Regardless of the type of organization, its activities and the specific management issues that it faces, clear
unequivocal policies relating to general health and safety matters as well as fi re safety matters are needed in order to establish effective organizational control of its activities. Management policies that organizations implement are likely to include those for: quality, environmental, safety, equality and fairness. Many of these policies are required to enable an organization to comply with the law.
A policy is the basis of an organization’s management strategy, providing direction, enabling it to organize, plan, set targets and implement its organizational objectives. However, a policy in itself cannot be effective unless the words are turned into actions.When managing fi re safety (in common with
managing all health and safety issues) it is vital that a clear and effective management system is developed and implemented. The model provided by the HSE in the guidance document HSG65 – Effective Health and Safety Management – recommends that the first step to effective management is to have effective policy, a policy that sets the aspirations and direction for an organization.
Importance of setting HSE policy
Satisfying the law
The law establishes a minimum standard for the requirements of any health and safety policy. Section
2(3) of the HSWA requires that every employer prepare and revise a written statement of his general policy for the management of health and safety. The requirement extends to ensuring that employees are provided with information in relation not only to the policy statement but also the organization and arrangements for managing and carrying out the policy. The requirements for recording the policy inevitably revolve around the size of an organization. Such a policy should therefore be recorded when fi ve or more employees (or an aggregate of that number) are employed. In addition to the HSWA, the RRFSO and MHSW Regulations also place a duty upon the responsible person and/or employer to ‘make and give effect to such arrangements as appropriate to the nature of his activities and the size of his undertaking, for the effective planning, organisation, control, monitoring and review of the preventive and protective measures’.
Maximizing Staff Involvement
Those organizations that involve their staff in planning and managing safety issues in the workplace not only are complying with the requirements under the RRFSO to consult with staff but will also reduce the fi re risks associated with their undertaking. Well-organized companies manage all their functions effectively and recognize the key role that effective health and safety management has in terms of business development and survival. A clear, effectively communicated, policy that has involved staff and those who may interact with it (contractors, co-employers, etc.) will make an organization more efficient in the day-to-day decision-making process that effects and supports the management system in which they are made.
When a line manager who is responsible for a high-risk process in a petrochemical plant is empowered to
make safety critical decisions and the same manager is aware of the company’s safety policy and the ethos behind it; the decisions made for undertaking the process are more than likely to reflect the safety of the site personnel, visiting contractors and the effects on members of the public in addition to the production schedules that need to be met.
The best safety policies are integrated with human resource management, acknowledging that people are
a key resource in the management of both safety and production. Human resource management policies can be undermined by poorly written, poorly structured safety policies. However, organizations that experience higher output, higher quality of service delivery and an enhanced, motivated workforce do the same things, they: Recognize the benefits of a competent, committed, enthusiastic and fi t workforce
Establish arrangements for the promotion of accident-free work practices. Positively promote ill-health management systems. An effective safety management system and the policy contained within have a direct bearing upon an organization’s safety culture and therefore how a policy is written will have a significant effect. When conducting safety audits and reviews, which take an in-depth look at an organization’s safety management system, the initial documentation that is likely to be requested will be a copy of the safety policy. The policy and the statement of intent itself are generally seen as
being an underpinning requirement of any successful safety management system. Therefore, a well-written, well-presented policy is also likely to attract business opportunities, particularly when work is being contracted out, as in the case of the construction industry sector.
Avoiding Loss
A clear, effective safety policy will aid the prevention of human suffering and financial loss as a result of the work activities of any organization. The safety culture of an organization will reflect the safety policy. Thus, a well-written policy will enable the organization and those within it to identify hazards and risks before they cause injuries, ill health or other loss outcomes. As has been discussed earlier in this chapter,
avoiding financial losses attributed to safety failings is one of the many factors of business success.
For example, in the event of fi re in the workplace, following the response procedures contained within a
safety policy will mitigate the potential effects of the emergency situation, e.g. shutting down a process safely, preventing injury to persons or damage to the equipment or machinery.
Key features of a safety policy
In order to satisfy the legal requirements of section 2(3) of HSWA and guidance contained in HSE, DCLG and BS 5588 Part 12 (managing fi re safety), to ensure that the safety policy is effective it must include the following:
➤ Policy statement – statement of intent
➤ Organization
➤ Arrangements.
2.2.1 Statement of intent
The statement of intent can be seen as an organization’s ‘mission statement’ for effectively managing safety. The policy statement will set the direction that the organization will take; it will establish standards upon which to measure performance. In addition, the policy will set objectives and targets on which to measure the success of the management of safety and the system itself. In HSG65 the HSE consider that written statements of policy should, at the very least, set the direction of the organization by demonstrating senior management commitment, placing safety in the context with other
business objectives and make a continuous improvement in safety performance. The statement is likely, therefore, to include naming the director or senior manager with overall responsibility for both the formulation and the implementation of the policy and that the document is duly signed and dated
by the director or chief executive. The policy statement briefly explains the responsibility of all persons from board level through to staff members, which also recognizes and encourages the involvement of all
employees and safety representatives. Included in this statement will be an outline of the basis for effective communications and how adequate resources will be allocated. It will also commit the organization’s senior management and leaders to plan, review and develop the policy. The need to ensure that all staff are competent and where necessary that external competent advice will be sought, should also assist the organization in developing a framework for managing safety. The policy statement will need to be made available to a wide variety of groups that will include staff members and their representatives, contractors and other persons who may be affected by the organization’s
activities or undertakings. It often forms part of vetting procedures when considering whether to engage an organization in tendering processes. A large proportion of organizations therefore ensure
that the policy statement of intent is displayed on safety notice boards within the organization. The policy can also be included in team briefings and toolbox talks, during induction or refresher training courses. Some companies issue individual copies of the policy in booklets and include reference to it in newsletters and e-mails. The policy is also discussed as an agenda item in a variety of safety meetings including those of a safety, health and welfare committee. The policy itself can be enhanced by setting clearly
defi ned Specifi c, Measurable, Achievable, Realistic and Time oriented (SMART) safety objectives.
Organisation
This section of the policy is quite often confused with the ‘organizing for safety’ element of a safety management system. This is due to a large number of similarities between the two.
The organization element of a safety policy should clearly identify and define the roles and responsibilities for all levels of management and operatives within an organization. It may be the fact that different sections of the policy, specifically fi re, may have differing organizational structures due to the need to outsource some of the competent person duties due to a lack of ‘in-house’ expertise.
It is generally acknowledged that the role of safety adviser, whether fire or health and safety, is to provide
support to managers and staff alike. Those to whom they are likely to provide support, advice and guidance are:
➤ Management board
➤ Safety director
➤ Human resources/personnel
➤ Managers and supervisors
➤ Fellow competent persons, i.e. fi rst aiders, fi re
wardens
➤ Safety committee and employee representatives
➤ Employees.
Each of the above groups should have clearly identifiable roles and responsibilities allocated to them as part of the policy and should be reflected in job descriptions appropriate to the role. Additional roles and responsibilities will also need to be assigned for other key areas such as: ➤ Fire wardens/marshals
➤ First aiders/other emergency response team members ➤ Safety event (accident/incident) investigators
➤ Occupational health departments ➤ Chairperson of the safety committee ➤ Procurement/purchasing department. With clearly allocated roles and responsibilities those employees and groups with specific roles and responsibilities will be able to fulfil their functions effectively. Additionally allocating specifi c roles to individuals facilitates the monitoring of performance of those individuals against the expectations of their role.
Arrangements Section
Supporting both the statement of intent and the organization for safety is the arrangements section of the policy. This section details the guidelines and procedures for the implementation of the safety management system. Dependent upon the nature of the activities of the organization, the arrangements section can be either one, that is, included with both the statement and the organization, section (as a complete document), or a framework section identifying where further guidance for implementation may be found.
Below consists Example of Policy
Policy statement
General statement
ACME Corporation acknowledges their legal responsibilities as an employer under current national and
European legislation and will, as far as is reasonably practicable, provide a safe and healthy environment
for staff and visitors to its premises.
The standard set by the legal requirements is seen as the absolute minimum standard by which ACME
Corporation will operate, we will strive to meet the highest standards of occupational safety and health.
We will take steps to ensure that our statutory duties are met at all times, including the provision of suffi
cient funds and facilities to meet the requirement of this policy.
The maintenance of a safe and healthy environment in which to work is seen as an equally key objective
as the generation of income-related business.
Each employee will be given such information, instruction and training as is necessary to enable the safe
performance of all their work activities.
We also fully accept our responsibility for other persons who may be affected by our activities and will
seek to provide those others with appropriate information to ensure their safety.
Bill Bloggs has been appointed the director responsible for health and safety to whom issues related to
health, safely and welfare management should be addressed.
It is the duty of management to ensure that all processes and systems of work are designed to take
account of health and safety and are properly supervised at all times.
Adequate facilities and arrangements will be maintained to enable employees and their representatives to
raise issues of health and safety.
Competent persons will be appointed to assist us in meeting our statutory duties including, where appropriate,
external specialists.
Fundamental to the success of this policy is the responsibility and cooperation of all employees for health
and safety at work.
Each individual has a legal obligation to take reasonable care for their own health and safety, and for the
safety of other people who may be affected by their acts or omissions. Full details of the organisation and
arrangements for health and safety will be set out in Chapters 2 and 3 of this document.
Affi liated health and safety policies are listed at Annex A.
Key health and safety objectives
The key objectives contained within this policy will assist us to ensure:
➤ The health and safety of all employees, visitors and others who may be affected by our undertaking;
➤ That all employees have a clear understanding of their individual and collective responsibilities regarding
health and safety;
➤ The adequate and appropriate training of all employees;
➤ Effective monitoring of policies/procedures by inspection/audit;
➤ Employees are actively involved via the localised consultation process;
➤ All health and safety policies and procedures are regularly reviewed; and
➤ That standards are set with regard to health and safety management within the organisation.
Chapter 3 of this policy document outlines ACME Corporation’s arrangements for health and safety for
staff, visitors and others.
This policy will be regularly updated to refl ect operational and legislative changes and any ‘lessons from
experience’. A copy of this policy is available to all ACME Corporation’s members of staff and consultants,
contractors, other building users and their employees.
We request that all our visitors and those who may come onto our premises respect this policy, a copy of
which can be obtained on demand.
Signed:
(Director)
Date:
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