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Safety Management Systems - Why You Need One
As part of my work I see many different safety management systems (SMS) and nearly all of them, I'm afraid, just aren't good enough to give you and your organisation the clear direction and protection you need in today's litigious world.
When I ask to see a firm's SMS I'm usually shown a collection of forms and documents. Typically I'm given a copy of a safety policy, an accident investigation form, a few workplace inspection checklists, copies of safety meeting records and a few Material Safety Data Sheets - and that's it.
Clearly, this is not a system - it's just a collection of documents. Nowhere does it say Who does what, What is done, How it is done, When it is done etc etc.
It's not that organisations aren't doing most of the right things; they usually are, but the problem is it's not properly documented and they can't prove what they have done.
Let's have a look at some of the characteristics of a good Safety Management System. It should:
- be in writing and fully documented
- state What is to be done, How it is done, When it is done and Who does it
- it will be a system and properly organised, not a bunch of unrelated documents
- be drafted in a recognised format
- as a minimum clearly demonstrate compliance with legislation
- demonstrate clearly to anyone that you've got safety under control
- be auditable
The point is that most safety systems fall far short of these requirements. In most cases there is no plan or method which describes how the organisation identifies and manages its hazards in accordance with standard safety procedures or the Hierarchy of Controls. Most systems are unauditable and impossible to verify.
I therefore recommend strongly that your Safety Management System follows the recognised nationally acceptable and auditable system or format applicable to you such as ANSI Z10, Voluntary Protection Program, OHSAS 18001, BS 8800, CSA Z1000, AS 4801, ILO OSH 2001 etc.
The other important question to consider is why do you need a properly organised safety management system? Here are three reasons and there are plenty more:
- it will show clearly and concisely how your organisation manages safety
- demonstrates your Duty of Care
- assists in defending yourself and your organisation against actions for Negligence
Based on my experience one of the first questions an inspector will ask you after an accident is, "What did You do to prevent this accident from happening?"
This can be a pretty challenging question if you don't have a sufficiently robust management system to demonstrate clearly what you, the people around you and your organisation have done. Saying things like, "I told them to be careful," or "they should have used their common sense," or "he/she is an experienced worker and should have known better" and other platitudes such as these won't impress the inspector.
However, with a properly designed and implemented safety system you will be able to demonstrate what you have done and, most importantly, you will have documentary proof to help you and your organisation avoid prosecution or an action for negligence. So your safety system must also include elements to enable you to protect yourself and your organisation.
A properly structured and documented Safety Management System should be seen as one of the firm's most important strategic documents.
For more information on this topic see:
- Safety Management System Plan 1 for Small Business or
- Safety Management System Plan 2 for Best Practice, Certification and Audit
AchieveSafety - www.achievesafety.com
