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Introduction to SAFE Appraisals Safety Appraisals For Everyone

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1 Introduction to SAFE Appraisals Safety Appraisals For Everyone
An online safety appraisal service FACILITATOR NOTES: Be sure to arrive approximately minutes before the workshop starts to set up the space. Acquaint yourself with emergency drills and the location of emergency exits, bathrooms, light switches and electrical outlets ahead of time. Getting to know the area and setting things up, will make you feel more at ease. Directional signs placed on doors and in corridors are also helpful for participants. Arrange the tables and chairs. If you will be presenting both small and large group activities, arrange tables and chairs to promote small group activities and enable participants to get up and move around in larger groups. Whenever possible, arrange chairs in a circle. This will facilitate participation between the attendees and allow everyone to see everyone else's face and name-tag. We all learn from each other, so it is important that all participants can see and hear everything that is going on. Set up a table near the entrance with a sign-in sheet, name-tags, and pens. Set up all of the materials you will be using so that they will be easily accessible to you when you need them. You may need: Name tags Posters Flipcharts Post-its Pens, pencils, markers, tape, scissors Notepads Beamer /Projector Laptop/slides

2 Are you as committed to HSE as you say you are?
SAFE is a tool designed to help you answer this question, using the SAFE Appraisal System I. FACILITATOR NOTES: Allow time before the workshop to greet the attendees and introduce yourself if you don’t personally know the group. This will help put the participants at ease. Start with an icebreaker to make the group feel at ease. You will find a list with good ice-breakers on the following website: If the participants do not already know each other, ask them to introduce themselves to the group motivate them to mingle with each other. Begin the workshop on time. During the workshop, keep an eye on the behaviour of the participants to determine when they may need a break, a change of pace or more time to explore an idea or activity. Ask the participants what their expectations from this workshop are. Write the answers down on a flip chart. You can come back and re-examine the flip chart at the end of the workshop. And most importantly: let your enthusiasm show and HAVE FUN! USEFUL TIPS: Expect the unexpected. E.g. if you have planned outside activities, be prepared to do them inside if it rains, or have an alternative prepared. Respect. Treat everyone with respect. Don't favour or pick on individuals. Take cultural differences into account. Questions. Create an open atmosphere from the start. Ask participants to stop you any time they have questions. Answer all questions. You can eliminate many questions by briefly going over your agenda at the beginning of the workshop. Tell them what they can expect during the day.

3 SAFE Appraisals WHAT? WHY? HOW?
SAFE is a web based tool for comparing how you perceive yourself with how others see you WHY? To avoid serious consequences caused by misunderstandings and miscommunication HOW? By focusing on how you communicate your commitment to HSE and how committed you really are FACILITATOR NOTES SAFE appraisal system is a web based tool. It is a simple way to compare how a person perceives themselves with how other see them. It produces reports for both individuals being appraised as well as groups. Individual results are anonymous. Appraiser scores are also anonymous.

4 The SAFE process A Guardian nominates people to be appraised (e.g. managers/supervisors/safety leaders) and monitors the appraisal process Those nominated fill out the self assessment questionnaire and request other colleagues to appraise them When appraisals are complete, individual reports are generated for users Aggregated reports are also made available for group assessments Individuals are encouraged to review results with their appraisers and create an action plan for improvement. Individuals record action plans in the SAFE system The SAFE system sends reminders to individuals over a 12 month period. By reviewing and adding comments to the action plan, users should be able to chart progress over time. Gaining feedback Response analysis and action plan Review Process FACILITATOR NOTES This slide details the SAFE process. THEORY 1. Gaining feedback: - Once the SAFE process has been initiated and a Guardian has been appointed, the Guardian must nominate individuals to be appraised (often safety leaders/supervisors/managers). NOTE: a minimum of 5 people can be appraised, to protect confidentiality of individual scores. Likewise, a minimum of 5 people can appraise an individual. - Those individuals nominated fill out a self assessment questionnaire and ask their colleagues (for example those they are responsible for, if the individual is a supervisor) to appraise them. The survey consists of 17 questions and takes around 5 minutes to complete. 2. Response analysis and action plan: - Once individual appraisals are complete, individuals can access their personal reports. - Once 5 appraisals are complete the group/guardian report can be generated. - The results of the group report can be shared with the team using this presentation. - Individuals are encouraged to review the results of their personal reports with their appraisers and develop an action plan and timeframe for implementation of improvements. - The Guardian should supervise and encourage this process. 3. Review Process: - Action plans should be recorded in the SAFE system, which will then send reminders to individuals - Periodical reviews should take place and the action plan updated to reflect progress. - Guardians or supervisors should encourage individuals to stick to their action plans and monitor progress. For more information on the SAFE process, please see the LIFECYCLE on

5 The Participants A Guardian:
Supervises the process Nominates the participants for Appraisal Organises feedback and discussion sessions Person being Appraised (e.g. Manager/Supervisor/Safety Leader): Nominated for Appraisal Nominates Appraisers Develops a personal improvement action plan An Appraiser: Appraises individuals on safety behaviours and actions Helps in the development of that person’s action plan THEORY A Guardian: Nominates participants for appraisal. Monitors the process and reminds participants to complete appraisals. Organises feedback- or discussion-sessions, where summarised results are discussed. Ensures that the people nominated for appraisal produce action plans based upon their feedback. A person being appraised: A person nominated for an appraisal. Fills out a self-assessment questionnaire regarding his/her safety-related behaviour. Appoints others (min. 5 people) to fill in a questionnaire about his/her safety-related behaviour. An Appraiser: Fills out a questionnaire safety-related behaviour questionnaire for their colleagues. Assist a colleague in the development of their improvement action plan.

6 The Elements Four key aspects of HSE Management are being appraised:
Walking the Talk: Do you follow through your statements with real actions? Informedness: Are you seen as being up to date regarding safety issues? Trust: Are you seen as trustworthy with regard to safety? Priorities: What messages are you sending regarding your priorities? Both people being appraised and their appraisers complete a short questionnaire on these four Elements, after which reports are generated with the results. I. FACILITATOR NOTES: The purpose of the appraisal exercise is to compare one’s self-perception regarding safety-related behaviours with that of other’s. NOTE: Usually, people tend to rate themselves more favourably than their Appraisers rate them. It is important not to ignore those discrepancies, but try to accept and learn from them. II. THEORY:  Walking the Talk. Actions speak louder than words. People work out what you think and what you are going to do from the way you behave. This is why it is important to always match what you say with what you do. Informedness. Knowing what is going on with regards to safety issues. Being prepared to accept both good, and bad news. Trust. Managers must trust and be trusted by their workforce. Trust is hard to win and easy to destroy. It is earned and kept by being consistent. Priorities. What managers focus on, can affect the behaviour of others. In business, priorities change and it is easy to send mixed messages. Good managers set their priorities to ensure risks are managed proactively and publicly so others can see that HSE is important to them. 

7 Example appraisal structure – Team A
Guardian: e.g. Head of department Guardian is head of a Team. They may or may not also be appraised as part of their own Guardian group or a separate group. Guardian A 1 2 3 4 5 People being appraised (e.g. department supervisors) 4 5 4 5 4 5 4 5 4 5 1 2 3 1 2 3 1 2 3 1 2 3 1 2 3 Appraisers of each supervisor

8 Example company appraisal structure
There may be several teams and several Guardians within a company – but only one team per Guardian is allowed SAFE coordinator for company Guardians A & B may also be appraised as part of another group – e.g. a group of Guardians (Team C) Team C May appraise each other or may be appraised by those they are Guardians of. Guardian A Guardian B Team A Team B

9 Who appraises me? 4 5 1 2 3 SAFE coordinator for company
If you have been nominated for appraisal, we recommend that you ask those you work with to appraise you. You should ideally ask those who you supervise, or alternatively people you work with on a daily basis and who are well placed to comment on your safety behaviour. Guardian (e.g. Head of Department) Guardians can be appraised as part of their own Guardian group (and so be their own Guardian), or they can be appraised as part of another group (and so have a separate Guardian). 1 2 3 4 5 1 2 3

10 Report types Individual Report Group Report
This report contains your appraisal results and is confidential (unless you decide to share the information with others). Note: You need at least 5 people to appraise you before you can generate your personal report. Group Report This report combines your individual appraisal results with other colleagues in your Guardian’s team. Note: This report is only available if your group has 5 or more people in it. Guardian Report (only available to Guardians) This report contains the appraisal scores of the team Guardians are overseeing.   Note: if you are your own Guardian (you nominated yourself for a SAFE appraisal), this report is identical to the Group report (above). It is only available if the group has 5 or more people in it.

11 Reports: What do I receive?
SAFE coordinator for company SAFE coordinator: Will have access to the Guardian reports for all groups. Guardian: Will receive a Guardian report for the team they are managing. If they are also being appraised they will also receive a group report and personal report. Guardian (e.g. Head of Department) People being appraised: Will receive a group report for their team as well as their own personal report with their own individual scores. 1 2 3 4 5 Appraisers: Will receive a group report for their team. 1 2 3

12 After the Appraisal People being appraised: Guardian:
Discuss the results of individual/group reports with the Appraisers: Strong points and the areas for improvement Ways to Improve Discuss with supervisor Personal Action Plan Set a review date and ask for feedback Guardian: Examines the aggregated Guardian report Identifies the areas appraised individuals need to work on II. THEORY After the exercise, Guardians should discuss the group results with those appraised in order to determine general areas that need to be improved within the organisation. Individuals being appraised should discuss the results with the Appraisers. Together, they can explore the reasons for any different views on individuals’ management style as well as ways to improve. NOTE: Examples on how to excel can be found in the individual reports, although these suggestions are by no means exhaustive. After the discussion, individuals being appraised create a personal action plan, which can be later discussed with the appraisers and/or a guardian/supervisor. 4. Individuals being appraised should set a review date in the near future to go back to their team and discuss their improvement progress.

13 Now you know the process, how do you get started?
FACILITATOR NOTES Use this slide to answer any questions the participants may have. This is also the time to ask them what they have learned during the workshop. Together, you can re-examine the flip chart you have filled in at the beginning of the workshop. Ask the participants whether the workshop was up to their expectations? If not: what would they like to be different? Which topics should be treated with more attention? Which were, according to them, not necessary?

14 How to log in… You will receive an with your username and password Enter your username (usually your address) and password then click ‘Log in’

15 After you log in… Things to do now… tells you what you need to do. Simply follow the onscreen instructions which will lead you through the process. Update your profile and change your password to something more memorable

16 If you do need help using the system, please email

17 Frequently asked questions
If you are still unsure about the process here are some additional slides with frequently asked questions…

18 Frequently asked questions
When do I receive my report? Individual report You need at least 5 people to appraise you before you can generate the personal report. Group report You need at least 5 people appraised before you can generate the group report. Guardian report You need at least 5 people appraised before you can generate the Guardian report.

19 Frequently asked questions
Guardian/Group reports: What’s the difference? Group report (only available to people being appraised) This report gives the average scores for the team you are being appraised within. Guardian report (only available to Guardians) If you are a Guardian, this report gives the average scores for the team you are managing. These 2 types of report may seem identical (and are under certain conditions) but may refer to different teams being appraised. See next slides for more info

20 Guardian/Group reports: What’s the difference?
Everyone being appraised will receive a group report that will include your own scores and the scores of those in your team. However, if a Guardian is also being appraised, they will receive 2 reports: A group report and a Guardian report. If the Guardian is being appraised as part of someone else’s team, then: The group report will include their own scores but not the scores of those they are managing. The Guardian report will not include their own scores but will include the scores of those they are managing. 1) Group report – Always includes your own scores if you were appraised 3) If the Guardian is being appraised as part of their own Guardian group (and so are in effect their own Guardian) these 2 reports are identical. (3) 2) Guardian report – Only available to Guardians. Will not usually contain the Guardian’s own results.

21 Frequently asked questions
What reports do I get? Everyone being appraised Everyone being appraised will receive a group report and an individual report. The group report gives the average scores of your appraisal group, of which your own scores are included. Guardian’s only All Guardians will receive a Guardian report, which gives the average scores of the group you are Guardian of. This will only include the Guardian’s personal scores if they are being appraised and are their own Guardian. If you are a Guardian who is also being appraised you will also receive an individual report and a group report that will always include your own personal scores. If you are your own Guardian, the group report and Guardian report are exactly the same.

22 If you do need help using the system, please email

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