Topic 3 Session 3 Report preparation and presentation

Accredited by Vocational Education and training Accreditation Board of NSW ( VETAB)

Requirement of OHS Regulation 2001 Supported by OHS Consultation Code of practice

Presented by Daphne Mc Curdy OHS Officer UNE

March/April 2010 TRIM D04/8191 updated 19/3/2010

Good report writing

Clear Concise Direct Relevant Objectives Well researched Includes solutions

TRIM D04/8191

Optional Exercise Report Writing

Divide participants into 3 groups Assign a question What needs to be done in your workplace to:
1. Ensure compliance with Section 8 OHS Act 2. Ensure compliance with Section 20 OHS Act 3. To comply with an employers duty to consult.

Determine current status, list steps involved, responsibilities & time frames Develop recommendations to management Present findings to wider group
TRIM D04/8191

Feedback on exercise
Which groups had to use conflict resolution, negotiation or problem solving skills? Did any group not need to use these skills? Did one person dominate conversation? Did the group have difficulties determining the issue? Did the quiet people in the group voice their concerns over issues ?

TRIM D04/8191

Optional exercise
Group exercise Discuss and critique the different styles of OHS report in the Resource File. What type of report is best ?
The best report is the one which contains facts and is written in a manner that is suitable for the audience to read!!!!
TRIM D04/8191

OHS meetings
An OHS meeting is a forum for sharing information
Types Small group
(OHS workgroup Committee)

One-on-one
(OHS rep and management )

Larger group meetings

TRIM D04/8191

Discussions
DO NOT Alienate people Allow personalities to dominate Make poor decisions Make decisions on the spur of the moment Try and do everything at once

TRIM D04/8191

What are the biggest problems we face in discussions?

Responses People may not agree with us Different views /personal agendas/levels of power Different communication skills Lack of planning Time pressures, insufficient / incorrect / confusing / conflicting information Lack of team identity or direction Unsure of roles, expectations, outcomes or process Different language Similar agendas
TRIM D04/8191

3 stages of a meeting
Before Preparation
venue, time, date, notification agenda items, expectations follow up from previous meeting

During Making decisions

record minutes delegate action and responsibilities

After Carrying out decisions

TRIM D04/8191

Exercise Meeting Role Play

Divide participants into groups (employer, employee etc.) Issue handout 3.7 agenda Decide on a common workplace Discuss agenda items in groups Appoint secretary Appoint a chair person Commence meeting.

TRIM D04/8191

Optional exercise
Identify people you know who are Initiator Opinion giver Builder Tester Summariser Clarifier Devils Advocate Blocker Withdrawer Topic jumper Playboy Self confessor Recognition seeker Dominator etc
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Revise key issues

Develop and write recommendations for a report Present the report Content layout and distribution of the report Minutes, agendas and meetings

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