WHS policies and procedures are an essential part of any WHS management system. They set out the principles, objectives and reasons behind such initiatives, as well as how and by whom these initiatives will be carried out in an organisation.
What are WHS Policies and Procedures?
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, such as a safe operating procedure.
Policies and procedures can be combined or kept separate. Some organisations combine their policies and procedures. In those cases, a policy statement should include the 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 that 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 safe 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 required for all workplaces:
WHS policy
drug and alcohol policy
discrimination, bullying and harassment policy
remote working policy
grievance handling process
communication and consultation procedure
evacuation and emergency management procedures
hazards identification procedure (including psychosocial hazards)
risk assessment procedure
risk control procedures
performance monitoring, reviewing, and reporting procedures
safety management procedure
Effective WHS Policies and Procedures
The following steps are necessary to implement effective policies and procedures in the workplace:
consultation with all relevant stakeholders including employees, safety representatives, and contractors.
tailor the policy to the relevant business.
compliance with relevant federal, state and local legislation.
define all obligations and procedural steps clearly.
make the policy realistic by ensuring that the organisation has the time, resources and capability to implement the policy.
communicate and publicise the policy to make it accessible for all workers.
train all workers in the policies and procedures (including refresher training).
be consistent in policy implementation by ensuring that WHS policies and procedures are put into effect throughout the organisation.
regularly review and evaluate all policies and procedures to ensure they remain relevant and effective.
enforce the policies and procedures.
Further Resources
AHRI Assist: How to develop effective policies
AHRI Assist: Compiling and reporting on risk management data
AHRI Assist: Risk Management Plan – Psychological hazards
SafeWork Australia: Managing WHS risks
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Last updated October 2023
