RECOMMENDATION TO IMPROVE SAFETY STANDARDS

Prepare for FIRST ADMIRAL (R) DATUK PANGLIMA Ir MUHAMAD AZLI BIN HJ ADNAN DIRECTOR SILO PADU Sdn Bhd No 14, Wisma Laksamana Muhammad Amin Persiaran Venice, BANDAR BARU MANJUNG 32100 Perak By SHILA BT ZAINAL MANAGER OF INSTITUTE OF OCCUPATIONAL SAFETY AND HEALTH SILO PADU Sdn Bhd No 14, Wisma Laksamana Muhammad Amin Persiaran Venice, BANDAR BARU MANJUNG 32100 Perak 24 June 2013

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Introduction Safety is a paramount factor should be considered in development of an industry. Every

well know company has establish its safety regulation in accordance with the industrys own works. Besides all the well know safety precaution has been taken by this company such as; comfortable and safe accessibility available for use by employees on job; provide appropriate safety equipments and enough wear at work and etc. We should consider new phenomena which is Increase Using of Mobile Phone by Employees in Workplace as New Threat to the Company. Mobile phone and other electronic innovation have given employers increased access to their employees, making those individuals more available and connected to their jobs. We must admit that technologies have improved customers services. However, companies are also starting sense that these tools have also increased distractions and the potential exposure to corporate liability for employees acts. The temptation to make personnel call or access the internet on electronic gadgets is hard to resist for even for the best employees, and these practice waste significant company money and time. More seriously, use of mobile phone on the road, employers may find them accountable for their employees action while driving and expose company from lawsuits if accident occurred. Mobile phones have become an integral communication tool in our business. SILO PADU as a company which our main core business is to supply and provide marine mechanical spare to Royal Malaysian Navy and other maritime enforcement agency need our employees and fields workers use them to communicate with main office and our client. However, mobile phone do present some challenge for quality business operations. For your knowledge, after carry on duty as Manager of Institute of Occupational Safety And Health (MIOSH) for a month, I have severally conduct safety visit in our production section, factory compound, field services and found our employees is comply with all safety regulation apply to them. But from my close observation, a width use of mobile phone either own by company or self belonging by employees in workplace now will jeopardize their own safety and company performance. As a Standard and Occupational Safety Officer in SILO

PADU, it is my responsibilities to bring ups this matter for your own judgment. Therefore, this report is based on the observation and inspections carried out during my visit. In this report will be tabled advantages, disadvantages and appropriate steps to resolve it. 2. The Objective of the report is as follow: a. b. c. Advantages of using mobile phone in our company. Disadvantages of using mobile phone in our company. Proposed measures should be considered to improve the company safety

standards.

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Advantages. a. The biggest advantages of having mobile phone are it becomes much easier to

contact our employees. It doesnt matter if they stuck in traffic or outstation, we will always be able to contact our employees. b. Mobile phones prove as a main tool to provide better services. They give

company the ability to schedules fields employees to fulfill client request in faster responses. c. Fields employees can service more clients each day by eliminating back and forth

trips to office. d. Business able to expand the radius of their service coverage because employees

can go out further from the office and return at the end of the day. e. In the event of the critical problem, it can be communicated to headquarters and

decisions can be taken without need to be in office. f. Allow a whole network of headquarters to communicate with each other no matter

where they are. g. Effective use of mobile phone can help improve both employer to employees and

employees to employer communication. h. There also common now days everybody expects to have one mobile phone.

Especially our employees job takes place a lot outside the headquarters; client will expect to have another number to contact field employees.

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A mobile phone gives our employees more time to communicate an importance

conversation. It can take place anywhere for examples on a train, or on a way to airport which put less restriction on time. j. It also allows our employees to conform and check detail quickly or to get

information they might be forgot before importance meeting. k. It allows our employees to check their appointments. They can communicate with

the client they intend to meet at any time to conform. l. 4. With mobile phone, they also can get emails and able to answer them right away.

Disadvantages: This point of view will be divided in two sub-sections as follow: a. Social. (1) Our employees are being accessible from anywhere and at any time. Is

make our employees might get calls outside of business hours. (2) Another disadvantages might be that if a customers sees a mobile phone

number as only source of contact, and then most will automatically assume our business is small and has no office or resources. (3) Using mobile phone for business also has prove increase of cost to

company. The cost will be so high and will decrease company profit. It can be happen because there are a risk that employees could misuse the phone and raising the bills massively. (4) Intrusions into face to face communications. Employees can become so

reliant on their mobile phone that they fail to prioritize personal interaction with client or colleagues directly in front of them.

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When our employees overuse mobile phone, they can frustrate coworkers

and turn off our key client. b. Safety and Medical Problems. (1) Employee using mobile phone tolls such as camera and Bluetooth in bad

way like spying for our competitor company. (2) Mobile phone allows employees to communicate through media other than

voice. Enhanced technology allows the transmission and receipt of text massage, video, picture, email and instant massage. Employees who have access to other employees mobile phone number may use cellular communication to send harassing text, email and instant massage. They may also send communication, picture and video that the recipient find offensive or unprofessional. This can create workplace discord and increase the need for employees discipline. (3) In some area, such as in meeting room where silence is required, mobile

phone may be a nuisance when ring in loud volume. (4) Mobile phone user also seems to be addicted and they pose a security

threat especially on road because they often cause road accident. (5) Mobile phone using while driving can cause an accident. Company should

implementing policy no mobile phone while driving for our employees. (6) An Unsafe Safety Standard. Safety standard have been establish to limit

the microwave radiation exposure from mobile phone and base station. The current safety standard for microwave radiation emitted by mobile phone only takes thermal heating into account. Microwave radiation is considered to be safe if body temperature does not increase more than one degree. The non thermal

effect is not taken into account making the safety standard a mockery of public health. (7) Negative Health Effect. A study lead by Dr Agarwal, PhD summarize

some of the researched health consequences of the microwave radiation are exposed to mild symptoms like sleep disturbance to cancer and Alzheimers Disease. 5. Proposed Measures. a. Conduct general survey among employees about mobile phone issues. The survey

is suggested to be conduct by Human Resource (HR) Department in Question and Answer form. Likert Scale will be use to analyst the finding. Examples for the Q&A as below: (1) What mobile phone issues already exist within our company? (2) Do you feel you need Mobile Phone Policy (MPP) in our company? (3) Is your office/workplace too noisy? (4) Do you sometimes glace over and catch an employees/coworker when on tight work deadlines? (5) What mobile capabilities do you need?

b. MPP The mobile phone, text massage, picture and any other data relayed to family members, friends, doctor or even co-workers while on the job are the source of many interrupted business meeting or disgruntled employees. MPP is key to preserving peace in our company workplace environment. The employees need to sensitive to the fact

that mobile phone use is now the primary way we communicate, but you want to have a policy in place to protect your organization assets and reputations1. To ensure the MPP can be creating, the right entities should be involves. Therefore the team to discuss this policy should be comprised the person below: (1) (2) (3) Manager and HR representative. Information Technology Staff. Company Lawyers.

Many of the policy will implement seem to common courtesy or common sense but explicitly explaining what company expect is the best way to get the result we want. These policy should be upheld on all mobile phone whether personally or company owner. They policy suggests including in MPP as the point below: (1) The Vibrate Function. When in working hours or in company

compound, the vibrate function should be in default. No one likes loud ringer especially when left unanswered. The sound of different ring tones going off all the time can be very annoying to other. (2) No Phone Use During Meeting . Employees have to step out to take call

or send texts while in business meeting, conference or brainstorming sessions. We also should encourage leaving phone at their desks altogether. (3) Maintains Low Tone. Employees to keep a low voice if they must

answer their mobile phone or find a quiet area to talks. Designated a specific area also will be helpful.

Nancy Flynn, Director of Columbus, Ohio-based e-Policy Institute and author of The e-Policy Handbook: Rules and Best Practice to Safely Manage Your Company E-Mail, Blog, Social Networking and Other Electronic Communications Tools (2009).

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Content and Language Guidelines.

Policy should be delineate the Its to be rules

difference communication when comes to handle client call. employees expletive filled phone conversation. (5)

down to jeopardize costumer to be offended or even turn away as a result of an

Specify Time. The best way to make sure an employees mobile phone

use doesnt infringe on the productivities of our company, specify time must be mention on MPP when personal call or text should be made. We also should set a limit on how often an employees can sign into Facebook where should apply to the mobile phone application as well. (6) Work Duty on Personal Mobile Phone . Making call, sending text or e-

mails, or browsing the web related for work reason via personal devices should get permission to perform these activities. Employees have to make copies of their bills and highlight work related calls which would then be reimbursed. In our policy we should spell out submitting false report in purpose for reimbursed is an act of theft and can result job termination. (7) Camera Use. Strictly define where and how there should be use. It can

reduce the chance of any confidential or propriety information from ending up in an employees phone and later in our competitors hand. (8) Talking and Texting While Driving. MPP should completely prohibit

driver from using mobile phone during work hours especially in company owned vehicles. This should apply to operating heavy machinery. (9) other. (10) Personal cell phones. Personal cell phones generally should not be used Frequent or Lengthy Phone. Frequent or lengthy phone are not

acceptance as they may adversely affect the employees productivities and disturb

for business related purposes unless a company provided phone is not available.

Even when permitted, must never include language that obscene, discriminatory, offensive, prejudicial in any way. c. Enforcing the MPP. To ensure fair and secure communication using mobile phone, enforcing policies MPP is challenging because we are lack the infrastructure and trusted entities encounter in enforcing it. Below two examples to make it happen. (1) (2) Keep It Update. MPP should be review at least once a year and review Provisions Governing Camera on Mobile Phone. Which present an

accordingly. increasing risk to company. Intellectual property, trade secrets, personal customer information or other confidential data can be captured and used easily with a camera phone. Employees may have their picture taken in private area, and may be able to sue our company for invasion of privacy or harassment. (3) Have A Training Session. A few training session can be use to explain

disciplinary action will be taken in violating the MPP. The employees must fill acknowledge form that should be signed and returned. They should agree that they understand the policy and will adhere to it, or follow consequences up to termination. (4) MPP. Ample Time. Allow our employees ample time to review and sign the This will reduce the like hood or at least the efficacy of claim that

individual did not understand the policys term. 6. Conclusion. Using mobile phone has made communication easier both inside and outside the workplace. Its allow employees to receive importance call without having to spend every moment behind the desk. They are also useful for getting in touch with field employees and client. However mobile phone also pose several disadvantages to our company such as

workflow disruption, difficulty monitoring calls, balance between work and life and harassment. We cannot afford to ignore new and emerging technology and if we fail to provide the hot, must-have technology of the day we going less compete from our competitor. As a good company, we must provide guidance and tool to help our company control user mobile phone within our employee. MPP will not only set expectation for incoming employees, but will also address serious issues concerning the safety, security and privacy of mobile phone use. The MPP should prove useful to our business and if you follow the suggested provided we can provide the frame work for a complete set of management policies. Our business will be able to draw on its technological resources without sacrificing either security or efficiency. For that, I will suggest we consider having e- policy though MPP. MPP is a first step to our company to have a electronic rules where comprise step by step guidelines and policy where help company implement strategic electronic rules. MPP also will prevent security breaches and data theft other than safeguard confidential company and client information. It also act as management tool to face new and emerging technology. Lastly, MPP will train employees to face new technology such as instant massage, social networking, text messaging and video site base on company requirement. As a conclusion, MPP is comprehensive step for development clear and complete e-policies for SILO PADU Sdn Bhd to be the best company in marine mechanical spare provider in maritime sector.

ACKNOWLEDGE

1. 2. 3. 4. 5. 6.

Dan Childsabc , New Medical Unit, ABC News (http://www.abcnew.go.com/Health). Michele, 7 Disadvantages of Mobile Phone (http://www.controlyourimpact). Mobile Phones May Trigger Alzheimers BBC New Health 2003

(http://news.bbc.co.uk/health/2728149.stm). Cockcroft, Lucy. Heavy Mobile Phone Use a cancer Risk The Telgraph 26 Feb 2008. Cell Phone Usage Policy & Guide (http://www.legalzone.com). Margarate Bartiromo, Seven Tips for Creating an Effective Cell Phone Policy in Your (http://www.telegraph.co.uk/news/main.jhtlm?xml=/new/2008/onphones118.xml).

Workplace (http://blog.hr360.com).

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