The core management processes set out in your WHS management system are communication and consultation strategies, supervision, monitoring, measurement and evaluation of system implementation, and management review including internal and external auditing. 

 

Communication and consultation strategies 

For any business process to operate effectively there needs to be good communication and opportunities for consultation with people working in the organisation. This also applies when managing work health and safety and in all Australian jurisdictions it is a legal requirement to establish a formal consultation mechanism. 

Consultation requires the sharing of relevant information on matters which may affect health, safety and welfare with employees. It also requires that they are given the opportunity to express their views and opinions so that these can be taken into account when decisions about the health, safety and welfare of persons at work are being made. 

Examples of WHS consultation mechanisms include health and safety committees, health and safety representatives, ‘tool box’ meetings, regular staff meetings. It is important when establishing the consultation mechanism to be used in your organisation, that you review the relevant legislation so as to ensure that the mechanism you establish is compliant with the legal requirements in your jurisdiction. 

Communication is the sharing of information, policies, procedures, etc. and should be a two-way process. For this reason, it is important to establish some mechanisms which suit the particular business, to allow for regular communication on work health and safety. Examples of WHS communication mechanisms include: 

  • notice boards 
  • emails and internal intranet systems 
  • register of injuries books 
  • daily discussion 
  • periodic meetings 
  • hazard reporting/near miss logbook 
  • company newsletter 
  • company magazine 
  • WHS consultation meetings (committee/HSR). 

Supervision to ensure employees are not placed at risk 

How do you know that your employees are working safely, have the correct tools and processes and are not being placed at risk? 

Supervision is critical in ensuring the health and safety of people at work on a day-to-day basis and relies on supervisors knowing about WHS laws and their responsibilities under those laws. It is therefore important that supervisors are trained in managing WHS as well as the other aspects of their position. Many businesses would not be aware that supervision to ensure health, safety and welfare at work is a legal requirement. 

There have been numerous cases in the courts where supervision was determined to have been inadequate in securing the health, safety and welfare of persons in the workplace. It is not surprising then, that this elusive but important aspect of a WHS management system has not been given sufficient focus in businesses generally. 

It is important for supervisors to understand and implement the risk management process, including communication with employees on WHS matters. 

Monitor, measure and evaluate the implementation 

During the implementation of your WHS management system, it will be useful to measure and evaluate the progress towards a workplace that is free from WHS risks. Establishing monitoring processes will enable this to occur.  

Monitoring processes are likely to include: 

  • trends in reported injuries, near misses and hazards, including Australian Standard criteria for lost time injury and frequency rates. 
  • review of accident investigation outcomes in improving WHS and injury management. 
  • successful and effective consultation outcomes. 
  • the active interest and involvement of employees in WHS, including feedback, received. 
  • communication strategies implemented over a period. 
  • risk assessments and workplace inspections conducted. 
  • WHS improvements have reduced the level of risk. 
  • the completion of training from your WHS training needs analysis. 
  • completed documentation such as safe work method statements and procedures. 
  • purchasing control performance in considering WHS aspects before purchasing goods and services. 
  • successfully completed and implemented WHS programs. 

The evaluation of WHS performance should be based on the evaluation of how well your WHS system has been implemented, not just injury and accident data. However, injury and accident data may point to deficiencies in the WHS management system. Any evaluation should be able to identify areas for improvement while recognising the achievements which have been made. 

Management review: include internal / external auditing 

Part of the continuous improvement process requires that senior management review the WHS management system to ensure that it meets the policy objectives and achieves the intent of the organisation in terms of effectiveness. This type of internal auditing should be documented and performed regularly, for example, every two years. The internal audit should examine the WHS management system implementation and should also consider previous audit results to determine if deficiencies previously identified have been adequately addressed. 

External auditing to a relevant industry standard should also be completed periodically and should include legislation compliance. It is customary for external audits to identify strengths and weaknesses within a WHS management system to target improvements over the next time period. 

Management review is an important aspect of a WHS management system as it allows for critical review of the systems designed to safeguard the health and safety of the workforce, and also allows for the minimisation of the negative consequences of litigation.