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3 Steps To Creating a Health and Safety Policy

Policy writing doesn’t sound fun and sounds like a huge task when first considered by employers. But it’s an important part of your business policy and strategy  and it’s step 1 in your plan to improving health and safety.

 

Statement of intent

This statement of intent section is sometimes called the employer’s general statement of intent. This should outline in broad terms your organisation’s overall philosophy in relation to the management of health and safety. It sets out how your organisation intends to manage health and safety overall. The statement should contain your organisation’s goals. These can be broken down further into safety aims (which are not measurable) and objectives (which are measurable). The targets you include in your statement are very important and display the commitment from your organisation to health and safety, they should be specific to your business and driven by improving your health and safety performance.

The statement section doesn’t need to contain a great amount of detail and can be quite short in length as long as it gets the adequate points across. Some companies find it useful to use bullet points or a collection of small statements. As a minimum your statement should include:

 

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Responsibility Chart

This section outlines the chain of command and who is responsible for what. It should contain the names, positions and duties of those within your organisation who have specific responsibility for health and safety. This is most often done through an organisational chart that shows the hierarchy of seniority within your organisation. It’s important to include Directors, Managers and Supervisors, specialists such as Safety Advisers or Contractors. The Health and Safety at Work Act says the most senior person in your business has responsibility for ensuring the policy is communicated to all employees.

The responsibility placed on individuals must not contain overlaps or have the chains of command blurred. Each individual must be clear about their responsibilities and their limits. Don’t get too job specific. You only need to outline the responsibilities that concern health and safety. In this section you should think about:

 

Safety Arrangements

This section of your policy should identify the specific arrangements and systems you have in place to control health and safety. It should be concise, but specific, include rules, procedures and facilities such as wash room and first aid kits. Fire risk assessment documents as well as other risk assessments can be included in this section. This section is also the largest out of the three, the whole policy should be an evolving document but this section in particular will change the most as risk assessments and methods of working are reviewed and updated. Things to think about here will differ depending on your business operations but might include:

 

Remember if you have less than five employees you don’t have to write this policy down, but you still need to have it well thought out. Your policy should never be set in stone, and should be regularly updated and shared. Conduct a formal review at least every 12 months and more often if your business changes.

 

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