Guidance On Planning A Health And Safety Management System

In any organization, the health and safety of its personnel is a top priority, and it is crucial to establish an efficient Health and Safety Management System (HSMS). Whether your enterprise is a small start-up or a multi-site corporation, a well-designed HSMS is key in maintaining your workforce’s well-being and creating a secure, productive work environment. This blog will walk you through the intricate process of planning and implementing a robust health and safety management system, ensuring it is tailored to your organization’s needs, activities, and regulatory requirements.

We’ll address key considerations, set benchmarks, explore the necessary policy, organizational structures, and planning strategies, and discuss methods for performance measurement, audits, and continual improvement. Step into a proactive role to protect your greatest asset – your people – and let’s create a healthy, safe, and prosperous work atmosphere.

Planning A Health And Safety Management System

The planning (PLAN) of a health and safety management system involves developing and implementing suitable management arrangements to control risks by introducing workplace preventative measures. Such measures must be proportionate and appropriate to the hazards and risks in the organization. Any management system must accommodate organizational activities, personnel, or legislative requirements changes. 

Three key questions need to be answered during the planning process: 

  • Where is the organization in terms of the management of health and safety? 
  • Where does it want to be? 
  • How does it get there?

The answers to these questions at the site level will be different from those at the headquarters of a large multisite organization. Therefore, they should be asked at all levels to completely understand the effectiveness of health and safety management across the whole organization. For planning to be effective, it must be properly coordinated throughout the organization to avoid overlaps and omissions.

The health and safety planning process comprises three sections:

  • correct information about the existing situation; 
  • suitable benchmarks against which to make comparisons (see later in this chapter); 
  • competent people to carry out the analysis and make judgments.

The organization must compare the current situation against the established health and safety management framework and specific legal requirements. The key requirements of this framework are as follows:

Health And Safety Management Plan

1. A clear health and safety policy

Evidence shows that a well-considered policy contributes to business efficiency and continual improvement. It helps to minimize financial losses arising from avoidable accidents and demonstrates to the workforce that accidents are not necessarily the fault of any individual member of the workforce. This management attitude could increase workforce cooperation, job satisfaction, and productivity. This demonstration of senior management involvement shows all stakeholders that the organization’s responsibilities to people and the environment are taken seriously. 

A good health and safety policy helps ensure a systematic approach to risk assessment. In terms of people and money, sufficient resources have been allocated to protect the workforce’s health, safety, and welfare. It can also support quality improvement programs that are aimed at continual improvement.

2. A well-defined health and safety organization

The shared understanding of the organization’s values and beliefs is essential to a positive health and safety culture at all levels. An organization must have clearly defined health and safety responsibilities for a positive health and safety culture. There is always management control of health and safety throughout the organization. The formal organizational structure should be such that promoting health and safety becomes a collaborative activity between the workforce, safety representatives, and managers. An effective organization is essential for the DO stage of the management system. It will be noted for good staff involvement and participation, high-quality communications, the promotion of competency, and the empowerment of all employees to make informed contributions to the organization’s work.

3. A clear health and safety plan

This involves implementing performance standards and procedures using an effective occupational health and safety management system. The plan uses risk assessment methods to decide priorities and set objectives for controlling or eliminating hazards and reducing risks. Measuring success requires establishing performance standards against which achievements can be identified.

Safety Management Plan

4. The measurement of health and safety performance

This includes active (sometimes called proactive) and reactive monitoring to see how effectively the occupational health and safety management system works. It forms part of the CHECK stage of the management system. Active monitoring involves looking at the premises, plants, substances, people, procedures, and systems. Reactive monitoring discovers through investigation of accidents and incidents why controls have failed. Measuring the organization against its long-term goals and objectives is also important.

5. Reviewing performance

The results of monitoring and independent audits should be systematically reviewed to evaluate the management system’s performance against the objectives and targets established by the health and safety policy. At the review or ACT stage of the management system, the goals and targets set in the health and safety policy may be changed. Changes in the health and safety environment in the organization, such as an accident, should also trigger a performance review – this is discussed in more detail later in this chapter. Performance reviews are not only required by the HSW Act but are part of any organization’s commitment to continuous improvement. Comparisons should be made between similar organizations’ internal and external performance indicators with exemplary practices and high standards.

6. Auditing

An independent and structured audit of all parts of the health and safety management system reinforces the review process. Such audits may be internal or external. The audit assesses compliance with the health and safety management arrangements and procedures. If the audit is to be effective, it must assess both the compliance with stated procedures and the performance in the workplace. It will identify weaknesses in the health and safety policy and procedures and identify unrealistic or inadequate standards and targets.

Define The Term Planning As A Safety Management Function

Other aspects of health and safety management systems

Any occupational health and safety management system will fail unless there is a positive health and safety culture within the organization and the active involvement of internal and external stakeholders. A structured and well-organized occupational health and safety management system is essential for maintaining high health and safety standards within all organizations and countries. Some systems, such as OHSAS 18001, offer the opportunity for integration with quality and environmental management systems. This enables a sharing of resources, although it is important that technical activities, such as health and safety risk assessment, are only undertaken by persons trained and competent in that area.

For an occupational health and safety management system to be successful, it must address workplace risks and be ‘owned’ by the workforce. Therefore, the audit process must examine shop floor health and safety behavior to ensure it mirrors the health and safety management system’s requirements. Finally, whichever system is adopted, there must be continual improvement in health and safety performance if the occupational health and safety management system succeeds in the long term.


In conclusion, creating a comprehensive and effective Health and Safety Management System (HSMS) is an essential undertaking for any organization, aiming to safeguard the well-being of its workforce and foster a culture of safety. This process calls for the thoughtful planning of a clear health and safety policy, a well-defined organizational structure, strategic planning, continuous performance measurement, diligent reviews, and structured auditing.

Success hinges not only on the system’s robustness but also on the organization’s culture, the active involvement of all stakeholders, and a commitment to continuous improvement. Remember, a strong HSMS is not only a strategic risk management tool but also a testament to an organization’s care for its most valuable asset—its people.

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Malik Imran

Imran is a proficient safety engineer with a solid six-year tenure at ADNOC Company in the United Arab Emirates. His career is marked by an in-depth cultivation of skills and knowledge pivotal for the protection of individuals and the environment within the workplace. His expertise is a vital asset in the continuous pursuit of safety excellence in the engineering domain.