Strategies for Maintaining PSM Compliance (Part 1)

Let’s be honest… you work a lot. Sometimes too much. You do it because you take your job seriously and want it done right. The reality however, is you are stretched thin and on the verge of burnout. The big question then becomes, “How can you accomplish all your regular responsibilities AND maintain a sufficiently compliant PSM program?”

In this series, we will look at three (3) strategies which, if used, can help you streamline workflow and maintain a compliant PSM program. These strategies are Efficient Delegation (Part 1), Using Technology as a Tool (Part 2), and Cost Effective Contractors (Part 3).[1]

Part 1: A Vision for Delegation

 “It’s not that we lack resources or personnel to get the job done, the issue is we don’t know how to delegate.” (Facility Operator)

1) A Culture of Learning

If you have too much on your plate, one of the first, and most obvious things you can do, is to delegate. The logic is pretty simple, “I have to do xyz, but I only have time to do x & z, therefore I will make that person over there do y.” This however is what I would call short sighted delegation. Many of us have experienced this kind of delegation, and how it feels; “they don’t appreciate the work I do; they just give me all the stuff they don’t want to do.”

Delegating work goes deeper than just assigning a task you don’t want, or have time to do; it’s about creating a culture of learning; it’s about helping employees take ownership in their work, enjoying their work, taking pride in their work and feeling appreciated and valued.

What if instead of simply sluffing off various tasks related to the PSM program, or even downright ignoring them, you offered an existing employee a small “career advancement” to join the company’s PSM team, learn a new skill, and take ownership in the program If a facility really values safety and compliance, giving a small raise to an existing employee for taking ownership of several reoccurring PSM tasks, or budgeting to send an employee to a weeklong training conference are not difficult decisions. If it is valuable to the company, it will be in the budget.

For example, I’ve seen companies successfully train their security guard to monitor mechanical integrity inspections, notifying management of upcoming work orders and properly filing the documentation after the work was complete. Others have trained office assistants to distribute and document tailgate safety topics on a bi-weekly bases through an online platform. Still others have trained lead forklift drivers to faithfully perform and document daily inspections of their ammonia system.

If you have too much on your plate and need to delegate various tasks, the first step to successful and long term delegation is to create a culture of learning; create a culture where learning is valued and people are appreciated for taking ownership of their work.

2) How to Delegate

So you are marginally convinced that delegating various PSM related tasks is a good idea, which will help your facility stay in compliance and lower your stress levels. But what exactly does this look like? Here is a simple system: (1) Demonstration, (2) Collaboration, (3) Observation, and (4) Ownership.

Example: Performing a Daily Inspection

Demonstration – Trainer perform the inspection; Trainee ask questions along the way.

Collaboration – Both perform the task together; Trainer asks questions to verify competency.

Observation – Trainer watches Trainee perform the inspection ensuring it is being done right.

Ownership – Trainee thoroughly understand the task, and performs the inspection on their own.

Delegation, if done right, can boost your efficiency by freeing you up for other work, create a work environment employees enjoy, and help your facility stay in compliance.

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[1] This series is written with the small business in mind. This type of business usually has one or two people who are the “do it all” personnel. In my experience, these employees are committed to the company, often work long hours, and consequently are perpetually on the verge of burnout. At the same time they have a decent amount of influence with ownership and therefore are in a position to help change the company culture.