This task will require you to contribute to the assessment of WHS consultation and participation feedback processes and communicating improvements to required personnel according to organisational policies and procedures

Note: Read the case study provided below to complete the activity

Case Study 4

Part A: The WHS consultation and participation processes

Regular open meetings are held once a month; all workplace personnel are encouraged to drop in and speak to the WHS officer, who acts on behalf of the PCBU. This is carried out across a two-hour period on the last Friday of every month. The purpose of this is to provide staff with access to WHS information and news and to give them a point of contact to discuss WHS processes and to raise concerns. This is an informal consultation and participation process. In this informal consultation, attendees are asked to provide feedback on the effectiveness of the current consultation and participation processes. When serious issues and concerns are raised, they are taken through formal consultation.

Organisational WHS consultation meetings are held every six months or when a need arises. This is the organisation's formal consultation and participation process with its workforce to discuss and seek resolution to health and safety issues and to consult on risks and operational factors that may impact health and safety. This is carried out as one organised meeting, with fixed agenda points that are communicated to all staff prior to the meeting. This is conducted by the organisation's WHS officer, the HR and WHS manager, and the appointed WHS workers with WHS duties, and is held with all members of the workforce. The PCBU will also be present when they are on the premises, but will not be in charge of running this. Staff are given time to ask questions, raise points or contribute to the agenda items as part of the meeting.

Another method, WHS consultation surveys are also available to staff to seek feedback from the staff on current consultation and participation processes

Because of effective consultation and participation processes, the company has chevied below safety performance milestones:

• Achieved Total Recordable Frequency Rate of 4.5 which is the all-time best.
• Employee satisfaction level has increased to 87% from 75% in the last two years

During the last open meeting and from the survey feedback, below are the few pieces of feedback you received from the staff members:

• We are not sure what is being discussed in the WHS consultation meeting happening every six months
• Monthly open meetings really help us to raise any issues or concerns and seek informal feedback. It also helps us to provide formal feedback on consultation and participation processes
• Due to night shift work, few members are not able to attend the open meetings
• Workgroup from the service team is unhappy with their HSRs; they have commented that sometimes they are not able to get in contact with their HSR or find that they have limited time to spend with them on WHS matters

Part B:

Organisation WHS documentation policy:

• WHS documentation must provide clear evidence of activities in a consistent way
• WHS documentation must be in a format appropriate to the information being recorded.

Organisation WHS documentation procedures:

• Documentation must be given a title/heading
• Documentation must be dated
• Information must be ordered in a logical way and be written in simple English
• Information must be written clearly in black text
• Use of slang is forbidden
• If using abbreviations, the first reference must be written in full with the abbreviation in brackets immediately after this.
• Developed documents can be communicated through various mechanisms such as posters on notice board, email, hard copy, meetings etc

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Read the below instruction carefully

1. Locate theAssessment of WHS consultation and participation feedback processestemplate provided on the following pages
2. Complete the following:

• Identify at least two consultation and participation methods for gathering and documenting feedback on processes from individuals and/or parties
• Identify and assess at least two opportunities for individuals and/or parties to express their views during consultation and participation
• What should you determine when assessing the opportunities for individuals and/or parties to express their views during consultation and participation?
• Identify at least one improvement required in the current consultation and participation process.
• Document outcomes from your assessment of feedback you received from different staff members according to organisational policies and procedures

1. Save and submit theAssessment of WHS consultation and participation feedback processestemplate

Note: While completing the above tasks, you must demonstrate the following:

• Use structure, layout and language suitable for the audience to draft and document consultation and participation processes
• Record required WHS information using appropriate organisational formats
• Use familiar digital systems and tools to access, organise, analyse and present information