Element 2: How health and safety management systems work and what they look like

2.1 Key components of a management system

A health and safety management system is the set of connected arrangements an organisation uses to control its risks.

Both ISO 45001 and ILO-OSH 2001 describe the Plan, Do, Check, Act cycle, which then starts again:

1. Plan: decide what you need to do (policy, risk assessment, objectives).
2. Do: organise, train, communicate and apply controls.
3. Check: see how it is working (monitor, investigate, audit).
4. Act: act on the results (review, improve).

A formal or certified system (for example one certified to ISO 45001) is audited by an outside body. Its benefits include a consistent structure, credibility with customers and a clear improvement cycle. Its limitations include cost, paperwork and the risk of focusing on certification rather than on real safety.

An informal system, which has no certificate, can be cheaper and more flexible, but it may be inconsistent, depend on a few individuals, and be harder to prove to customers or regulators.

Key terms

• PDCA: Plan, Do, Check, Act: the improvement cycle behind most management systems.

Study tip: When a question asks for benefits and limitations, give both sides.

Practice questions for 2.1

2.2 Key components of a health and safety policy

The occupational health and safety policy (ISO 45001 clause 5.2) is the organisation's written statement of intent. Its role is to show top management's commitment and give direction.

Typical content: a commitment to provide safe and healthy conditions, to meet legal requirements, to eliminate hazards and reduce risks, to consult workers, and to continually improve. It should be proportionate to the size and risks of the organisation.

All workers at every level have responsibilities, and the policy should make them clear.

To make the policy work in practice, set objectives and targets that are quantifiable, using SMART principles (specific, measurable, achievable, reasonable, time-bound). State the organisation's arrangements for planning and organising, controlling hazards, consultation, communication, monitoring compliance and assessing effectiveness.

A policy must be kept current. Review it after the passage of time, and after technological, organisational or legal changes, or when monitoring results show it is not working.

Key terms

• SMART: Specific, measurable, achievable, reasonable, time-bound.

Study tip: Remember that the policy is a document, but the arrangements are what people actually do.

Practice questions for 2.2