Common Mistakes in RAMS and How to Avoid Them

Common mistakes when preparing RAMS:

1.     Incomplete hazard identification:

• Error: failing to identify all potential hazards that are associated with a task. This can happen if the task is not thoroughly assessed, or if the risks are underestimated.
• How to avoid: conduct thorough site inspections, talk to the people who perform the task regularly and review past incidents or near-misses. Use checklists to ensure all common and uncommon hazards are covered.

2.     Vague or generalised risk control measures:

• Error: using broad or non-specific control measures that are not actionable. For example, simply stating “use PPE” without specifying what PPE is required or how it should be used.
• How to avoid: be specific about the control measures that are necessary to complete the task. Clearly list what equipment is needed, describe the actions step-by-step required and outline safety procedures in detail.

3.     Overcomplicating the document:

• Error: creating overly complicated and detailed RAMS documents that are difficult to understand or follow.
• How to avoid: keep it concise but thorough. Provide clear instructions and avoid jargon, ensuring that everyone can understand the document easily.

4.     Unclear role assignment:

• Error: not specifying who is responsible for each aspect of the task, from carrying out the work to monitoring safety measures.
• How to avoid: designate responsibility for each step of the task, including who will monitor compliance and who will handle emergencies.

5.     Ignoring emergency procedures:

• Error: not adequately covering emergency procedures, including what to do in case of an accident or unforeseen situation.
• How to avoid: always include clear, easy-to-follow emergency protocols, including first-aid procedures, evacuation plans and contact information for emergency services.

6.     Outdated information:

• Error: using outdated information, particularly regarding equipment, training requirements, or regulations.
• How to avoid: ensure the RAMS is regularly updated to reflect changes in equipment, regulations and industry standards.

7.     Not consulting workers or experts:

• Error: not involving employees who are directly involved in the task or not consulting safety experts when creating RAMS.
• How to avoid: involve workers and supervisors in the process. Their practical experience can help identify hazards that might otherwise be overlooked. Consult experts where necessary, especially for specialised tasks.

8. Simpro Software users:

• Error: not using CTM Safety software to streamline your RAMS process.
• How to avoid: contact CTM Safety today to see how we can help you avoid all these problems.

How to make RAMS clear and easy to follow:

1.     Use simple, clear language:

• Avoid jargon and overly technical terms. The document should be written in a way that all team members, regardless of their role or experience, can understand.

2.     Organise information logically:

• Structure the document in a logical, easy-to-follow format. This can include clear sections such as “Task Description,” “Hazard Identification,” “Control Measures,” “PPE,” “Responsibilities” and “Emergency Procedures.”

3.     Visual aids:

• Where possible, use diagrams, photos, or flowcharts. Visuals can help people understand complex processes or hazardous scenarios.

4.     Concise instructions:

• Avoid unnecessary details. Provide direct, actionable instructions that employees can follow step by step.

5.     Include a summary:

• For lengthy tasks, a summary at the beginning or end of the RAMS can help workers quickly grasp the key safety steps and responsibilities.

6.     Tailor RAMS to the task:

• Make sure that the RAMS are specific to the task and environment in question. Generic templates should be avoided because they may exclude relevant risks or control measures.

Consequences when a company fails to prepare proper RAMS:

1. Work delays or stoppages: If safety issues arise, work may be halted or delayed while the risks are reassessed, leading to lost time and productivity. In extreme cases, projects may be stopped entirely until safety protocols are adequately implemented.
2. Increased risk of accidents and injuries: without proper RAMS, workers may not be aware of the hazards or the correct safety measures, leading to a higher risk of accidents, injuries, or fatalities.
3. Legal consequences: not preparing proper RAMS can result in non-compliance with health and safety regulations, leading to legal repercussions such as fines, penalties, or even prosecution. Companies could be held liable for injuries or fatalities that occur due to inadequate safety measures.
4. Damage to reputation: Accidents caused by inadequate safety procedures can severely damage a company’s reputation, resulting in loss of business, customer trust and employee morale.
5. Increased insurance premiums: If a company has a history of safety violations or accidents due to poorly prepared RAMS, their insurance premiums may increase, reflecting the higher risk involved.

How often RAMS documents should be reviewed and updated

1.     After any significant change:

• RAMS should be reviewed and updated whenever there is a significant change in the task, equipment, work environment, or legislation. For example, if new machinery is introduced, or there is a change in safety regulations, the RAMS should be revised accordingly.

2.     Periodic reviews:

• A company should regularly review its RAMS documents- at least annually or biannually- to make sure they are relevant and effective. This review can outline areas for improvement or highlight hazards that may not have been previously considered.

3.     Following accidents or near misses:

• If an accident or near miss occurs, the RAMS should be reviewed to identify any failings or gaps in the safety measures and ensure that appropriate changes are made to avoid any more accidents.

4.     When new regulations or standards are introduced:

• If there are updates to industry regulations or health and safety standards, RAMS must be looked at to ensure they follow the latest legal requirements.

5.     When feedback from workers indicates issues:

• If employees or supervisors provide feedback showing concerns or difficulties with the existing RAMS, the document should be reviewed and adjusted to address these concerns.

Summary:

Common mistakes in RAMS preparation include: incomplete hazard identification, vague control measures and outdated information. To avoid these mistakes, businesses should ensure that RAMS are detailed, clear and specific to the task at hand. Companies can ensure clarity by using simple language, organising the document logically, and incorporating visuals. Lack of proper RAMS preparation can result in dire consequences, including accidents, legal issues and reputational damage. RAMS documents should be reviewed and updated regularly, especially after significant changes, incidents, or updates in regulations. Regular reviews ensure the document remains effective and compliant.