V/216/99

Health & Safety

Checklist for

Representatives

General Information

Company name

Business address

Telephone and fax numbers

Completed by (name(s) and position(s))

Employee consultation in operation?

Completion date

Assessed by the Health & Safety Service? Yes / No.

An employer is legally bound to have Health & Safety Service assistance in the compilation of the inventory and assessment and in its recommendations. This enables the inventory and assessment to be carried out in house. Contact your Health & Safety Service for an assessment of the risk inventory and assessment and also include the action plan (page …).

Contents

Working with health and safety in mind

How do you use this Health & Safety checklist?

Summary of employees and their activities

Preparation, planning and work meetings

On the road

Administration / order processing

General Health & Safety matters

Action plan

Working with health and safety in mind

A representative's job involves physical and mental stresses. A great deal of sitting, a great deal of talking, (increasing) congestion on the roads, high sales targets. These circumstances can result in absence due to illness and accidents in your company. Representatives are particularly concerned with the following:

- excessive strain on the back due to frequent car travel;

- traffic safety and safety of one's own vehicle;

- stress resulting in stomach complaints, metabolic disorders and nervous exhaustion;

- exposure to exhaust gasses;

- straining of the vocal chords and over-sensitivity to respiratory disorders.

Providing proper working conditions and pleasant relationships at work enhances your personnel's commitment.

A risk inventory and assessment (ri&a) ensures you are aware of where the health, safety and welfare risks for your staff lie and what you can do about them. For this reason, the legislators have decreed in the Health & Safety Act that as from 1 January 1994, all companies shall draw up a ri&a as the first step to proper working conditions. The Health & Safety checklist for representatives is a risk inventory and assessment of this type and has been specially developed for representatives of small companies (fewer than 15 employees). Since this Health & Safety checklist is intended for representatives – and hence not for your entire company – it can be seen as a specific component of the ri&a which you are required to carry out for your company as a whole. The Health & Safety checklist has been developed in association with the Grain, Seed and Legume Commodity Board, the Animal Feed (Fodder Trade) Commodity Board and the Wine Commodity Board.

Achieving proper working conditions is part of the overall duty of employers. In issuing measures and recommendations, the Health & Safety checklist is a good aid to giving substance to this duty. Completing this list is the start of an improvement in working conditions. The Health & Safety checklist states what the risks might be and what improvements you can bring to bear. An important function of the Health & Safety checklist is that it encourages you to reflect on working conditions. The employer is not alone in being responsible for proper working conditions. According to the Health & Safety Act, employees are also required to work in a healthy and safe manner. It is therefore important that you involve the representatives in the implementation of the Health & Safety checklist and that you point out their responsibilities to them.

Having completed it, you will establish what the most significant risks for representatives in your business are. You will include the priorities in the action plan (page …). You will also include the precautions you will be taking to remove or reduce the risk in this action plan. If you are not certain whether you can assess certain components yourself, call on a expert for help, for instance the Health & Safety Service.

Summing up, you can establish the following with this Health & Safety checklist:

- What are the hazards for representatives in your company?

- What is the extent of these hazards and whose health could be harmed by them and how?

- Have you taken adequate precautions, so that the risk is small?

- What priorities have you laid down in the action plan (which are you going to do something about first)?

How do you use this Health & Safety checklist?

It is important for you to realise that this Health & Safety checklist for representatives only deals with the risks to this specific group of employees. For all other business activities you must use a specific ri&a which is designed for each of them. You may apply to your Health & Safety Service for information about this and support in its implementation. The Health & Safety checklist for representatives can therefore be viewed as a specific component of an all-embracing ri&a for your company.

- Complete the Health & Safety checklist step by step. You may do it in one go but not necessarily.

- Involve your representatives in completing the Health & Safety checklist; they know a great deal and moreover will be required subsequently to implement (contribute to the implementation of ) the measures. The Health & Safety Act makes it mandatory for you to involve your employees in drawing up the risk inventory.

You can establish for each activity or risk

- whether the risk referred to exists in your company;

- whether you are required to provide your employees with explanations and/or training (this is indicated with an O);

- what steps you can take to remove or reduce the risk.

- The lists provide space on the dotted lines for your own additions. The Health & Safety checklist has been drawn up for an average business situation. You can add your own specific items yourself to the list. This applies both to hazards which are not stated as well as to specific solutions which are applicable in your business.

- Discuss the completed list with your representatives. Ask also whether further additions are still required, for instance regarding the atmosphere at work, the need for information, the work rate or breaks. Establish also whether there are other activities carried out by your representatives, such as office work, which are not listed in this Health & Safety checklist.

- In the action plan (page …), set out what action you are going to take and when you want to have the improvements implemented. Everything does not need to be improved at once. It is important to make a start.

After drawing up the risk inventory, you will immediately have a good appreciation of the working conditions of your representatives and the areas which still require further attention in order to optimise these working conditions. The action plan gives you a good insight into the action required to improve working conditions.

Setting priorities

The Health & Safety checklist asks you to state whether something has been done or something requires improvement. The improvement is sometimes simple and can be implemented immediately, such as fitting a fire extinguisher in a car. However, it will not always be as simple as that. You will often be required to state who is to take the action, what must be done and when it needs to be done by. You will need to weigh up which items require to be improved first. It may be that you are not able to improve everything in one go. In order to come to a decision you can ask yourself the following questions:

- What is the extent of the risk to your employees or your customers if you do nothing (i.e. what is the likelihood of illness or an accident and what will the consequences be?)

- Are you able to take action rapidly to reduce the risk? (Thus for instance the problem could be solved with the purchase of a new appliance.) Might you be able to take temporary measures?

- How important do your employees believe it to be that action be taken?

Next you can list the items for action which have been given priority together for easy reference in the action plan (page …).

Repeat the risk inventory!

- Regularly, for instance once every four years or earlier if the situation so dictates.

- When significant changes take place in your company; for instance, the acquisition of new products or vehicles.

- After accidents or near-misses in order to avoid future repetition.

With this you will comply with the statutory requirement to draw up a risk inventory and assessment for your representatives.

Summary of employees and their activities

Position

Particulars^*

Main activity

Additional activities

^* Are part time workers, trainees, disabled persons, new recruits involved?

Preparation, planning and work meetings

Health & Safety items for attention	Action and recommendations	done	to be done	Information
Mental strain / pressure of work
Variety	Provide as much variety in the job as possible, with job rotation for instance.	∘	∘
Planning own work	Ensure representatives are able to plan their work according to their own understanding.	∘	∘		∙
Pressure of work	Set sales targets which are achievable.	∘	∘
	Plan activities evenly over the year.	∘	∘		∙
	Limit travelling time by having representatives work in areas.	∘	∘
Awkward customers	Train drivers to deal with awkward customers.	∘	∘		∙
	Set up a complaints procedure for customers.	∘	∘
Working alone	Ensure there is adequate contact between the company and the representative.	∘	∘
Work meetings	Allow representatives the opportunity to discuss working conditions with each other, for instance in regular work meetings. Place items such as health, safety and welfare on the agenda yourself. Employees often have good ideas themselves for effecting improvements.	∘	∘		∙
	Take complaints about pain seriously and check whether they are due to work. This applies especially to headaches and to neck and back complaints.	∘	∘		∙
	Ensure a report is drafted for every work meeting.	∘	∘

On the road

Health & Safety items for attention	Action and recommendations	done	to be done	Information
Cars
Car safety	Fit a properly adjustable seat.	∘	∘
	Ensure the best possible visibility of the road and traffic signs is provided (side windows or mirrors).	∘	∘
	Equip the car phone with 'hands-free' operation.	∘	∘
	Ensure the load (demonstrations, samples) cannot shift (guard grille between the load and passenger compartments).	∘	∘
	Draw up a maintenance plan for the car(s) and adhere to it.	∘	∘
	Provide screen scrapers and wipers.	∘	∘
	When purchasing new cars check whether an anti-lock brake system (ABS) is fitted.	∘	∘
		∘	∘

Road safety	Arrange a course on skid pan and a course on safe driving.	∘	∘	∙
	Examine the desirability of air conditioning (safety, status).	∘	∘
	Draw up instructions for use of the car phone (park the car when using the telephone).	∘	∘	∙
		∘	∘
Emergency aids	Provide the following in the car (passenger compartment):
	- a fire extinguisher (check expiry / contents regularly);	∘	∘
	- a first-aid box (check expiry / contents regularly);	∘	∘
	- a 'knife' to cut through safety belts and smash through windows.	∘	∘
	Enter the emergency services number 112 on the car phone.	∘	∘
	Provide a document in the car with personal medical details.	∘	∘
		∘	∘

On the road

Health & Safety items for attention	Action and recommendations	done	to be done	Information
Physical strain
Lifting loads	Provide lifting aids (trolley, sling, etc.)	∘	∘
Bending and reaching when loading and unloading	Instruct representatives on the ergonomic way to lift and bend, by means of a course, for instance.	∘	∘		∙
	Ensure bending and lifting are done correctly.	∘	∘
		∘	∘
Health (eating, drinking, sitting and speaking)
Eating fatty foods in a hurry	Inform representatives about the risks of eating in a hurry and / or of excessively fatty foods.	∘	∘		∙
Smoking	Inform representatives about the risks of smoking.	∘	∘		∙
	Introduce a smoking policy.	∘	∘
Social drinking with customers	Introduce an alcohol policy (remember that any amount of alcohol can adversely affect driving ability).	∘	∘		∙
Insufficient exercise	Encourage exercise during work (company keep-fit, using the stairs more often, etc.). A representative's job is a sedentary one.	∘	∘		∙
Straining vocal chords	Provide representatives with information on the correct use of the vocal chords.	∘	∘		∙
		∘	∘		∙

Aggression, violence and sexual harassment	Issue information on unacceptable behaviour.	∘	∘	∙
	Ensure that representatives with complaints about aggressive behaviour or sexual harassment (against customers or colleagues) have someone to confide in (confidential counsellor).	∘	∘	∙
		∘	∘

On the road

Health & Safety items for attention	Action and recommendations	done	to be done	Information
Working hours
Stipulations in your collective labour agreement?	It may be that a collective labour agreement applies to your business activity which lays down further rules in respect of working hours. It is recommended that this be investigated. If this is not the case, then the stipulations listed below which derive from the provisions of the Working Hours Act apply.	∘	∘
	Ensure that a maximum of nine hours a day and not more than 45 hours per week are worked.	∘	∘
	Ensure that, taking overtime into account, a maximum of 10 hours per day, 50 hours per week, but no more than 90 hours in two consecutive weeks are worked.	∘	∘
	Ensure there is a minimum rest period of 36 continuous hours per week.	∘	∘
Breaks while driving	Take fifteen minutes' break after two hours of driving.	∘	∘		∙

Administration / order processing

Health & Safety items for attention	Action and recommendations	done	to be done	Information
Working area	It is important both at the office and at home to have proper equipment available. The more often you do administration work, the more important the following points become.
Chair/VDU table/ adjustable PC	Provide a proper chair (NEN 1812), a proper VDU table (NEN 2449) and a PC capable of proper adjustment (NEN-ISO 9241-3).	∘	∘
	Position the PC as far as possible away from the window, at right angles to the wall with the window in it. The window must not be located behind or in front of the operator.	∘	∘		∙
Light	In order to prevent reflections, use light fittings which ensure that the lamps do not emit light from the sides (no 'bare' fluorescent lighting).	∘	∘
Blinds	Provide suitable sun blinds.	∘	∘
Variety	Provide varying activities if employees work for more than two hours continuously in front of a screen. If there is no other work, a break must be taken instead.	∘	∘
Photocopiers and printers	Position photocopiers and printers as far as possible away from personnel. A separate room is to be preferred due to noise and ozone emission.	∘	∘
		∘	∘

General Health & Safety matters

Health & Safety items for attention	Action and recommendations	done	to be done	Information
Occupational health examination and surgery	Provide your representatives with facilities for regular medical examinations by the Health & Safety Service (eye tests, back tests). Employees can also use the Health & Safety Service surgery themselves for a medical consultation. Employees can use this examination voluntarily, which is intended to prevent and to limit possible health hazards at work.	∘	∘	∙
		∘	∘
Groups of employees at special risk.	Assess the Health & Safety risks for various vulnerable groups: youngsters, pregnant women, older employees, immigrants, temporary employees (contract workers, trainees). Consider physical and mental strains, for instance, in this respect.	∘	∘	∙
		∘	∘
Policy on absence	Record absences due to illness and investigate whether there are any work-related causes.	∘	∘
	Draw up agreements on how and to whom absence from and resumption of work should be reported.	∘	∘	∙
	Attend to employees who are off sick in accordance with a plan; telephone contact, visit, a meeting on return after long term sickness.	∘	∘	∙
	Engage in consultation with the Health & Safety Service (legal requirement!).	∘	∘
		∘	∘

Recording of accidents (especially traffic)

Draw up a plan (who and how) for the advising, recording and reporting of accidents. You must report the following to the Labour Inspectorate: - fatal accidents; - accidents involving serious injury; - occurrences involving substantial material damage (NLG 100 000 or more); - occupational diseases; - matters constituting a hazard to health. You must record: - fatal accidents; - accidents involving serious physical injury; - other accidents involving absence from work; - occurrences involving substantial material damage in which a hazard to health or safety of employees has existed.

∘

∘

Action plan

Draw up a Top Ten list with your employees: what needs to be done first?

In order to establish this, you can look at the number of people at risk and at the hazards which are expected to entail actual substantial damage to health, safety or welfare.

If you are planning further action, apply the following precedence:

- Check whether the risk can be removed entirely.

- If this is not possible, what precautions can you take to limit the risks as much as possible?

- The use of individual protective equipment is the last resort if there is nothing else that can be done in the short term.

Note the name of the person implementing the measure.

Note the date you want it implemented.

Seek advice in areas you are not sure of.

Discuss this plan with your employees.

Submit your action plan to your Health & Safety Service.

Sample form-filling

At risk area and working area	Action	Instructions and consultation with employees	Obtaining recommendations	To be implemented by, date
shifting loads	guard grille between load compartment and driver	Consultation on height and shape	Ask leasing company	Schuitema 1/2/98

Action plan

At risk area and working area	Action	Instructions and consultation with employees	Obtaining recommendations	To be implemented by, date
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This Health & Safety checklist has been developed by	Subsidised by
NIA TNO BV Postbus 718 2130 AS Hoofddorp 023 554 95 51	European Commission Directorate-General V Employment, Industrial Relations and Social Affairs Luxembourg	published by ©1998 NIA TNO BV design Marianne Elbers, Amsterdam final editing/production YDee Media bv, Amsterdam photography Chris Pennarts, Montfoort printed by AT electronic publishing, Houten
In association with
Productschap Granen, Zaden en Peulvruchten Productschap Diervoeder Productschap Wijn Stadhoudersplantsoen 12 2517 JL The Hague	Ministerie van Sociale Zaken en Werkgelegenheid Directie Arbeidsomstandigheden Postbus 90801 2509 LV The Hague 070 333 44 44	Neither the European Commission nor any other person acting on its behalf, will be liable for the manner in which the foregoing information is used.
[Grain, Seed and Legume Commodity Board Animal Feed Commodity Board Wine Commodity Board]	[Ministry of Social Affairs and Employment Health & Safety Directorate]