Occupational health and safety management system – benefits for your company and a guide to successful implementation
An occupational health and safety management system (OHSMS) is essential to occupational health and safety in companies and organisations. The successful implementation of an OHS not only promotes the health of employees but also impacts economic success. The effort involved in planning and initially implementing such a system will pay off in the long run. Last but not least, you will promote the health and safety of the employees in your organisation.
In this article, you will learn about the numerous advantages of this process, how to best carry it out, and how digital solutions can support you. If you are already interested in using a software solution, we recommend taking a look at our free e-book!
Please note: This text refers German laws and regulations. They may differ in other countries.
What exactly is an occupational health and safety management system?
An occupational health and safety management system is primarily a tool for supporting the implementation of sustainable and protective actions in your company. Like other management systems, it is based on international standards. Regarding occupational health and safety management, this concerns the ISO 45001 specifications.
These terms sound abstract at first. In short, an occupational health and safety management system should motivate the members of your organisation to actively participate in implementing occupational health and safety. The focus is on four voluntary goals.
Why is an occupational health and safety management system recommended?
Using an occupational health and safety management system in your company is not mandatory but extremely useful. First and foremost, the task is to ensure or optimise the safety and health of all employees in your company. The additional benefits you can derive from using such a system can be divided into three categories.
personal, immediate benefit
- easing workloads by conserving resources in individual fields of activity
- transparent presentation of responsibilities in the area of occupational health and safety
- rapid availability of information and knowledge for all involved
personally indirect benefit
- liability risk is reduced by documenting necessary regulations
- better insight and control of action-relevant processes
- transparent presentation of objectives of occupational safety measures
company-wide benefits
- clear insight into company key figures
- broad knowledge database on security measures as well as processes and procedures
- support of the positive external presentation of your company
- establishing a sustainable and positive corporate culture
If implemented correctly, the advantages outweigh the initial effort. Therefore, initiating the introduction process and preparing the individual implementation steps well is essential. In many companies, spreadsheet programs are still the primary planning tool for complex projects. However, the use of holistic software solutions is recommended.
How to convince with an occupational health and safety management system
Introducing an occupational health and safety management system should not be taken lightly. In addition to the many strategic and operational tasks, reducing scepticism and obstacles among your workforce is essential. In the long term, such a system offers numerous advantages that are not initially recognised by employees or are challenging to grasp. One of the biggest concerns is that using such a management system will reveal deficiencies in the work organisation and lead to negative consequences. In addition, the initial work required to implement the system is criticised.
Therefore, it is crucial that you involve all employees in the implementation process. This does not mean that everyone has to be involved in the operational implementation. It is more about open communication of the work steps and the expected benefits. If your employees are well informed, they will also recognise the benefits andbe open to implementation.
Introducing an occupational health and safety management system: A guide
The occupational health and safety management system must be structured systematically and sustainably to ensure a good understanding of the content. This ensures that the structure, control, evaluation, and documentation of all occupational health and safety measures are implemented in the best possible way.
It is also crucial that the occupational health and safety management system is the employer’s responsibility and is communicated accordingly within the company or organisation. According to the Federal Ministry for Economics and Labour, the following (main) elements must be taken into account:
- Politics. This includes…
… the establishment of a uniform occupational health and safety policy within the company.
… the definition of concrete occupational health and safety objectives.
- Organisation. This includes…
… the provision of financial, human, material and time resources.
… the definition of authorities and responsibilities.
… the determination of the participation, rights and obligations of employees.
… the organisation of necessary qualification and training measures.
… ongoing documentation.
… functioning internal and external communication processes as well as regulations for cooperations.
- Planning and implementation. This includes…
… the initial review of the existing occupational health and safety management system.
… the introduction of procedures to regularly review relevant legislation.
… the identification of work, procedures and processes.
… the assessment of risks.
… the avoidance of hazards through appropriate measure management.
… the organisation of change management.
- Measurement and evaluation. This includes…
… the use of procedures for continuous performance monitoring and measurement.
… conducting investigations into (near-)incidents, etc.
… the organisation of internal audits.
… the evaluation by management.
- Improvement measures. This includes…
… the establishment of preventive and corrective measures.
… the definition of continuous measures.
Remember: The entire process is designed to continuously improve occupational health and safety in your company. So, think of it as a cycle, and use audits to observe it and learn from it for the future.
The digital solution for your occupational health and safety management system
When introducing and subsequently using an occupational health and safety management system, you need to consider numerous points. But don’t worry—you can simplify the work steps using digital solutions! Our digital occupational health and safety software, iManSys, isideal for this.
Our software world “Actions & Obligations” supports you in every step. Document your company’s occupational health and safety policy, plan successful audits, and evaluate them. The module also allows you to record the necessary actions for improvement and assign them to those responsible.
Are you curious about our cost- and time-saving software solution? Then, take a look at the numerous functions available in “Actions & Obligations”.
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