Target Your Reader

• Determine who the safety manual is being written for. You can gear the manual towards everyone or only specific groups. A safety manual for general safety procedures for the organization should be addressed to everybody so they will be aware of the procedures and proper safety protocol. By providing the general procedures to everyone, no one can legitimately say they were never advised of proper procedures if an incident should ever occur. If the manual is addressing how to do specific jobs safely, you can write the manual specific to the group. For example, a cafeteria worker's safety manual will vary from that of a front desk receptionist. A cafeteria worker's manual might address how to properly handle knives and kitchen machinery, while the receptionist's manual might discuss how to handle a bomb threat telephone call.
  
  

Specify Individual Responsibilities

• Whether the manual is written for all staff or specific groups, you should advise the readers of what their individual safety responsibilities are. Tell them what they are to do and what they are not to do. For example, instruct them to ensure their work stations meet ergonomic requirements, such as correct monitor height and chair height and the usage of company-provided keyboard pads to reduce risk of carpal tunnel syndrome. Let them know what kind of shoes and clothing is allowed or disallowed for safety reasons. Loose clothing should not be allowed when working with machinery because there is a chance it could get caught in the machinery. Instruct them not to lift heavy objects using their back but to instead use their legs to ease lifting. You can advise them of where the first aid kits are located, how to report workplace injuries and how to report workplace hazards such as spills, intoxicated employees or employees with weapons.
  
  

Specify Company Responsibilities

• Advise the individuals of what the company's responsibility is to ensure their safety. Let them know if they can request special ergonomic equipment, such as chairs and wrist braces. Advise them of the company's workplace search procedures to ensure no illegal drugs or weapons are on the premises. For example, the company can reserve the right to conduct random drug or weapon searches without notifying the employees in advance. The company can require all employees to utilize their access badges and display their badges at all times to ensure no one passes the security station unauthorized. Advise the individuals how the company will handle workplace violence and what constitutes workplace violence--whether it is actions alone or verbal threats as well. Let the employees know whether or not the company is protecting the health of its employees by having smoking and nonsmoking zones. If there are nonsmoking zones, the employees should be advised as to where those zones are located and what to do if they see someone smoking in a nonsmoking zone.
  
  

Emphasize Evacuation Procedures

• The manual should include evacuation procedures in the case of a fire or other emergency. You can advise them not to use the elevator in the event of a fire but to take the stairwell instead. Ensure that the individuals are aware of the closest exit doors and the procedure in place to be certain they are safe and accounted for. For example, there might be a certain section on the company grounds where they will meet up with their supervisor for roll call.
  
  

Ensure Accountability

• Include an acknowledgment form along with the manual for the individual to sign, date and return. By doing this, you can ensure accountability. Store the acknowledgment form in a safe place for future reference.