Practical Application of Health and Safety Policies and Procedures in TripleS

The assignment content outlines the organizational health and safety policies and procedures of TripleS, a functional company that follows a hierarchical structure. The company has several regulations in place to ensure employee safety, including personal protective equipment (PPE) at work regulation 1992, working time regulations 1998, and health and safety at work regulation 1999. However, there are gaps in the implementation of these policies, such as lack of training for employees on safety factors and unawareness about risks that can occur in their work. To address this, TripleS should provide training for safety factors, make employees aware of accidents and injuries through a booklet or other means, and keep all policies written.

Managing Business Activities

Table of Contents
INTRODUCTION ..........................................................................................................................1
Task 1: Importance of business processes.......................................................................................1
1.1 Organization chart and culture...............................................................................................1
1.2 Why it is necessary to link the company’s processes to its aims and objectives...................3
1.3 Evaluation to show how company process will be benefiting and suggestions....................5
Task 2: Developing plans to implement operational plans..............................................................6
2.1Outline plan showing the work planned.................................................................................6
2.2 The objectives develop as part of plan must be SMART .....................................................7
2.3 Methods to deliver on time within budgets and of appropriate quality standards.................8
2.4 Make sure that individuals and departments do not deviate from the plan.........................10
TASK 3: Monitoring systems .......................................................................................................10
3.1 Make and justify recommendations ....................................................................................10
3.2 Practical examples of a quality culture ...............................................................................11
3.3 Present your proposed new structure ..................................................................................12
3.4 Explaining and justifying the changes ................................................................................12
TASK 4: Managing health and safety in the workplace................................................................13
4.1 Risk assessment...................................................................................................................13
4.2 Health and safety regulations and legislation applicable in TripleS....................................14
4.3 Systematic review of organisational health and safety policies and procedures.................14
4.4 Practical application of health and safety policies and procedures......................................15
CONCLUSION .............................................................................................................................16
REFERENCES..............................................................................................................................17

INTRODUCTION
Managing business activities is concerned with the day to day operations of the business
and issues related to the functioning of organization. The aim of this report is to focus on an
evaluation of the interrelationships between the different processes and functions of the company
as these different elements of the organization are structured when they are first seen. It also
focuses on different areas of responsibility and the implementation of operational plans.
Moreover, this study is also concerned with the development of appropriate quality systems and
managing health and safety in the workplace. TripleS has been chosen.
Task 1: Importance of business processes.
1.1 Organization chart and culture
Organization Chart for the Current Structure of TripleS:
The Functional organizational chart merges the straight line department and then the
command of the line organization in a vertical view representing functional authority. Further it
is been divided into the sub heads. For example: The Human Resource department of TripleS
comprises of different personnel who have the authority to hire and fire workers (Danis, De
Clercq and Petricevic, 2011). Therefore, they cannot give directives on production or marketing
matters. An organizational chart for present organization is mentioned below:
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Illustration 1: Organizational Chart

Company’s culture is linked to its functional structure:
The structure of TripleS is very functional as the activities are designed in such a manner
that it helps in attainment of goals and working is delegated in a proper way. The functional
structure of Triples comprises of the two broader categories which are:
The hierarchy attribute refers to the vertical lines of departments, command and authority
throughout the organizational structure. For instance: Except the general head, every worker has
a superior to monitor their working and provide necessary guidelines for the attainment of the
goals of TripleS (Bohle and Quinlan, 2007). Leading and authorization comes from the top levels
management are implemented through middle managers down to the rank-and-file employees in
the TripleS stores.
Whereas, the functional explanation characteristic of the company’s organizational
structure pertain departments of employees accomplishing their certain functions. For instance:
TripleS has a department to monitor and manage the functioning of the human resources in order
to carry out the operations. All the operations are carried out within TripleS with the proper
funding to make the resources available and effective marketing through which the need of the
customers is satisfied (Robertson. and Robertson, 2006).
TripleS has different functional department to manage the entire working in order to
resolve the various issue and determine the smooth functioning of the respective operations. To
meet the need and requirement of the customers, effective structuring of the work culture is
being done. The workers can be assigned tasks as per their potential which helps in effectively
management of the entire operations at TripleS. Beside this, the multi-cultural environment of
TripleS result in certain disputes among the workforce that is present. Hence, it results in less
recruitment and huge turnover.
Advantages:
 The main aspect that is related to TripleS functional organizational structure is the power
of corporate managers to easily influence the functioning of the workers.
 Effectual monitoring and control are achieved through TripleS functional organizational
structure.
Disadvantages:
 The middle and subordinate levels of the organizational structure of TripleS cannot easily
alter business practices as they are not authorised to take the appropriate steps.
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 Improper communication in context to the several operations results in poor cooperation
among the workforce.
Evaluation of the interrelationships between the different functions and processes involved in the
company:
The interrelationship between the different function and the processes involved in the
company is that the employee can end up with departments which make it easy to handle
workers. An employee of TripleS may work in their department to department that relate to one
particular function.
In accordance with the case of TripleS Company, various tasks along with the functions
are performed in order to achieve business targets within specified time span. The major function
of the company is to design hardware and software systems. But as a reason as lack of
communication the processes within business are affected significantly.
1.2 Why it is necessary to link the company’s processes to its aims and objectives
Business process:
A business process is outlined as a state or bundle of acts that will fulfilled with a
company goal. Business process management is an organized concept to better those processes.
The business process includes:
Illustration 2: Business Process
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As per the case study, it is necessary that the entire processes and working of the workers
is focused towards the attainment of TripleS aims and objectives. Proper processes need to be
adopted so that entire business activities of TripleS are managed effectively. The process which
is basically followed within TripleS input-transformation-out process which helps in the
management of the entire operations. Through this all the activities are systematically arranged
and properly managed so that the aims and objectives are attained in an effective manner. With
the proper allocation of the work the effectiveness of the operations can be enhanced. In this
context, some important elements are discussed below:
 Input: In this section, the organization needs to carry out detail evaluation of customer's
requirement and has to allocate work to those employees who are appropriate for
attainment of business objectives. For example: TripleS is responsible to provide its
entire employee with equal opportunity for growth and development.
 Process: By developing appropriate strategies for transmission of raw input such skills of
employees and other system into final product, through which company will be able to
develop best software's. For example: TripleS also possesses some ethical responsibilities
in which it is required to ensure that it do not encourage any kind of unfair trade practises
in marketplace
 Output: To resolve different issues that are associated with the final products,
management is required to adopt proper testing facilities for removal of errors in different
software before their delivery. For example: TripleS has developed a particular code of
conduct which is required to be followed by each and every worker to manage the
activities.
Company’s processes to its aims and objectives are:
With the effective follow up of the process the work can be managed in a proper manner
as the aims and objectives are served effectually because it because it amend and intensify
functional execution. The strategies are framed up to increases worker's morale and modify
retention.
TripleS assure cultural diversity within company by employing workforce from different
social and cultural backgrounds. Further, to retain the talented employees it is again important
for company to maintain positive work environment.
In the case of TripleS:
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There is a correlation between a booming company like TripleS and their efficacious goal
setting process, and employees are the proprietor of the process. In TripleS, Managers and the
entire executive team becomes a part of the system to help each worker to work for that
objective. This in turn helps the company in full engagement of the manpower and promoting
every employee across the organization in centring and successfully attaining company's aim
collectively.
By considering all associates of TripleS, the dedication of the employees’ performance
can be enhanced and through this the productivity and profitability of TripleS can be directly
traced by the performance of employees working to achieve respective goals (Bohle and
Quinlan, 2007). The activities shall design in such manner that the entire group is made to
participate in completion as per the determined aims and objectives.
1.3 Evaluation to show how company process will be benefiting and suggestions
The process that is adopted in order to determine the aims and objectives through which
the quality of the employees can be enhanced in an effective manner.
Through proper evaluation the strategies are framed up to attain the aims and objectives
of TripleS. The structure is followed in order to allocate the work as per the potential of the
employees. With everyone working together towards the same objectives, the organization can
execute strategy faster, with more malleability and adaptability. Basically, Company process and
goal alignment strengthens leadership and creates organization gracefulness (Rademakers, 2012).
It is the responsibility of TripleS to provide the best quality of services to all its
customers against the prices which has been charged. Along with this, TripleS is also responsible
to provide its entire employee with equal opportunity for growth and development to all its
employees. When employees of TripleS work on individual goals that are allied with the total
organizational goals, they are efficaciously sharing the responsibility for reaching the same
objectives in the business process (Danis, De Clercq and Petricevic, 2011).
Suggestions on how quality systems can be incorporate:
Quality systems can be incorporate in different ways. They can be:
 By establishing short term objectives the work quality can be enhanced. As the work gets
divided into part and steps are followed up properly to manage the entire business
activities of TripleS.
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 The standards should be set up in a manner that it influences the working of the
employees and motivates them to attain the objectives.
 Proper incorporation of specific policies that are beneficial for the employees can benefit
working of Triples. Thus, the customer need will be satisfied in form of improved
quality of the product and services.
Task 2: Developing plans to implement operational plans.
2.1Outline plan showing the work planned
TASKS Duration Preceding
1 A Reviewing business operations 3 weeks
2 B Identifying loopholes 3 weeks 1
3 C Identifying changes required 3 weeks 2
4 D Planning up new processes 4 weeks 3
5 E Setting up SMART objectives 2 week 3
6 F Creating plans for changes 3 weeks 5
7 G Technological developments 4 weeks 5
8 H Implementing the plans 2 weeks 6
9 I Reviewing and monitoring 4 weeks 8
10 J Execution of new process into daily operations 2 weeks 9
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2.2 The objectives develop as part of plan must be SMART
The above plan shows the objectives are SMART and structured. In TripleS, this can be
done through:
To increase the number of employees- To increase the employee engagement in TripleS, they
need to come up with excellent recruitment and selection criteria. Employee engagement
measurement tool is designed to initiate companywide transformation to create sustainable
growth. The well-established connection between employee engagement and key performance
outcomes are:
 Employees ratings
 Profits
 Productiveness
 Employee turnover
 Safety incidents
 Absenteeism Quality (defects)
Effective problem solving with grievance system - To effectively deal with the problems which
are encountered by the employees of TripleS can be resolved by introducing the new grievance
systems. Any problem related to employee and suggestion can ask and given in that HR
department respectively (Robertson. and Robertson, 2006). This in turn will reduce the resolving
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issues time related to employees of TripleS as the problems will be registered directly with the
system on the customer end.
To monitor the performance of the employees - The performance of the employee are properly
monitored in order to identify the loopholes which is hindering the entire functioning of TripleS.
With the proper identification the training is provided so that quality of the work is enhanced and
the customer requirement are attained in proper manner. Through monitoring of the performance
the poor coordination issue can be resolved with the proper identification of the reason which is
causing this.
With the help of the SMART objectives the quality aspect is effectively analysed. Thus,
the necessary and measurable perspectives are involved to manage the entire business activities.
Due to tight work schedules the performance is affected to a greater extent as they are
experiencing various issues that is resulting in improper functioning and the objectives are not
attained properly. It is the responsibility of TripleS to provide the best quality of services to all
its customers and this can be done by modifying the work environment and take the measurable
steps to render best services.
The high level personal can motivate the employees by providing the necessary
guidelines so that the work can be completed in proper manner with proficiency.
2.3 Methods to deliver on time within budgets and of appropriate quality standards
To make sure that the new package is within a budget in TripleS, some important method is
explained below:
Organizational objectives- TripleS objectives need to be formed and to be accountable for
accomplishing goals, which is the duty of the management team, board or business owners. The
budget provides the financial resources to achieve business aims. If TripleS Company has
outgrown its facility and there is an objective to increase space, there needs to be budgeted to
expand or move the business dealings (Useem, 2014).
Polar diagram: This approach determines five elements such as cost, quality, dependability,
flexibility and speed that are playing important role for delivery of best quality products and
services as per the predetermined time period. According to this approach, management of
TripleS has to develop appropriate strategies for improvement in service quality and reduction
cost such as quality standards and optimum utilization of resources. Furthermore, by assessing
defence among different operation, organization is able minimize unwanted activities that leads
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positive impact on the speed of different business operations. In addition to that management
needs to ensure flexibility of business system through business entity is able manage changes in
business system as per the current market trends. All these operations play important role for
attainment of different goals related to budget and time duration (Rademakers, 2012).
The issue which are encountered by the employees while working and attaining the
objectives will be resolved properly. With the effective execution of the plan the objective will
be fulfilled and the quality service will be rendered to the customer on time. It is important for
organization to focus on the prevailing market forces so as to sustain the cut throat competition
and get an edge with competitors. The communication barriers make the processing of work
tough and time consuming. It actually hampers the speed. With proper communication with the
employees at TripleS the quality of software will be enhanced and this will satisfy the needs of
clients in best possible manner. With reference to this approach, the total quality of the work will
be enhanced in proper manner.
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Illustration 3: Porter Diagram

2.4 Make sure that individuals and departments do not deviate from the plan
The effective monitoring and controlling mechanisms are implemented by the factors
which help in the development of the plan through that the quality services can be rendered to
clients (Bohle and Quinlan, 2007). The entire functioning module is monitored to ensure that the
product and services provided by them are as per the standard demanded by the clients.
In order to meet the specific standards the short term objectives are defined by the
various departmental heads of TripleS to manage the working of the employees and provide the
best services quality. All the operations are framed in a systematic manner and by this the entire
work is carried out in an effectual form (Useem, 2014). The employees’ performance is reviewed
from time to time within TripleS so that the feedback can be provided to them so that the quality
does not get affected. Effective system is adopted by the departmental heads to manage all the
activities within the time frame with proper coordination. For examples: Training sessions are
carried out at regular intervals to enhance skills of employees and provide better opportunities to
them. It has also adopted effective practises related to corporate social responsibilities. The
limitations and constraints that are affecting the performance of the employee is being resolve
with the proper planning that determine the effective functioning of the employees.
TASK 3: Monitoring systems
3.1 Make and justify recommendations
To meet the quality standards new aspects need to be sets out as per the requirements of a
quality management system. Checking that the system works is a vital part at TripleS the total
quality of the work is ensured with the help of the effective techniques. It is recommended that
an organization such as TrippleS performs internal audits to check how its quality management
system is working. They also may decide to invite an independent certification body to verify
that it is in agreement to the standard but there is no essential for this. Instead, it might invite its
clients to audit the quality system for themselves (Robertson. and Robertson, 2006).
Enterprise Resource Planning (ERP)
TripleS follow proper planning system to achieve its objectives by managing the business
activities. The Enterprise Resource Planning system means a shared database that aid multiple
role used by different business concern. For example, accounting of employees and sales can rely
on the identical content for their particular needs. At its centre, Enterprise Resource Planning aid
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worker do their jobs more with efficiency by change of integrity obstacles between business
enterprises (Rademakers, 2012).
In TripleS, Total quality management is also identified as an important role in order to
improve overall quality of business operations and performance of final products and services.
The approach of total quality management assists the operational manager of TripleS in
controlling of each aspect of organization management such as staff management, resource
management, and development of quality standards to improve overall quality of services. New
amendments related to effective working of the employees can be done in order to make the
working more effective and provide better goods and services
3.2 Practical examples of a quality culture
To improve the quality culture of triples some examples are as follows:
In TripleS, entire working is carried out in teams, rather than individually, employees
make better relation with their colleagues and the company, and create better results. This in turn
removes performance pressure from the individual and better performance is given by everyone
(Bohle and Quinlan, 2007). As the teams are framed with the hierarchy to manage the entire
work in accordance to the skills and competencies of the employees.
Achieving quality requires continues learning for every employee in an organization and that
learning needs to be part of the company's culture. In TripleS, to improve quality not only should
staff members be learning from others in the organization, but they should also be encouraged to
take courses, to attend sponsored training and workshops, and should visit other organizations to
see to their culture (Danis, De Clercq and Petricevic, 2011).
3.3 Present your proposed new structure
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TripleS can also follow line structure proposed by me. I am the operational manager of
the company which can be seen in this new proposed organizational structure. This structure is
easy to handle by the company. This in turn helps the company and managers to assign
responsibilities and authority that can be easily transferred to lower level (Robertson. and
Robertson, 2006). With the proper allocation of the work the entire operational activities are
managed properly.
3.4 Explaining and justifying the changes
Benefits of the changes are:
With the above changes division of authorization and responsibility of every
person can be clearly defined. Everyone knows as to whom they can issue orders and to whom
they are accountable (Useem, 2014). Through which the working of TripleS will be carried out
effectively. With the modification in the work environment the employees will help in managing
the business activities and meet the requirement of the clients.
Punctual Decisions, as the superiors enjoy full authority, fast decisions can be taken by
them. Such decisions are executed quickly also. This will help the employees to execute the
work within the specific time frame as the guidelines would be clear.
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Powerful Discipline can be maintained because of direct authority responsibility relationships,
discipline can be maintained more effectively. Direct supervision and control can also helps in
maintaining powerful discipline among the employees of TripleS. This will be foreseen in the
dedication of the employees towards the attainment of the aims and objectives of TripleS and
rendering best quality services to the customers.
TASK 4: Managing health and safety in the workplace.
4.1 Risk assessment
In the process risk assessment, this process can be followed by the TripleS to analyze the
issues that are faced by the employees while working within the workplace.
Identification of risk: The first step is to identify the hazards by using different
techniques like asking to the employees, getting feedback, through a round at workplace and
thinking about the activities which can harm the employees (Danis, De Clercq and Petricevic,
2011). For instance: the employee was injured through the electric shock from the overheated
drilling machine.
Analysis of implication of risk: The next step is to determine how those hazards can
harm the employees. TripleS can directly ask about it to the employees because sometimes it is
not possible to notice everything. Firm should also identify the employees to whom hazards can
harm or injure.
Response to minimise risk: Risks are part of daily life; one cannot remove it from their
lives. So it is important to evaluate those risks for controlling them. TripleS need to find out
appropriate precautions which can prevent those employees from harm or any type of injury
(Rademakers, 2012).
Allocation of appropriate contingencies: Workplaces generally stays the same so it will
need review of assessment anytime in future. The company sooner or later brings new changes
into the procedures, equipments, etc. which could lead to new hazards and risk. So company
need to update the risk assessment process time to time (Bohle and Quinlan, 2007).
With the effective follow up of the process the employee health and safety issue will be
resolved in a proper manner. With help of effective training about the use of the equipments the
problem will not be encountered by them while carrying out the operations. Through this,
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TripleS will ensure that the employees working within the workplace are secure and will not be
encountered with any hazardous issue.
4.2 Health and safety regulations and legislation applicable in TripleS
Healthy and Safety Regulations Relevant Areas Utilize Correctly or not
The workplace Regulations
1992
Safe pass ways, proper lighting,
heating and ventilation, proper
facilities like refreshment,
toilets, etc. Yes
Display Screen Equipment
(DSE)Regulation 1992
For the employees who
regularly uses DSE. Providing
them eyesight test, adjustable
furniture, safety information
(Useem, 2014). Yes
The Reporting of injuries,
Diseases and Dangerous
Occurrences Regulation 1995
Employees need to report about
any injury or diseases like
death, eye injury, electric
shock, recording the incident
into accident book along with
date and time. No
The Working Time Regulations
1998
Right to annual leave, rest
breaks and working time limit. Yes
Health and Safety at Work
Regulation 1999
Providing training to
employees, written policy,
assessment of risk. No
4.3 Systematic review of organisational health and safety policies and procedures
Healthy and Safety Regulations Reviews Actions
Personal Protective Equipment Triples do not have the proper TripleS need to provide
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at Work Regulations 1992
facilities related to the personal
protective equipment. This
leads to carelessness towards
employees by the organization
and injury of the employees are
not taken seriously.
appropriate equipments for
personal safety like goggles,
face mask, fire extinguisher,
protective footwear, etc. It
should also provide
instructions and training for
their use to avoid further
injury (Robertson. and
Robertson, 2006).
Health and Safety at Work
Regulation 1999
TripleS do not provide training
for safety factors. Employees
are also unaware about the risks
that can be occurred in their
work (Rademakers, 2012).
TripleS need to provide
training for the safety of
employees. It should also
make them aware about the
accidents, risks or injuries
through which they can meet
anytime. It should also keep
all policies in written form.
4.4 Practical application of health and safety policies and procedures
The applications of health and safety policies and procedures in TripleS are as follows:
 TripleS can provide different types of benefits to the families of injured employee.
 TripleS can explain the policies and procedures at the time of induction with the help of
video, presentation, etc.
 It can provide protective equipments like face mask, goggles, safety jackets, protective
footwear.
 Company can also introduce a booklet having roles and responsibility of Health and
safety. The booklet should have all types of injuries which employees can face and the
precautions.
 TripleS should provide proper rest break and does not allow employees to work more
than the working time. This keep they stress free and fresh which leads to proper
awareness (Useem, 2014).
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CONCLUSION
It can be concluded that TripleS follows a functional company structure. The company's
productivity and profitability can be directly traced to the performance of employees working to
achieve individual goals. When employees of TripleS work on individual goals that are allied
with the total organizational goals, they are efficaciously share the responsibility for reaching the
same objectives in the business process. To meet the quality standards TripleS follows ERP
system to achieve its objectives. In summation company manages its health and safety in the
workplace.
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