Health and safety policy for employees

WHS policies are the documented principles, objectives, obligations and commitments that guide WHS decision-making within the business. WHS procedures are the documented processes that guide working practices in the business. This includes specific procedures which set out step-by-step instructions on how a job or task should be conducted.

Policies and procedures can be combined or kept separate. Some organisations combine their policies and procedures. In those cases, a policy statement should include specific information about work procedures. Other organisations separate the two by having an overall WHS policy and other associated policies (e.g., drug and alcohol policy), and a separate range of WHS related procedures. Importantly, there must be no inconsistency with the written policies and procedures, and how they are actively put into practice by the organisation.

WHS policies and procedures are important because they:

• clearly demonstrate that an organisation is addressing its legal obligations.
• highlight that the organisation is committed to working within a set of WHS principles.
• clarify functions and responsibilities within the organisation.
• help ensure those safe systems of work are devised, adequately recorded, effectively communicated to workers and consistently implemented throughout the organisation.
• improve management of workers by defining what is, and what is not acceptable workplace behaviour.
• save time and reduce workplace injuries by allowing WHS matters to be handled through an existing and consistent procedure.
• provide employees with clear information regarding required workplace behaviour

The policies and procedures that an organisation adopts will depend on the nature and size of the business. Many are common to most businesses (e.g., accident reporting), while others relate more to specific activities of the business (e.g., handling hazardous substances). The following policies and procedures are generally considered essential for all workplaces:

1. WHS policy
2. drug and alcohol policy
3. workplace bullying and harassment policy
4. smoke-free workplace policy
5. safety planning and objectives procedures
6. communication and consultation procedure.
7. hazards identification procedure
8. risk assessment procedure
9. risk control procedures
10. performance monitoring and review procedures
11. safety management procedure

Effective WHS Policies and Procedures

The following steps are necessary to implement effective policies and procedures in the workplace:

1. consultation with all relevant stakeholders including employees, safety representatives, and contractors
2. tailor the policy to the relevant business
3. define all obligations and procedural steps clearly
4. make the policy realistic by ensuring that the organisation has the time, resources and personnel to implement the policy
5. communicate and publicise the policy to make it available for all workers
6. train all workers in the policies and procedures
7. be consistent in policy implementation by ensuring that WHS policies and procedures are put into effect throughout the organisation
8. regularly review and evaluate all policies and procedures to ensure they remain relevant and effective enforce the policies and procedures.

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Every organisation must have systems in place to implement and monitor their obligations under the relevant WHS Laws. Health and safety policies are important because they establish arrangements for protecting the health and safety of workers. A written general health and safety policy demonstrates to management, supervisors and workers that there is a commitment to ensuring high standards of health and safety.

The policy should cover some, or all, of the following items:

• Risk assessments
• Consultation with employees
• Maintaining plant and equipment
• Safe handling and use of substances
• Information, instruction and supervision
• Responsibility and delegation of authority
• Worker/staff training
• Accidents, first aid and physical and mental ill-health
• Monitoring hazards and risks
• Emergency procedures
• References to accompanying documents (e.g. registers, procedures, work instructions, training materials)

Employers are also required to have written risk assessments, which can be included in the overall health and safety policy.

All employees must be made aware of the policy, which should be subject to regular review and revision in the light of experience. Revisions may be in response to changes in the nature of work carried out, new machinery, or any changes in legislation.

Again, revisions should be brought to the employees’ attention.

Policies should be written in plain English so they can be easily understood and put into practice. To help smaller firms, SafeWork SA has produced Seven steps for Small Business. The site also provides a policy template.

A business can never guarantee the absolute safety of its staff, but it can do everything in its power to ensure the very lowest risk. This all begins with a strong health and safety policy.

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