protected by safety switches?
Yes No

Are all power tools, extension leads and power boards maintained in a safe operating
condition (check for damaged insulation, water leaks, burn marks, bent or loose pins or
fittings)?
Yes No

Are extension leads and power boards located in a safe position to prevent mechanical
or other damage (including trips)?
Yes No
_____________________________________________________________________
Inspecting and maintaining electrical equipment

Are all electrical fittings and electrical equipment, including portable power tools,
regularly inspected and maintained?
Yes No

Have all the power leads been inspected and tagged?
Yes No

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OUMH 2203

*For specialized advice about electrical safety, contact a licensed electrical contractor.

• Make sure all power points, light ﬁttings and switches are in a safe place and
free from obvious defects .We should check for damaged insulation, water leaks,
burn marks, bent or loose pins or ﬁttings. Always get a licensed electrical
contractor to check our electrical switchboards and equipment in the factory.
Inspecting and maintaining electrical equipment regularly are needed in order to
prevent workers electrocution incident. A significant contribution to safety in the
factory can be made by personnel being dressed appropriately.

2.3.5 Training for Lifting Techniques
Because of the high incidence of back injuries, safe lifting techniques for manual
lifting should be demonstrated and practiced at the work site by supervisors as
well as by employees. A training program to teach proper lifting techniques
should cover the following topics:
 Awareness of the health risks to improper lifting—citing organizational case
histories.
 Knowledge of the basic anatomy of the spine, the muscles, and the joints of the
trunk, and the contributions of intra-abdominal pressure while lifting.
 Awareness of individual body strengths and weaknesses—determining one's
own lifting capacity.
 Recognition of the physical factors that might contribute to an accident, and how
to avoid the unexpected.
 Use of safe lifting postures and timing for smooth, easy lifting and the ability to
minimize the load-moment effects.
 Use of handling aids such as stages, platforms, or steps, trestles, shoulder pads,
handles, and wheels.
 Knowledge of body responses—warning signals—to be aware of when lifting.

3.0 CONCLUSION

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OUMH 2203
3.1. Evaluation of the Changes
3.1.1 Factories rely on employees to perform a task or duty that is one-step in
the process for manufacturing. With the quality control procedure our
company will enjoy a good reputation in Textile Industrials.

3.1.2 With the Safety Standards that have improved, the staffs will be working
under a safe environment. They won’t be stressful all the time throughout
the working days.

3.1.3 With the well-trained staffs, our productivity will be increased to our
expectation in order to get more profits.

3.1.4 After carrying out the well-planed storage, the employees will be able to
work in a systematically arranging materials workplace.

3.2. Recommendation
3.2.1 We shall implement a quality control system to monitor and verify our
internal quality control.

3.2.2 a licensed electrical contractor to check our electrical switchboards and
equipment in the factory is needed.

3.2.3 The management should provide rubber boots to workers in the olyeing
department so as to reduce the risk of falls as the floor is wet all the time.
Workers dealing dyestufts or chemicals should be provided with glover
and facial masks to aviod coming in contact which can cause serious skin
problems.

3.2.4 Persons appointed by branch manager shall jointly responsible to
conduct the evaluation. The work flow for the manual handling
evaluation is as follow:

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OUMH 2203

Work Flow for the Manual Handling Evaluation

Potential Staffs

Persons appointed by
Evaluated by Assessors
branch manager

Evaluation

Not qualify
Re-trained Results

Transfer to Evaluation
another Or Report
department
suitable for
the staff

Approval by
Branch
Manager

Register in Approved List.
(Keep in Management Department)

Review performance annually &
update into Potential Staffs List

3.2.4 Mr. Selva from the Materials and Handling Department who had attended
Handling Management Course last year and he also had 8 years experiance
in a textlie firm. He would be the best person to prepare the training manual
for inspection, handling and preservation and conduct trainning for all the
relevant staffs as well.
( 2754 words )
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OUMH 2203
REFERENCES

H & S Executive (2002) COSHH A Brief Guide to the Regulations What You Need to
Know About the Control of Substances Hazardous to Health Regulations.

Badger, I. (2003). English for work: Everyday business English. UK :Pearson Education
Limited.

Jaya Poshani Ponnudurai.(2010). English for Workplace Communication: Business
Reports.Selangor. Meteor Doc. Sdn. Bhd.

WEBSITE

1 http://www.osha.gov/doc/outreachtraining/htmlfiles/mathan.html
2 http://www.ehow.com/about_5176090_problems-textile
industry.html#ixzz2ANnWTCvo
3 http://en.wikipedia.org/wiki/Occupational_safety_and_health

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Report of assignment OUMH 2203

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