Work Health and Safety Management System (WHSMS/OHSMS)

How to formalise WHS/OHS in the workplace!

Last week, we explained the definition of Work Health and Safety (WHS) or otherwise known as Occupational Health and Safety (OHS) in Victoria and your obligations.  If you missed it, click here.

This week, we take a serious look at how to formalise WHS/OHS in your workplace with a management system – known as Work Health and Safety Management System (WHSMS/ OHSMS).

An WHSMS/OHSMS is a formal framework of policies, processes, and procedures designed to prevent work-related injuries, illnesses, and hazards. It uses a structured approach to help organizations protect workers, follow safety laws, and continuously improve safety performance. Here at Shorlink, when developing WHSMS/OHSMS for clients, we comply with the globally recognized standard ISO 45001 which guide these systems.

However, a WHSMS/OHSMS is much more than simply having safety-related forms and policies in place and documented procedures. Rather, it is about achieving the measures and contents of the safety documentation in an ongoing and managed way.

A systems-based approach is far more effective in protecting people from harm and meeting safety goals than a system which relies on documentation alone. This is because a WHSMS/OHSMS:

• is evolving and continuously improving
• uses feedback to manage and improve safety related outcomes
• builds on existing health and safety processes
• integrates with other management systems
• provides for more informed decision making
• strengthens corporate culture and demonstrates due diligence.

Core Components

• Policies and Objectives: Clear safety goals and commitments established by top management.
• Hazard Identification: Regular processes to spot workplace dangers and assess risks.
• Worker Participation: Involvement from staff and safety committees to resolve issues.
• Emergency Planning: Procedures ready for unexpected accidents or crises.

The Australian Standard

The Australian standard, ISO 45001:2018-

• specifies the conditions for a workplace health and safety management system
• gives guidance on its use.

The standard aims to enable organisations to provide safe and healthy workplaces by preventing work-related injury and illness, and proactively improve its work health and safety performance.

Like some other Australian standards dealing with management systems, ISO 45001:2018 is closely aligned with the relevant international standards, ISO 9000 series, dealing with quality management.

How to develop a WHSMS/OHSMS

Every organisation will find that it has some elements of a workplace health and safety management system in place.

What is less common is the linking of these elements into a coordinated overall system to improve work health and safety performance.

1. Start by comparing the intent behind each element in the ISO 45001:2018 with the management practices and procedures your organisation currently uses.
2. Think about what a mature WHSMS/OHSMS looks like and consider your organisation—it should be risk focused, fit for purpose, improved through learning and review, and be sensitive to the way people behave.

You must consider:

Commitments and Accountabilities

• Senior management is visibly involved and committed.
• Organisational structures and accountabilities for health and safety are in place.
• There are clearly assigned work health and safety responsibilities at various management levels.
• Robust worker consultative arrangements are an essential element.
• Consultation occurs with affected workers on work health and safety matters.

Consultation

• Consult with workers ensuring to meeting the WHS Code of Practice 2015.
• Health and safety aspects are considered in the design of work and throughout the product and service life cycle.

Design of work

• Good work design is put into practice.
• A program of workplace inspections is in place.
• Incidents are investigated and reported.
• Identification and monitoring of hazards and emerging risk are in place.
• First aid arrangements and health monitoring appropriate to the health risks at the workplace.

Hazard and Risk Management

• How to Manage Work Health and Safety Risks Code of Practice is followed to manage risks to health and safety.
• Look closely at key things to consider when managing work health and safety risks.
• Preventing harm and injury at work – includes information on biological, chemical, ergonomic and physical hazards and how to manage risks in the workplace.
• A continuing mechanism for work health and safety management system monitoring and evaluation.
• Safety performance criteria are identified and monitored, and data is collected and analysed.

Monitoring and Evaluation

• Consider likely barriers affecting safe and healthy work and remedies.
• Create a review of the elements that are considered during a work health and safety management system audit.
• Proof that health and safety policies and procedures are documented, implemented and maintained.
• A policy which focuses on workplace health and safety is central to all operations and suits the nature and scale of your organisation’s risks.
• Procedures are in place which set out the steps workers should follow to perform specific work activities safely and meet organisational policies and legislation.
• Emergency management and response procedures are in place.
• Policies and procedures are available to all staff, such as on staff noticeboards and intranet site.

Policies and Procedures

A policy is a course or principle of action. Common features of good policy are it:

• states matters of principle
• has a focus on action, stating what is to be done and by who
• is an authoritative statement, made by a person or body with the power to do so.

A procedure sets out the steps to be followed for work activities. You must consult with affected workers when developing procedures for resolving work health and safety issues, consulting with workers on work health and safety, monitoring worker health and workplace conditions, and providing information and training.

Training

It is essential that training is provided to all workers/visitors etc to ensure you are meeting all standards, compliancy and reassurance that your workplace is safe.

Here at Shorlink, we believe it is essential that any and all training to be successful and knowledgeable to participants is provided on-site.  That is why, our training sessions are on-site, we provide all necessary paperwork etc and ensure that it is completed and signed to ensure compliancy for your business and legally covering in case of an incident.

OMG….. help!

Here at Shorlink, we understand WHSMS/OHSMS can be daunting for any business regardless of size.

Ensuring safety and compliance is obviously paramount BUT making sure you are legally covered in case of an incident as a business owner is also crucial.

You need professionals.  Many businesses’ try to save time and money using someone inhouse that can create the document, place around the workplace and leave it there.  THAT IS DANGEROUS!

Why are you putting your workers and business at risk when you don’t have too. 

Seek a professional that not only specialises in WHSMS/OHSMS BUT ALSO MARINE SERVICES! We can’t stress that enough.  The WHSMS/OHSMS is very specific in our industry and if you aren’t aware of the day to day operations of workers, crew, management, and the overall hurdles you face, the WHSMS/OHSMS isn’t worth the paper it is written on.

Here at Shorlink, we provide WHSMS/OHSMS services to many in the marine industry.  From seafood processing plants, to marina’s, to packaging services.  Click here for a brief outline.

Shorlink’s Recommendation

We cannot stress enough the importance of having a clear, detailed, compliant WHSMS/OHSMS for your workplace.  Whilst Shorlink can and does provide many WHSMS/OHSMS for our clients, here is a PDCA (Plan-Do-Check-Act) Plan:

1. Plan – Find risks, set rules, and outline safety procedures.

2. Do – Put the safety programs and training into action.

3. Check – Run inspections, audits, and performance reviews.

4. Act – Fix problems and update the system to make it better.

Otherwise, contact Shorlink for a no-obligation chat about your WHSMS/OHSMS requirements.  Whether it be a free assessment of your current one, discussing what needs to be done, or you would like us to completely manage your WHSMS/OHSMS from start to finish.  Please do not hesitate to contact us.

Tip

It is confusing, concerning and takes up time and money to do this yourself, we understand more than you know!

So, whether you need help setting up a system or just want to understand legal rules – please do not hesitate to contact our office either by calling (07) 4242 1412 or you can email us and we will respond promptly. 

After all, safety is yours and our priority!