3.6 Safe Systems of Work for General Work Activities

Why workers should help develop safe systems of work

Involving workers helps at every stage of developing and reviewing a safe system of work (SSoW) because:

• their practical knowledge and experience give valuable information about the risks, including unusual ones, and about methods of working
• the information gathered is accurate and reliable, and reflects the level of danger
• the people doing the job understand what is practical and what will improve safety while still achieving the work objective
• they gain a deeper understanding of the hazards and risks and of how the SSoW will reduce them
• they understand why this level of control has to be set up and maintained
• the resulting system is effective, practical and safe

Why procedures should be recorded

Safe systems of work should be properly documented, and wherever possible built into normal operating procedures. Documentation:

• allows processes to be examined to make sure they are carried out efficiently
• brings areas for improvement to light, because each step is written down
• gives a standard way of creating processes, which speeds up setting up new ones
• makes it possible to find flaws and correct them
• removes doubt, because there is a single point of truth
• keeps knowledge in the organisation when an employee leaves, since process knowledge is not lost with them
• reduces the need for operators and supervisors to consult separate manuals
• serves as a best practice guide and a teaching tool for new employees
• helps meet regulations, because the exact way to do each task is specified

Whatever method is used, written systems of work should be signed by the relevant managers to show approval. Version numbers should be included so that it is easy to check that the latest version is in use, and records of the copies issued should be kept so that every set is amended when updates are made.

Technical, procedural and behavioural controls

• Technical (engineering) controls are applied to the hazard itself to reduce the risk, for example equipment guards.
• Procedural controls set out how the work should be carried out in relation to the hazard.
• Behavioural controls set out how the individual operator or group must act in relation to the hazard, for example using PPE.

Developing a safe system of work

1. Analyse the task, identify hazards and assess risks. Look at every aspect of the task to find where the risk lies and decide how to manage it. Consider:

• the steps needed to carry out the task
• what is used in each step: plant, machinery, substances, electrical equipment and so on
• who is involved: training needs, potential for error, emergency situations
• where the task is done: indoors or outdoors, near other processes, and factors such as space, lighting and temperature
• how the task is done: existing procedures, frequency, potential for failure

Note the hazards in each element of the task, assess the risks and eliminate them as far as possible.

2. Introduce controls and write the procedures. Involve the people doing the work and document the precautions at a level suited to its complexity and risk. Simple tasks may need straightforward instructions; complex or hazardous work needs more detailed coordination. Decide whether a permit is required from the task assessment and control system, rather than a generic risk band. A permit records authority and precautions; it cannot make an otherwise unsafe task acceptable.

3. Instruct and train people in using the system. Make sure workers are competent for the tasks, and that they and their supervisors understand the hazards and how the SSoW controls the risks.

4. Monitor the system. Safe systems must be monitored to confirm that they work in practice. That involves two things:

• reviewing and revising the systems so they stay up to date
• inspecting to see how fully they are being carried out

In practice the two go together, since an outdated system is unlikely to be fully followed by the people it is meant for. Every organisation is responsible for reviewing and revising its safe systems. Monitoring implementation is part of the normal duties of line managers and should also take place during audits.

Summary notes for Element 3 · Cheat sheet · Glossary. A study aid, not published or endorsed by NEBOSH.