What is a Safety Management System (SMS)

A Safety Management System (SMS) is a systematic approach to managing safety within an organization. Firstly, It involves a framework that integrates safety into daily operations, aiming to prevent accidents and incidents by pro actively identifying and mitigating risks. The size and nature of your operation will determine how comprehensive your SMS should be. For instance a sole trader with zero employees doesn’t require an SMS as complex as a business with multiple employees. An effective SMS ensures compliance with regulatory requirements, promotes a safety culture, and enhances operational efficiency. Here’s a breakdown of how a safety management system works:

1. Policy and Objectives

Establishing a Safety Policy or Safety Management Plan (SMP): The foundation of any SMS is a clear and well-communicated safety management plan. This is the blueprint of how health and safety will be managed in the operation. It should outline the organization’s commitment to safety, define safety objectives, and establish the roles and responsibilities of employees at all levels.

Setting Safety Objectives:

Safety objectives should be specific, measurable, achievable, relevant, and time-bound (SMART). These objectives help in tracking progress and ensuring continuous improvement in safety performance. As a result of doing this you will develop a systematic approach to managing your health and safety.

2. Risk Management

Hazard Identification: Understanding hazards and risk that are present in the operation is the foundation of any SMS. It’s also a legal requirement under the HSWA. Regularly identifying hazards in the workplace is crucial and can be achieved through inspections, audits, employee reports, and reviewing incident data. Hazards will come from one of four origins: People, Equipment, Environment, and Materials.

Risk Assessment:

Once hazards are identified, they must be assessed to determine their potential impact. Risk assessment involves evaluating the likelihood and severity of potential incidents, allowing organizations to prioritize risks. These requirements are outlined in the HSWA.

Risk Control:

Implementing control measures to mitigate identified risks is essential. This can include engineering controls, administrative controls, personal protective equipment (PPE), and training programs. The first goal is to eliminate risk. If that is not reasonably practicable, risks must be reduced to an acceptable level. This is what is referred to as the Hierarchy of Controls and is a regulatory requirement under the General Risk and Workplace Management Regulations. Many operations focus on using PPE however this should always be the last line of defence.

3. Safety Assurance

Performance Monitoring:

Regular monitoring of safety performance is necessary to ensure the effectiveness of control measures. This can include tracking safety metrics e.g. safety forms completed, risks reported, worker engagement etc., conducting internal and external safety audits, and reviewing incident and near-miss reports.

Internal Audits:

Conducting periodic internal audits helps verify that the SMS is functioning as intended. Audits should assess compliance with safety policies, procedures, and regulations. The focus of an internal audit should be to verify that the systems and processes put in place are be used correctly, and that the system is effectively managing risk.

Continuous Improvement:

Based on the findings from audits and performance monitoring, organizations should continuously seek opportunities for improvement. This may involve revising safety procedures, enhancing training programs, or reviewing systems to ensure they are capturing all of your health and safety activity.

4. Safety Promotion

Ongoing training and education are vital components of an SMS. Workers should receive initial and refresher training on safety policies, procedures, and best practices. Training should be tailored to specific job roles and risks. Workers must also undergo a health and safety induction when joining an organization. This should include introducing workers to risks which are present in the operation and how they are managed, as well as how to access and use the SMS.

Communication:

Effective communication ensures that safety information is shared across the organization. This can include safety meetings, tool box or tailgate meetings, newsletters, bulletin boards, and digital platforms. Open communication channels encourage Workers to report hazards and suggest improvements.

Safety Culture:

Fostering a positive safety culture is critical for the success of an SMS. This involves leadership commitment, worker engagement, and recognizing and rewarding safe behaviours. A strong safety culture encourages proactive safety practices and a collective commitment to safety. It must also hold individuals who do not follow policies to account.

5. Documentation and Record Keeping.

Maintaining Records:

Accurate and up-to-date records are essential for tracking safety performance, compliance, and continuous improvement efforts. This includes incident reports, training records, audit findings, and risk assessments. You can find all of the recording templates you require here:

Documentation:

Documenting safety policies, procedures, and processes ensures consistency and provides a reference for employees. Clear documentation helps in standardizing safety practices and facilitates training and communication. This is the key function of a Safe Operating Procedure or SOP.

Conclusion

A Safety Management System is a dynamic and ongoing process that integrates safety into all aspects of an organization’s operations. By systematically managing safety risks, organizations can protect their Workers, enhance operational efficiency, and comply with regulatory requirements. An effective SMS fosters a culture of safety, promotes continuous improvement, and ultimately contributes to the overall success and sustainability of the organization.

Implementing an SMS requires commitment and collaboration from all levels of the organization. With the right approach, tools, and mindset, an SMS can significantly reduce workplace accidents and create a safer working environment for everyone.