Introducing Habit 2 - Tell Your Safety Story

A Safety Story is the name PeopleSafe uses as the overarching term for any story that could impact a persons safety or health at work.  

It’s purposeful and designed as way to simplify things for staff so they don’t have to decide whether to let you know about a safety story.  They know if a Safety Story happens, in your Organisation you Tell Your Safety Story.
A Safety story can be good, bad or ugly.  It might include and accidents, incident, close call, damage, a hazard, first aid, an injury, a problem an idea, basically anything.  We are not particularly concerned with the category of story, we simply want the story told.

How does focusing on this habit make work safer?

When everyone is in the habit of  talking about the stuff ups, mistakes, shivers that was close, flip that was lucky, ouch that really hurt stories the Organisation gets the chance to learn about what the real risks of the work are so you can take steps to make work safer.  
When a staff member puts their Safety Story in PeopleSafe they start the Tell Your Story Process which means less people get sick, seriously hurt or killed because of your work.

What do BAD Safety Habits look like?

  • I’m too busy to bring that up
  • No point bringing that up no-one will ever get it sorted
  • I've told "them" about that before and nothing happened
  • Moaning about the things that are wrong without taking action
  • Waiting until something goes wrong so you can say “I could have told you that was going to happen”
  • Flip I hope no-one saw that, quick clean it up
  • Please don’t let the boss know, promise I won’t do it again

How do Leaders encourage BAD Safety Habits 

  • Why did you put that in PeopleSafe?
  • Telling staff not to worry, I’ve got it sorted don’t put it in PeopleSafe
  • Not getting back to staff when they raise issues
  • Blaming staff for stories instead of getting to the bottom of the real risks
  • Complaining about the extra work it takes to make work safer

What do GOOD Safety Habits look like?

  • When stories happen everyone says “Tell Your Safety Story”
  • Staff use PeopleSafe to record their Safety Stories
  • All types of stories are told, good bad and ugly
  • When stories are told you follow the Tell Your Story Process, and go straight to talking about the risks, not finding someone to blame
  • Stories are told as soon as possible so they can be read and decisions made on what to do next

How do Leaders support GOOD Safety Habits?

  • By thanking staff when they tell Safety Stories 
  • Being positive when dealing with safety stories even when it’s a giant pain in the bottom!
  • Dealing with issues as soon as practicable
  • Working with staff to decide what the next action is
  • Encouraging workers to put it in PeopleSafe when they tell your a Safety Story directly
  • Working through the Tell Your Story Process with all stories told 

Staff bring this Safety Habit alive by

  • Learning how to use PeopleSafe to Tell Your Safety Story
  • Using PeopleSafe to Tell Your Safety Story

How does a staff member tell their Safety Story?

There are three main ways a staff member can tell their safety story.  Most of the time the staff member with the story to tell will put it in PeopleSafe.  However if for some reason they can’t , any User in your Organisation can tell a Safety Story.

1. Using the StoryAnywhere feature in PeopleSafe via

  • PeopleSafe Mobile App
  • Sending a TXT message to 4164 

Both these options take about 30 seconds, and is the easiest way to get a story into PeopleSafe

2. Using the Tell Full Story feature in PeopleSafe 

This is done by logging into PeopleSafe Online using a computer browser and takes a couple of minutes.  This lets the User record Full Details about a Story that happened.

3. Ask another Staff member for help

If you are unsure of how to use PeopleSafe just ask another staff member to help.  You can also ask the PeopleSafe Champion, or the PeopleSafe Coordinator if you can't work it out.  There is NO excuse for not Telling Your Safety Story, so ask for help!

Commons Questions about telling Safety Stories

How soon after a story happens should it be put in PeopleSafe?

A story should be put in PeopleSafe as soon as possible.  When a story seems Pretty Serious or A Big Deal it should be done straight away so that the serious story process can be followed.

What happens after you Tell Your Safety Story

1. A notification gets sent to your boss (+ a review task added in PeopleSafe)
2. They read it and decide if any immediate action is needed (for example an Urgent, serious stories gets faster responses than No Biggie)
3. They’ll work through the Tell Your Story® Process and talk to you as needed
Feature explained: 

How StoryAnywhere works

StoryAnywhere is a fast, easy and paperless way for staff to put a Safety Story into PeopleSafe.  Once it’s in PeopleSafe the Tell Your Story Process is followed.

You can use the StoryAnywhere feature in two ways:

  • * By selecting StoryAnywhere in the PeopleSafe Mobile App (iOS + Android)
  • * By sending a TXT message from a mobile phone 

PeopleSafe Mobile App

By downloading the free mobile app a User can use the StoryAnywhere feature.  
The benefits of using the mobile app:
  • Add key details about the story
  • Include a photo or picture 
  • Add your GPS location 
  • Rate how important the story is

Find out how to Use the Mobile App to put a safety story in PeopleSafe from the PeopleSafe Help Centre
https://help.peoplesafe.co.nz/article/751-use-the-mobile-app

Sending a TXT message to 4164 from a mobile phone

If you can’t use the mobile app for any reason, a User canned a TXT to 4164 adding a keyword (HURT, FIX, RISK, FIRSTAID or NICE) followed by their story to put their story in PeopleSafe.  /(TXT is free for the sender)/
The benefits of sending a TXT message:
  • Works when you have limited connectivity
  • Available on all TXT capable phones
  • It’s useful if you can’t download or use the app
*NOTE*   The User will need a cell phone number in their Staff Profile for this option to work.
Find out how to Use your Cellphone to put a safety story in PeopleSafe at the PeopleSafe Help Centre https://help.peoplesafe.co.nz/article/792-use-your-cellphone

When the StoryAnywhere Feature is used

  • A Notification is sent to the User responsible for the staff member who told the story and the PeopleSafe Coordinator
  • The Story is added as a StoryAnywhere Task in the Stories section in PeopleSafe and shown under StoryAnywhere Alerts
  • The StoryAnywhere Task will:
    • Be given to all PeopleSafe Coordinators, and anyone with Manage Users security clearance for the Job of the person who told the story
    • Have a Due Date set of 2 days for HURT, and 14 Days for all other story types

StoryAnywhere Alert is Assessed

When a StoryAnywhere Alert is received by a PeopleSafe Coordinator or PeopleSafe Champion it will need to be assessed.

The email that is sent includes the basics details of the story, for full details (including seeing any attachments) the User will need to click on the link in the email.

A decision needs to be made about this story.  There are three main outcomes:

  • Immediate action needs to be taken because it is a Urgent Serious 
  • It is dealt with by getting a bit of extra info and adding a few notes (which means it can then be completed)
  • A Full Story Needs to be Told because it is a Serious Story (but not Urgent, it means you need more details to be able to assess it properly so you can decide what actions need to be taken)

Once that assessment has been made there are several options within PeopleSafe

  • Complete the StoryAnywhere Task 
  • Add notes to the StoryAnywhere Alert then complete it


Telling a Full Story 

When a Story requires more detail to be gathered so the Organisation can really understand what happened you need to Tell A Full Story in the PeopleSafe Web Application.  This process asks the User a series of questions that help get a full picture of the Safety Story. 
All Full Stories go through a Review process so that you can make decisions on what needs to be done to make work safer  

When the Tell Full Story Feature is used

  • A email gets sent to the PeopleSafe Coordinator and anyone with Manage Users Security Clearance for anyone involved in that story.  A Review task is also added in PeopleSafe for the same people (which once completed by one person is completed for all)
  • If the Story meets the "is serious" triggers in PeopleSafe a "URGENT - Serious Story Alert" Email is sent and a TXT Message will be sent to ALL Manage Users in your Organisation.  https://help.peoplesafe.co.nz/article/52-serious-story-alerts

Tell Your Story Alert is Assessed

For "URGENT- Serious Story Alerts (via TXT + email)  you need to decide if it really is Urgent and Serious which normally means reading the story and talking to the people involved.

If it's not you need to complete the review by the due date (2 weeks from when the story is added)

How does this Habit help with the Law?

It makes sure your Organisation provides a Workers with their Rights as a Worker by making it easy to
  • Have their say about the risks of the work and how you make work safer
  • Speak up when things are risky 
  • Bring up and Stop or refuse dangerous work

It also helps workers understand

  • They are the eyes and ears of your business. Telling your business about your ideas, experiences or concerns and those of your fellow workers helps keep you and others safe.  
  • Their employment or contract can’t be terminated if you report or act on a health and safety concern. It’s against the law for anyone to discriminate or take other negative steps against you because you’ve spoken up about health and safety at work. 
  • They have the right to stop work, or refuse to carry out work, if you believe that doing the work would expose you, or anyone else, to a serious health or safety risk. If you have stopped work, you need to let your manager know as soon as possible. 

It provides the Organisation with simple ways to demonstrate

It has given reasonable opportunities to express your views and contribute to decision making on health and safety at work. 
This includes the processes and communication used when making decisions about: 
  • Health monitoring 
  • General conditions at your workplace 
  • Information and training for workers. 

Notifiable Events

It helps make sure that you meet your responsibility to notify WorkSafe of anything that meets the “Notifiable Event” category under the Health and Safety at Work 2015 Act.  If they don’t the business can be fined up to $50,000.
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