Preventing Slips, Trips and Falls Procedure

SRSS Preventing Slips, Trips and Falls Procedure 1. DOCUMENT CONTROL Management System Element Title SRSS SMS PROCEDURE Preventing Slips, Trips and Falls Procedure SMS_HS_PR_014 Version # & V1 01/08/2016 _ Preventing Revision date Slips, Trips and Falls_V1 Owner QHSE Manager Issue date 01/09/2015 Approved by QHSE Manager Effective Date 01/09/2015 2. REVISION LOG Revision Version Section date number number Description of change Revised by 01/08/2015 V1 All New document QHSE Manager 01/08/2016 V2 All Review 3. OBJECTIVES It is recognised that slips and trips are the cause of many accidents in the workplace. This procedure is designed to show that simple measures can dramatically reduce the risk of these accidents. Statistics show that: Approximately a third of all work related accidents reported to the HSE involve such accidents; 80% of slip and trip accidents result in broken bones and accidents from these causes can also result in fatalities, e.g. from head injuries. 20% of injuries lasting over 3 days result from trips and slips Slip accidents are often linked with cleaning and manual handling tasks Effective Date 01/09/2015 Page 1 of 14

Although anyone can slip or trip, older people, particularly women, are often injured more severely in such accidents. 4. RESPONSIBILITIES Sodexo s Leadership team has the ultimate responsibility for ensuring that the company meets the requirements of the Food Safety Act 1990, the Health and Safety at Work etc1974 and all relevant regulations. The SRSS Senior Leadership Team and Senior Managers are defined as senior leadership in relation to meeting the requirements of the relevant standards. 5. WHAT YOU NEED TO KNOW Legislation: - The Health and Safety at Work etc. Act 1974. Regulation 3 of the Management of Health and Safety at Work Regulations 1999. The Workplace (Health, Safety and Welfare) Regulations 1992 The Workplace (Health, Safety and Welfare Regulations 1992 set out some key criteria regarding floor construction. Regulation 12 highlights the following points: - The floor should have no holes or slope or be uneven so as to expose a person to risk So far as reasonably practicable, floors should be kept free from obstructions and from any article which may cause a person to trip Waste materials should not accumulate on floors except in suitable receptacles; Anti-slip coatings should be fitted wherever possible to floors stairs, ramps etc. General Guidance: - Slips occur when the foot and floor surface cannot make effective contact/grip, usually caused when something has been spilt or when the shoe sole and floor are unsuited. Slip hazards include: - Spills and splashes of liquids and solids which are not cleaned up immediately Wet floors due to wet weather, showers/baths/sinks, following cleaning, or leaks Unsuitable footwear Loose mats on polished floors Effective Date 01/09/2015 Page 2 of 14

Rain, sleet and snow Change form a wet to a dry surface (footwear still wet) Unsuitable floor surface/covering Dusty floors Sloping surfaces The HSE has developed a free Slip Assessment Tool (SAT) to help organisations assess the floor surfaces. SAT is a computer software package that allows an operator to assess the slip potential of pedestrian walkway surfaces. The software can be downloaded, free of charge, from www.hse.gov.uk/slips. It needs to be used in conjunction with a portable surface roughness meter. Information on surface roughness meters can be found at: www.hsesat.info/satmeters.htm Preventing Slips Stop the floor getting wet or being contaminated in the first place Maintain equipment to prevent any leaks of oil, water etc. Have a system for promptly reporting and dealing with equipment faults. Don t allow things to boil over and contaminate the floor..avoid contaminating the floor with dry materials (like plastic bags or flour dust), as these materials can create a very slippery surface. Choose the timing of routine floor cleaning so that people are not put at risk and hygiene is not compromised. Deal with any wet or contaminated floors that do occur: - Clean up spillages immediately, including spills on the customer side. Don t leave floors wet after cleaning - clean them to a completely dry finish if at all possible. If clean-to-dry is completely impossible then use barriers and wet floor warning signs to keep people off the wet area. Use cleaning methods that don t spread the problem. Small spillages are often better dealt with using a paper towel instead of a mop that wets the floor. Don t use cardboard to soak up spillages, deal with them properly. Improving Slip Resistance of Floors: - Treating existing slippery floors can be just as effective as and much cheaper than replacing the floor itself. Ensure that any new flooring and adhesive materials are compatible with the existing surface. Try: - Abrading or chemically treating concrete to give it a roughened finish Coating the floor with a resin containing abrasive particles Using adhesive-backed flooring strips or squares Effective Date 01/09/2015 Page 3 of 14

Anti-slip treatments may need to be regularly renewed if the floor receives heavy wear. Trips occur when an obstruction prevents the normal movement of the foot, resulting in a loss of balance Trip hazards include: - Loose floorboards/tiles/parquet Loose and worn mats/carpets Uneven outdoor surfaces (unmarked ramps, gullies, pot-holes, drain covers and kerbs) Holes/cracks in floor surfaces/paving (catch narrow heels on shoes) Changes in surface level - ramps, steps, stairs Trailing cables across walking areas Obstructions, both temporary and permanent (goods and materials left lying about, open drawers of desks and filing cabinets) Bumps, ridges and protruding nails Low wall and door fixtures - door catches, door stops Electrical, telephone, IT sockets Preventing Trips Most catering trip injuries are caused by obstructions on the floor, the rest by uneven walking surfaces. Staff moving about may not always be able to see where they are putting their feet, especially if they are carrying things. Uneven surfaces and changes in level: - Inspect floors for holes, damage or unevenness such as loose or broken tiles where someone could trip. Highlight changes in level and steps. Make any slopes on walkways gradual and clearly visible. Use high-visibility nosing strips on the edge of steps. (Make sure that they are securely fixed.) Good housekeeping: - Organise the workspace so that everything has a place. Arrange any work-flows to avoid bottlenecks in the work process. Don t allow articles to cause obstructions. Avoid placing pans, packages or wrappings on the floor where someone can trip over them. Establish a well-organised goods in (or out) system so that deliveries are not placed where they will obstruct walkways. Make sure there is enough storage space for ingredients and equipment in daily use. Consider traffic patterns to heavily used items. Effective Date 01/09/2015 Page 4 of 14

Provide enough waste bins in convenient locations so that packaging, waste etc. can be disposed of straight away. Mark out walkways to make it easier to see that they are being kept clear. Never allow cables or pipes to trail across the floor. Check for proper lighting, as shadows and glare can prevent pedestrians from seeing trip hazards. Falls can be on the same level or to a lower level, and may involve falls against a fixed object or into the path of a vehicle. The full scale of the problem and the scope for prevention is extremely large. Falls from a height, e.g. a ladder, are covered separately in the 'Working at Heights' section of the manual. In order to reduce slipping, tripping and falling accidents, organisations must include any slipping, tripping and falling hazards in their General/Area Risk Assessments, and take appropriate steps to control the risks. The assessment must cover the risks to all people who use the premises, (staff, contractors, and visitors). Any permanent hazards which could result in slips, trips or falls should be recorded on the 'Identification of Structural or Equipment Hazards' form When assessing the risks consider the following risk factors: - Whether items could have been spilt or dropped on the floor, e.g. water, food, litter, paint, oil Whether the floor could be contaminated with dry, dusty substances e.g. flour or sawdust The footwear likely to be worn by all people using the premises. There may be a great variation in the footwear worn, particularly if members of the public have access to the building. The organisation of people using walkways. How well rules such as 'keep to the left in the corridors and on the staircases' are adhered to will be significant. The position of mirrors, pictures and windows - they can produce reflections and glare at certain times of day Lighting levels and position, especially on ramps, walkways and stairs Cleaning materials/regime Possible distractions and carelessness Poor eyesight Fatigue The measures required to control the risks will vary according to the location within in the building and the activities taking place there. Sensible shoe policy Wearing sensible shoes, i.e. flat shoes that enclose the whole foot, rather than sandals, sling-back, or back-less shoes, and particularly wearing shoes with the correct type of sole, can significantly reduce the risk of slipping and tripping accidents. Effective Date 01/09/2015 Page 5 of 14

The soles of shoes work in a similar way to car tyres. On wet surfaces the sole needs to have a well-defined pattern/tread. On dry surfaces it is better to have smoother soles. Microcellular urethane and rubber soles are generally the least slippery types of soles on level wet floors, but the best approach to find which is the most appropriate type of sole for your circumstances is to test a range of footwear under actual working conditions. New soles may have a skin or film on them from the moulding or forming process. Once this has worn off the anti-slip performance of the soles will change. It is important that any protective foot wear provided to employees: - Fits properly Is appropriate for the floor surface Is maintained in good condition Is replaced when it becomes worn or damaged Is flexible, resistance to liquids and absorbs perspiration The shoe policy should cover all staff including contractors, such as cleaners and caterers. Improve the floor grip The floor gets its grip from its surface roughness. If it isn t cleaned properly or often enough it loses that grip - good cleaning can bring it back. Use the right cleaning methods & materials for each type of floor surface (ask the floor manufacturer). USE Stick-on anti-slip strips, or surface treatments to improve the surface roughness. (Make sure that anti-slip strips don t cause new tripping hazards.) Lay a new floor with better grip If a new floor is required bear in mind the following: - Specify a floor that will meet your needs, including surface roughness, ease of cleaning and hygiene. If you are considering a particular type of floor, enquire about its suitability for the environment. Check that the installation is done properly and the floor matches your specification. Ensure that steps, slopes and changes in level are safe Ensure any changes in level are easily visible Ensure that steps and slopes have good grip. Consider the need for a handrail. Visibility and distractions Effective Date 01/09/2015 Page 6 of 14

Ensure that areas where people walk needs are properly lit. Minimise distractions, e.g. noise that deflect people s attention from where they are walking. Organizing the workplace Rearranging the work area may: - Area by Area Remove or reduce the need for people to rush, to take long strides, or to turn sharply. Remove the need for people to carry, push or pull heavy or bulky loads, which increases the risk of slips. External steps, paths and parking areas: - All walkways and car-park surfaces must drain properly and not collect surface water that can be slippery especially if it freezes over. Suitable lighting replace, repair or clean lights before levels become too low to be safe. Poor lighting can obscure slip or trip hazards but excessive brightness or poorly placed lights can also cause problems. Ensure steps and paths are suitable for the volume of pedestrian traffic Ensure paving slabs are secure and tarmac paths in good condition to give a flat, even surface, especially after the winter as frost and ice can cause surfaces to deteriorate Maintain parking areas so that they are free from potholes Mark slopes or the nosing of steps using anti-slip hazard warning markings, as smooth, gloss paint will make the surface slippery under wet conditions Provide handrails where appropriate and maintain in good condition Discourage short cuts across grassed/muddy areas Clean leaves, mud etc. from surfaces Keep clear of rubbish Remove algal growth Put in place effective procedures to deal with snow or ice (gritting, salting) Ensure that surplus building materials, waste and debris are not left lying around, and that contractors carrying out work on the premises maintain their work areas in a clean and tidy condition at all times. Building entrances and exits: - Provide suitable non-slip, water absorbing mats at entrances. Ensure mats are securely fixed, do not have curling edges and are maintained in good condition. Change if saturated. Ensure that temporary matting does not pose a trip risk. Mark slopes or the nosing of steps using anti-slip hazard warning markings, as smooth, gloss paint will make the surface slippery under wet conditions. Effective Date 01/09/2015 Page 7 of 14

Display signs warning of hidden steps/changes of level. Display signs warning of risk of slipping when appropriate. Site door catches and door stops safely. Changing rooms: - Provide non-slip tiling on floor surfaces. Ensure specialist anti-slip tiles /surfaces are sourced and specified correctly. Provide drainage mats or grids in shower areas. Provide handholds for people with disabilities. Steps, stairs and corridors: - Put in place measures for traffic streaming and flow management up/down stairs and along corridors. Mark slopes or the nosing of steps using anti-slip hazard warning markings, as smooth, gloss paint will make the surface slippery under wet conditions. Provide handrails. Ensure steps in series/on stairs are the same height and width for safe climbing. Lighting replace, repair or clean lights before levels become too low to be safe. Poor lighting can obscure slip or trip hazards but excessive brightness or poorly placed lights can also cause problems. Apply appropriate anti-slip coatings to areas of smooth flooring which may become wet. Keep clear of rubbish. Kitchens: - Provide a suitable floor surface. Provide suitable equipment to avoid spillages (from cooking, washing etc.). Maintain equipment to prevent leakages. Provide edged work surfaces to contain spillages. Ensure good ventilation to avoid smoke/steam and condensation. Ensure staff wear suitable footwear. Clean up spillages and pick up food contamination immediately. If spillage/food is greasy ensure a suitable cleaning agent is used. Dry floors effectively after cleaning. Ensure good housekeeping around bins. Clean floors with appropriate products for surface after work has finished. Display suitable warning signs re wet floors/stairs while cleaning is in progress. Remove warning signs when cleaning/drying is complete. Dining areas: - Provide suitable floor surface. Effective Date 01/09/2015 Page 8 of 14

Offices: - Events: - Ensure staff wear suitable footwear. Clean up spillages immediately. If liquid/food is greasy ensure a suitable cleaning agent is used. Use safe cleaning methods. Clean floors when customers have left. Display suitable warning signs re wet floors/stairs while cleaning is in progress. Remove warning signs when cleaning/drying is complete. Keep clear of rubbish. Position equipment to avoid cables crossing pedestrian routes, use cable covers. Provide adequate storage. Avoid storage of materials on floors. Ensure good housekeeping round photocopiers, printers etc. Replace worn or damaged carpets/tiles. Provide secure storage for bags etc. Ensure temporary cabling is routed safely and protected from damage. Provide sufficient lighting during set-up/dismantling. Use temporary matting/straw coverings on grassed areas. Ensure mats are securely fixed, do not have curling edges. Provide adequate lighting. Poor lighting can obscure slip or trip hazards but excessive brightness or poorly placed lights can also cause problems. New Buildings and Major Refurbishments A major programme of refurbishment or the construction of a new building provides the ideal opportunity to eliminate slip and trip hazards at the planning stage. Modern slipresistant floors can significantly reduce the number of slipping accidents. Implementing a successful policy to control the risks of slips and trips needs the active support of all the staff. Regularly reminding staff to report/log any hazard they spot during their day to day work will be a positive contribution. Slips and trip injuries can be prevented: they are not inevitable. As described previously good housekeeping is the key to the prevention of slips, trips and falls at work. Clean and tidy working conditions invariably result in lower accident rates and often go hand in hand with increased efficiency. No building will be free from slip and trip hazards unless positive action is taken and all staff must endeavour to ensure that the company s premises are maintained in a clean and tidy condition. It is essential that slip and trip hazards are recognised and either promptly removed or otherwise taken care of. Effective Date 01/09/2015 Page 9 of 14

Preventing Slips and Trips as a Result of Cleaning Activities Floor cleaning is key in controlling many slip and trip accidents because: - Floor surface contamination, e.g. water, oil, dust, often causes slip accidents. Regular cleaning to remove contamination can reduce accidents. Cleaning can present slip and trip hazards to people entering the area being cleaned, including the cleaners themselves, e.g. smooth floors left damp by a mop can be extremely slippery, and trailing wires from a vacuum or buffing machine can present a trip hazard. Where cleaning is carried out effectively, it can make the difference between floors being a high or low slip risk. Slips and trips can be prevented by good management, contamination control and obstacle removal Good management of cleaning activities and staff will include: - Planning to make sure the correct cleaning regime is chosen for each floor. Consider: - What the floor is made of. The manufacturers' recommendations for its care. The type of contamination. Who uses the floor (e.g., public, visually or physically impaired)? When the floor is used. Don t forget to consider also how spillages etc. will be cleaned up between scheduled whole floor cleaning. Communicating, e.g. with: - Equipment and chemical suppliers to ensure suitability of the product for the type of contaminant and floor. Cleaning contractor or cleaners. Training and supervising staff, particularly if mechanical aids are used. Monitoring and review to ensure that working practices and processes are being carried out properly. Prompt action is necessary if flooring is damaged or there will be a danger of slipping & tripping. The affected area may need to be cordoned off until permanent repairs have been completed. Contamination Control Consider the following factors when choosing cleaning techniques: - Effective Date 01/09/2015 Page 10 of 14

Detergent: - is essential if there is any greasy or oily contamination on the floor. Water on its own, whether it is cold or warm, is not effective in removing this kind of contamination. The concentration of detergent is critical to its effectiveness. Follow the manufacturer s instructions, because too strong a solution can be as ineffective as too weak. The detergent should be left on the floor for enough time to allow effective removal of grease before rinsing. Scouring or brushing can increase the effectiveness of detergent. Spot cleaning: - using a paper towel or rag, is a useful technique to clean up spills etc. as they happen. It avoids spreading the contamination or increasing the slip risk by mopping a large area. Consider who is best placed to do the spot cleaning, e.g. those working in an area or dedicated cleaners. Mopping: - is usually only effective on smoother floors because it only skims the surface of the floor, regardless of the effort used. Even a well-wrung mop will leave a thin film of water which is enough to create a slip risk on a smooth floor. Subsequent use of a dry mop will reduce the drying time but will not eliminate the slip risk. Where smooth floors are mopped, make sure the floor is left to dry completely before pedestrians are allowed access. Consider how dirt is removed from the floor and where it goes, e.g. use a separate dirty water bucket for wringing the mop out to increase the dirt removal. Greasy floors require contact time with the detergent solution, e.g. use an immersion mopping technique, where the detergent is put down in one stage, and mopped up after a soak time in a second stage. Sweeping brush: - on a smooth floor may be adequate to remove dry contaminants. Airborne dust can be created, so this technique should not be used where there are health risks associated with the dust, e.g. clay, flour, or sawdust. Hose/power washers: - can be used to remove dusty or doughy contaminants. The floor will be left wet, so should be rough enough not to create a slip risk with the water left behind. Suitable drainage will be required. For greasy contamination, detergent will be required. Squeegees: - can be effective in removing excess water after cleaning, to reduce drying time. The floor will not be left dry and will still present a slip risk. If a floor is rough enough to be left wet, the volume of water is not important and a squeegee is unnecessary. Where oily or greasy contamination is present, the squeegee can have the effect of spreading a thin layer of contamination over a wider area, or forcing it into the surface. This may result in a floor that is more difficult to clean. Wet vacuum cleaners: - are effective at cleaning up liquid spills. They are more effective on smooth floors which can be left completely dry. Dry vacuum cleaners: - are effective at cleaning up dry/dusty contaminants. This is often effective on rougher floors. It avoids the creation of airborne dust. If the dust creates a health risk, make sure the filter is suitable. Scrubber-drier machines: - can be an effective way to clean most kinds of flooring. Different designs of scrubber-drier lend themselves to different situations. The squeegee Effective Date 01/09/2015 Page 11 of 14

needs to be wide enough to recover all the water put down by the scrubber-drier. Single scrubber machines tend to throw water out to one side, and may require an asymmetric squeegee to recover this. The squeegee needs to be well maintained to ensure there is no leakage, which may leave a smooth floor dangerously wet. On very rough or profiled surfaces the squeegee may not be flexible enough to allow adequate removal of water from the surface. On greasy floors a detergent should be used to remove and hold the oil or grease in the water. The operator should be trained in the correct use of the machine, e.g. using the appropriate level of water for the floor surface, to reduce leaking and water trails. Make sure cleaning does not introduce an additional slip risk if your current cleaning technique results in a smooth floor being left wet after cleaning consider alternative cleaning techniques that leave the floor dry. If alternative cleaning techniques are not practical ensure the floor is left to dry completely before pedestrians are allowed access. To restrict pedestrian access to drying floors: - Clean during quiet hours, when pedestrians are not around. Physically exclude people from wet cleaning areas, e.g. using physical barriers or locking off an area while the floor is wet. Provide information on alternative routes. The exclusion should be removed once the floor is dry so it continues to be effective. Clean in sections, so there is a dry path through the area, e.g. clean just half the width of a corridor or gangway at any one time. Use warning signs (conforming to BS 5378 'Safety Signs and Colours'). Consider using cones etc. carefully, because they only warn of the hazard. Cones: - Do not prevent people from entering the area where they may slip; Often poorly mark the extent of the area where someone may slip; Are frequently left in areas that are clearly not being cleaned or are already dry, so people ignore them and they lose effectiveness. Obstacle removal Obstructions and objects left lying around can easily cause a trip accident. Cables and leads: - The use of battery-operated equipment avoids trailing cables from cleaning equipment such as scrubber-dryers and vacuum cleaners. Where possible cleaning should be undertaken during quiet times or outside normal work hours to reduce the likelihood of people tripping over equipment and cables. If cleaning has to be carried out when there are people in the vicinity, ensure they are made aware that cleaning is in progress, e.g. by using signs or barriers. Where the use of a cable is unavoidable, minimise the operating length (e.g. by using a closer socket), increase its visibility, cover it or move it out of the way of pedestrians (e.g. by using overhead cables). Disconnect and tidy away equipment after use. Effective Date 01/09/2015 Page 12 of 14

Rubbish: - e.g. discarded boxes, waste materials, and bin bags. Remove any waste items that may cause a trip hazard. Avoid temporary trip hazards by not leaving unattended rubbish in walkways. Uneven floors: - e.g. curling mats, peeling or missing carpet tiles, holes, and changes in level. Cleaners and supervisors should report any flooring defects or unmarked changes in level. Managers should put systems in place, which make it easy for cleaners to report defects. Lighting: - poor lighting can increase the risk of trips, as obstacles may not be clearly visible. Cleaners and supervisors should tell managers about areas where the light is poor or bulbs are missing or blown. Housekeeping: - cleaners should inform managers about housekeeping issues, e.g. staff leaving clutter around workstations, which create trip hazards. The same applies to spillages, e.g. leaking machinery, spillages from vending machines and leaking roof lights. Make sure cleaning equipment is not left unattended and is safely stored when not in use. Somewhere should be provided for the storage of cleaning equipment and warning signs, barriers etc. 6. COMPETENCES AND TRAINING What You Need to Do? The unit manager must ensure that all staff are adequately trained. The type of training given will depend on a number of factors but will be based on one or more of the following categories: Induction Training Legal Training Mandatory On-Job Training Certified Training Train, inform and supervise employees on the risks, control arrangements and their roles and responsibilities especially with regard to: 'Clean as they go' Reporting contamination Wearing sensible footwear Walking appropriately to circumstances In order to demonstrate compliance with legal requirements and Due Diligence all training must be recorded on Training Record Cards. Effective Date 01/09/2015 Page 13 of 14

7. RECORD KEEPING What information should be kept? The significant findings of the assessment - what the risks are, what is already been done to control them and what further action is needed. Details of any works carried out to remove/control risk. SMS_HS_GU_002a_ General Area / Activity Risk Assessment_V1 SMS_HS_GU_002b_Detailed Risk Assessment_V1 8. FURTHER GUIDANCE The Health and Safety at Work etc. Act 1974. Regulation 3 of the Management of Health and Safety at Work Regulations 1999. Preventing Slips at Work - HSE - INDG225 SRSS Quality and Health and Safety Manual. SMS_QAL_PR_034_ Core Process, Legal and Other requirements_v1 SMS_QAL_PR_005_Retention and Control of Quality Records Procedure_V1. SRSS Training Policy 2015 Effective Date 01/09/2015 Page 14 of 14