ISO 45001:2018 Clause 8.1.3 Management of change

ISO 45001:2018 31 Minutes


The organization shall establish a process(es) for the implementation and control of planned temporary and permanent changes that impact OH&S performance, including:
a) new products, services and processes, or changes to existing products, services and processes, including:
— workplace locations and surroundings;
— work organization;
— working conditions;
— equipment;
— work force;
b) changes to legal requirements and other requirements;
c) changes in knowledge or information about hazards and OH&S risks;
d) developments in knowledge and technology.
The organization shall review the consequences of unintended changes, taking action to mitigate any adverse effects, as necessary.
NOTE Changes can result in risks and opportunities.

As per Annex A (Guidance on the use of ISO 45001:2018 standard) of ISO 45001:2018 standard it further explains

The objective of a management of change process is to enhance occupational health and safety at work, by minimizing the introduction of new hazards and OH&S risks into the work environment as changes occur (e.g. with technology, equipment, facilities, work practices and procedures, design specifications, raw materials, staffing, standards or regulations). Depending on the nature of an expected change, the organization can use an appropriate methodology(ies) (e.g. design review) for assessing the OH&S risks and the OH&S opportunities of the change. The need to manage change can be an outcome of planning (see 6.1.4).

1) The organization shall establish a process(es) for the implementation and control of planned temporary and permanent changes that impact OH&S performance

Implementing and controlling planned temporary and permanent changes that impact Occupational Health and Safety (OH&S) performance requires a systematic approach to ensure that these changes do not introduce new hazards and risks or compromise existing safety measures. Here’s a step-by-step guide on how an organization can implement and control such changes:

  • Establish a formal change management process within your OH&S Management System. This process should be integrated with your organization’s overall change management framework if one exists.
  • Identify planned changes that may impact OH&S performance. This includes changes in processes, equipment, materials, facilities, work procedures, personnel, or any other aspect of the organization’s operations.
  • Conduct a comprehensive risk assessment to evaluate the potential OH&S impacts of each planned change. Consider the nature and magnitude of potential hazards and risks associated with the change.
  • Involve OH&S professionals, safety committees, and relevant stakeholders in reviewing and approving proposed changes. They should assess the potential OH&S risks and ensure compliance with OH&S policies and procedures.
  • Document the OH&S review and approval process, including the individuals or teams responsible for conducting it.
  • Develop a plan to implement necessary controls to mitigate OH&S risks associated with the change. Consider the hierarchy of controls, starting with elimination and working down to PPE as a last resort.
  • Ensure that control measures are effective and tailored to the specific hazards introduced or modified by the change.
  • Communicate details of the planned change and the associated OH&S controls to all affected employees, contractors, and relevant stakeholders. Ensure that everyone understands their roles and responsibilities.
  • Provide training, if necessary, to ensure that employees are competent in implementing the new procedures or using new equipment safely.
  • Execute the planned change in accordance with the established controls and procedures. Ensure that the change is carried out by trained and competent personnel.
  • Monitor the change implementation to identify any unexpected issues or deviations from the planned controls.
  • Establish a mechanism for reporting and investigating incidents or near misses related to the change.
  • If incidents occur, investigate them thoroughly to determine root causes and implement corrective and preventive actions to address identified issues.
  • Maintain clear and organized documentation throughout the change management process. This includes records of risk assessments, approvals, communication, training, incident reports, and corrective actions.
  • Continuously monitor and review OH&S performance following the change’s implementation.
  • Assess the effectiveness of the controls and make necessary adjustments or improvements.
  • Include planned changes and their impact on OH&S performance as part of regular management reviews. Ensure that senior management is informed about the status of changes and their associated OH&S risks.
  • Foster a culture of continual improvement by encouraging feedback from employees and stakeholders regarding the effectiveness of OH&S controls related to changes.

By following this systematic approach, organizations can effectively implement and control planned temporary and permanent changes while ensuring that OH&S performance is maintained or improved. It’s important to adapt these steps to the specific needs and complexities of your organization’s OH&S Management System.

2) Organization must implement and control of planned temporary and permanent changes that impact new products, services and processes, or changes to existing products, services and processes

Managing planned temporary and permanent changes that impact new products, services, processes, or changes to existing products, services, and processes is essential to maintain Occupational Health and Safety (OH&S) performance. Here’s a structured approach to implement and control such changes effectively:

  • Establish a formal change management process within your OH&S Management System. This process should be integrated with your organization’s overall change management framework if one exists.
  • Identify planned changes related to new products, services, processes, or modifications to existing ones. This includes changes in design, technology, materials, equipment, or any other aspect of the organization’s operations.
  • Conduct a comprehensive risk assessment to evaluate the potential OH&S impacts of each planned change. Consider the nature and magnitude of potential hazards and risks associated with the change.
  • Involve OH&S professionals, safety committees, and relevant stakeholders in reviewing and approving proposed changes. They should assess the potential OH&S risks and ensure compliance with OH&S policies and procedures.
  • Document the OH&S review and approval process, including the individuals or teams responsible for conducting it.
  • a. Develop a plan to implement necessary controls to mitigate OH&S risks associated with the change. Consider the hierarchy of controls, starting with elimination and working down to PPE as a last resort.
  • Ensure that control measures are effective and tailored to the specific hazards introduced or modified by the change.
  • Communicate details of the planned change and the associated OH&S controls to all affected employees, contractors, and relevant stakeholders. Ensure that everyone understands their roles and responsibilities.
  • Provide training, if necessary, to ensure that employees are competent in implementing the new procedures, using new equipment, or working with new materials safely.
  • Execute the planned change in accordance with the established controls and procedures. Ensure that the change is carried out by trained and competent personnel.
  • Monitor the change implementation to identify any unexpected issues or deviations from the planned controls.
  • Establish a mechanism for reporting and investigating incidents or near misses related to the change.
  • If incidents occur, investigate them thoroughly to determine root causes and implement corrective and preventive actions to address identified issues.
  • Maintain clear and organized documentation throughout the change management process. This includes records of risk assessments, approvals, communication, training, incident reports, and corrective actions.
  • Continuously monitor and review OH&S performance following the change’s implementation.
  • Assess the effectiveness of the controls and make necessary adjustments or improvements.
  • Include planned changes and their impact on OH&S performance as part of regular management reviews. Ensure that senior management is informed about the status of changes and their associated OH&S risks.
  • Foster a culture of continual improvement by encouraging feedback from employees and stakeholders regarding the effectiveness of OH&S controls related to changes.

By following this systematic approach, organizations can effectively implement and control planned temporary and permanent changes related to new products, services, processes, or modifications to existing ones while ensuring that OH&S performance is maintained or improved. It’s important to adapt these steps to the specific needs and complexities of your organization’s OH&S Management System and change management processes.

3) Organization implement and control of planned temporary and permanent changes in workplace locations and surroundings

Implementing and controlling planned temporary and permanent changes in workplace locations and surroundings is crucial for maintaining Occupational Health and Safety (OH&S) performance. Whether you’re moving to a new facility, renovating existing ones, or making changes to the surroundings, it’s essential to manage these changes effectively to ensure the safety and well-being of employees. Here’s a structured approach to implementing and controlling such changes:

  • Establish a formal change management process within your OH&S Management System. This process should be integrated with your organization’s overall change management framework if one exists.
  • Identify and assess planned changes related to workplace locations and surroundings. This includes relocating offices, manufacturing facilities, or warehouses, as well as changes to the surrounding environment, such as construction or landscaping.
  • Conduct a comprehensive risk assessment to evaluate the potential OH&S impacts of each planned change. Consider factors like accessibility, fire safety, evacuation routes, and ergonomic considerations.
  • Involve OH&S professionals, safety committees, and relevant stakeholders in reviewing and approving proposed changes. They should assess the potential OH&S risks and ensure compliance with OH&S policies and procedures.
  • Document the OH&S review and approval process, including the individuals or teams responsible for conducting it.
  • Develop a plan to implement necessary controls to mitigate OH&S risks associated with the change in workplace locations and surroundings. Consider factors like ergonomic design, accessibility, emergency response, and fire safety.
  • Ensure that control measures are effective and tailored to the specific hazards introduced or modified by the change.
  • Communicate details of the planned change and the associated OH&S controls to all affected employees, contractors, and relevant stakeholders. Ensure that everyone understands their roles and responsibilities, especially regarding evacuation procedures and safety measures.
  • Provide training, if necessary, to ensure that employees are competent in adapting to the new workplace locations and surroundings safely.
  • Execute the planned change in accordance with the established controls and procedures. Ensure that the change is carried out by trained and competent personnel.
  • Monitor the change implementation to identify any unexpected issues or deviations from the planned controls.
  • Establish a mechanism for reporting and investigating incidents or near misses related to the change in workplace locations and surroundings.
  • If incidents occur, investigate them thoroughly to determine root causes and implement corrective and preventive actions to address identified issues.
  • Maintain clear and organized documentation throughout the change management process. This includes records of risk assessments, approvals, communication, training, incident reports, and corrective actions.
  • Continuously monitor and review OH&S performance following the change’s implementation.Assess the effectiveness of the controls and make necessary adjustments or improvements.
  • Include planned changes and their impact on OH&S performance as part of regular management reviews. Ensure that senior management is informed about the status of changes and their associated OH&S risks.
  • Foster a culture of continual improvement by encouraging feedback from employees and stakeholders regarding the effectiveness of OH&S controls related to changes in workplace locations and surroundings.

By following this systematic approach, organizations can effectively implement and control planned temporary and permanent changes in workplace locations and surroundings while ensuring that OH&S performance is maintained or improved. Adapt these steps to the specific needs and complexities of your organization’s OH&S Management System and change management processes.

4) Organization implement and control of planned temporary and permanent changes in work organization

Implementing and controlling planned temporary and permanent changes in work organization is vital to ensure the health and safety of employees and maintain Occupational Health and Safety (OH&S) performance. Here’s a structured approach to effectively manage such changes:

  • Establish a formal change management process within your OH&S Management System. This process should be integrated with your organization’s overall change management framework if one exists.
  • Identify planned changes related to work organization. This may include changes in work processes, job roles, shifts, schedules, work-from-home arrangements, or any other aspect of work organization.
  • Conduct a comprehensive risk assessment to evaluate the potential OH&S impacts of each planned change. Consider factors like workload, fatigue, ergonomic considerations, mental health, and employee well-being.
  • Involve OH&S professionals, safety committees, and relevant stakeholders in reviewing and approving proposed changes. They should assess the potential OH&S risks and ensure compliance with OH&S policies and procedures.
  • Document the OH&S review and approval process, including the individuals or teams responsible for conducting it.
  • Develop a plan to implement necessary controls to mitigate OH&S risks associated with changes in work organization. Consider factors like workload distribution, ergonomic improvements, training, and mental health support.
  • Ensure that control measures are effective and tailored to the specific hazards introduced or modified by the change.
  • Communicate details of the planned change and the associated OH&S controls to all affected employees, contractors, and relevant stakeholders. Ensure that everyone understands their roles and responsibilities, especially regarding changes in work organization.
  • Provide training, if necessary, to ensure that employees are competent in adapting to the new work organization safely.
  • Execute the planned change in accordance with the established controls and procedures. Ensure that the change is carried out by trained and competent personnel.
  • Monitor the change implementation to identify any unexpected issues or deviations from the planned controls.
  • Establish a mechanism for reporting and investigating incidents or near misses related to changes in work organization.
  • If incidents occur, investigate them thoroughly to determine root causes and implement corrective and preventive actions to address identified issues.
  • Maintain clear and organized documentation throughout the change management process. This includes records of risk assessments, approvals, communication, training, incident reports, and corrective actions.
  • Continuously monitor and review OH&S performance following the change’s implementation. Assess the effectiveness of the controls and make necessary adjustments or improvements.
  • Include planned changes and their impact on OH&S performance as part of regular management reviews. Ensure that senior management is informed about the status of changes and their associated OH&S risks.
  • Foster a culture of continual improvement by encouraging feedback from employees and stakeholders regarding the effectiveness of OH&S controls related to changes in work organization.

By following this systematic approach, organizations can effectively implement and control planned temporary and permanent changes in work organization while ensuring that OH&S performance is maintained or improved. Adapt these steps to the specific needs and complexities of your organization’s OH&S Management System and change management processes.

5) Organization implement and control of planned temporary and permanent changes in working conditions

Implementing and controlling planned temporary and permanent changes in working conditions is essential to ensure the health and safety of employees and to comply with Occupational Health and Safety (OH&S) regulations. Here’s a structured approach to effectively manage such changes:

  • Establish a formal change management process within your OH&S Management System. This process should be integrated with your organization’s overall change management framework if one exists.
  • Identify planned changes related to working conditions. This may include changes in physical working environments, equipment, tools, materials, work processes, or any other aspect of working conditions.
  • Conduct a comprehensive risk assessment to evaluate the potential OH&S impacts of each planned change. Consider factors like ergonomic considerations, exposure to hazards, ventilation, lighting, noise, temperature, and employee well-being.
  • Involve OH&S professionals, safety committees, and relevant stakeholders in reviewing and approving proposed changes. They should assess the potential OH&S risks and ensure compliance with OH&S policies and procedures.
  • Document the OH&S review and approval process, including the individuals or teams responsible for conducting it.
  • Develop a plan to implement necessary controls to mitigate OH&S risks associated with changes in working conditions. This may involve modifications to the physical environment, adjustments to work processes, or the use of personal protective equipment (PPE).
  • Ensure that control measures are effective and tailored to the specific hazards introduced or modified by the change.
  • Communicate details of the planned change and the associated OH&S controls to all affected employees, contractors, and relevant stakeholders. Ensure that everyone understands their roles and responsibilities, especially regarding changes in working conditions.
  • Provide training, if necessary, to ensure that employees are competent in adapting to the new working conditions safely.
  • Execute the planned change in accordance with the established controls and procedures. Ensure that the change is carried out by trained and competent personnel.
  • Monitor the change implementation to identify any unexpected issues or deviations from the planned controls.
  • Establish a mechanism for reporting and investigating incidents or near misses related to changes in working conditions.
  • If incidents occur, investigate them thoroughly to determine root causes and implement corrective and preventive actions to address identified issues.
  • Maintain clear and organized documentation throughout the change management process. This includes records of risk assessments, approvals, communication, training, incident reports, and corrective actions.
  • Continuously monitor and review OH&S performance following the change’s implementation.
  • Assess the effectiveness of the controls and make necessary adjustments or improvements.
  • Include planned changes and their impact on OH&S performance as part of regular management reviews. Ensure that senior management is informed about the status of changes and their associated OH&S risks.
  • Foster a culture of continual improvement by encouraging feedback from employees and stakeholders regarding the effectiveness of OH&S controls related to changes in working conditions.

By following this systematic approach, organizations can effectively implement and control planned temporary and permanent changes in working conditions while ensuring that OH&S performance is maintained or improved. Adapt these steps to the specific needs and complexities of your organization’s OH&S Management System and change management processes.

6) Organization must implement and control of planned temporary and permanent changes in equipment

Implementing and controlling planned temporary and permanent changes in equipment is crucial to ensure the safety and health of employees and to maintain compliance with Occupational Health and Safety (OH&S) regulations. Here’s a structured approach to effectively manage such changes:

  • Establish a formal change management process within your OH&S Management System. This process should be integrated with your organization’s overall change management framework if one exists.
  • Identify planned changes related to equipment. This may include acquiring new equipment, modifying existing equipment, decommissioning equipment, or making changes to equipment maintenance procedures.
  • Conduct a comprehensive risk assessment to evaluate the potential OH&S impacts of each planned equipment change. Consider factors like equipment safety features, ergonomics, maintenance requirements, and employee training.
  • Involve OH&S professionals, safety committees, and relevant stakeholders in reviewing and approving proposed equipment changes. They should assess the potential OH&S risks and ensure compliance with OH&S policies and procedures.
  • Document the OH&S review and approval process, including the individuals or teams responsible for conducting it.
  • Develop a plan to implement necessary controls to mitigate OH&S risks associated with equipment changes. This may involve modifications to equipment design, safety features, maintenance procedures, or training.
  • Ensure that control measures are effective and tailored to the specific hazards introduced or modified by the equipment change.
  • Communicate details of the planned equipment change and the associated OH&S controls to all affected employees, contractors, and relevant stakeholders. Ensure that everyone understands their roles and responsibilities, especially regarding the use and maintenance of the new equipment.
  • Provide training, if necessary, to ensure that employees are competent in operating and maintaining the new equipment safely.
  • Execute the planned equipment change in accordance with the established controls and procedures. Ensure that the change is carried out by trained and competent personnel.
  • Monitor the equipment change implementation to identify any unexpected issues or deviations from the planned controls.
  • Establish a mechanism for reporting and investigating incidents or near misses related to the equipment change.
  • If incidents occur, investigate them thoroughly to determine root causes and implement corrective and preventive actions to address identified issues.
  • Maintain clear and organized documentation throughout the change management process. This includes records of risk assessments, approvals, communication, training, incident reports, and corrective actions.
  • Continuously monitor and review OH&S performance following the equipment change’s implementation.
  • Assess the effectiveness of the controls and make necessary adjustments or improvements.
  • Include planned equipment changes and their impact on OH&S performance as part of regular management reviews. Ensure that senior management is informed about the status of changes and their associated OH&S risks.
  • Foster a culture of continual improvement by encouraging feedback from employees and stakeholders regarding the effectiveness of OH&S controls related to equipment changes.

By following this systematic approach, organizations can effectively implement and control planned temporary and permanent changes in equipment while ensuring that OH&S performance is maintained or improved. Adapt these steps to the specific needs and complexities of your organization’s OH&S Management System and change management processes.

7) Organization must implement and control of planned temporary and permanent changes in work force

Implementing and controlling planned temporary and permanent changes in the workforce is essential for maintaining Occupational Health and Safety (OH&S) performance while ensuring that employees are adequately protected. Here’s a structured approach to effectively manage such changes:

  • Establish a formal change management process within your OH&S Management System. This process should be integrated with your organization’s overall change management framework if one exists.
  • Identify planned changes related to the workforce. This may include hiring new employees, changing job roles, restructuring teams, implementing shift changes, or any other change in workforce composition or organization.
  • Conduct a comprehensive risk assessment to evaluate the potential OH&S impacts of each planned workforce change. Consider factors like workload, training requirements, ergonomic considerations, and the need for new safety procedures.
  • Involve OH&S professionals, safety committees, and relevant stakeholders in reviewing and approving proposed workforce changes. They should assess the potential OH&S risks and ensure compliance with OH&S policies and procedures.
  • Document the OH&S review and approval process, including the individuals or teams responsible for conducting it.
  • Develop a plan to implement necessary controls to mitigate OH&S risks associated with workforce changes. This may involve providing training, developing new safety procedures, adjusting work schedules, or implementing ergonomic improvements.
  • Ensure that control measures are effective and tailored to the specific hazards introduced or modified by the workforce change.
  • Communicate details of the planned workforce change and the associated OH&S controls to all affected employees, contractors, and relevant stakeholders. Ensure that everyone understands their roles and responsibilities, especially regarding safety procedures and training.
  • Provide training, if necessary, to ensure that employees are competent in adapting to their new roles or responsibilities safely.
  • Execute the planned workforce change in accordance with the established controls and procedures. Ensure that employees are aware of the changes and any safety measures in place.
  • Monitor the workforce change implementation to identify any unexpected issues or deviations from the planned controls.
  • Establish a mechanism for reporting and investigating incidents or near misses related to the workforce change.
  • If incidents occur, investigate them thoroughly to determine root causes and implement corrective and preventive actions to address identified issues.
  • Maintain clear and organized documentation throughout the change management process. This includes records of risk assessments, approvals, communication, training, incident reports, and corrective actions.
  • Continuously monitor and review OH&S performance following the workforce change’s implementation.
  • Assess the effectiveness of the controls and make necessary adjustments or improvements.
  • Include planned workforce changes and their impact on OH&S performance as part of regular management reviews. Ensure that senior management is informed about the status of changes and their associated OH&S risks.
  • Foster a culture of continual improvement by encouraging feedback from employees and stakeholders regarding the effectiveness of OH&S controls related to workforce changes.

By following this systematic approach, organizations can effectively implement and control planned temporary and permanent changes in the workforce while ensuring that OH&S performance is maintained or improved. Adapt these steps to the specific needs and complexities of your organization’s OH&S Management System and change management processes.

7) Organization must implement and control of planned temporary and permanent changes to legal requirements and other requirements

Organizations should plan and control changes to legal requirements and other requirements as part of their Occupational Health and Safety (OH&S) Management System to ensure compliance and maintain a safe working environment. Here are the steps for planning and controlling such changes effectively:

  • Establish a process to identify and monitor changes in legal requirements, regulations, standards, and other relevant requirements that impact your organization’s OH&S obligations.
  • Assign responsibility for regularly reviewing and staying informed about these changes. This may involve subscribing to updates from regulatory authorities, participating in industry associations, or consulting legal experts.
  • Assess the impact of the identified changes on your organization’s OH&S Management System. Determine how these changes may affect your processes, procedures, policies, and safety measures.
  • Categorize the changes based on their significance and potential impact on OH&S.
  • Engage legal experts or compliance professionals to interpret and analyze the changes in legal requirements. Seek their guidance in understanding the implications of the changes for your organization.
  • Ensure that the legal and regulatory requirements are correctly interpreted and that your organization’s OH&S practices align with the new obligations.
  • Involve OH&S professionals and relevant stakeholders in the review and approval process for proposed changes related to legal and other requirements. They should assess the potential OH&S risks and ensure compliance with OH&S policies and procedures.
  • Document the OH&S review and approval process, including the individuals or teams responsible for conducting it.
  • Develop a compliance plan to address the changes in legal requirements and other relevant requirements. This plan should outline the specific actions, timelines, and responsibilities required for compliance.
  • Ensure that control measures and strategies are effective and aligned with the specific changes in requirements.
  • Communicate details of the planned changes related to legal and other requirements and the associated compliance plan to all relevant employees, contractors, and stakeholders. Ensure that everyone understands their roles and responsibilities, especially regarding compliance.
  • Provide training, if necessary, to ensure that employees are knowledgeable about the changes and how to comply with them.
  • Execute the planned compliance actions and changes in accordance with the established controls and procedures. Ensure that the changes are implemented by trained and competent personnel.
  • Monitor the implementation to identify any unexpected issues or deviations from the planned controls.
  • Establish a mechanism for reporting and investigating incidents or non-compliance related to the new legal and other requirements.
  • b. If incidents occur, investigate them thoroughly to determine root causes and implement corrective and preventive actions to address identified issues.
  • Maintain clear and organized documentation throughout the change management process. This includes records of impact assessments, approvals, communication, training, incident reports, and corrective actions.
  • Continuously monitor and review OH&S performance to ensure ongoing compliance with the new legal and other requirements.
  • Assess the effectiveness of the controls and make necessary adjustments or improvements.
  • Include planned changes related to legal and other requirements and their impact on OH&S performance as part of regular management reviews. Ensure that senior management is informed about the status of changes and their associated OH&S risks.
  • Foster a culture of continual improvement by encouraging feedback from employees and stakeholders regarding the effectiveness of OH&S controls related to changes in legal and other requirements.

By following these steps, organizations can effectively plan and control changes to legal requirements and other requirements within their OH&S Management System, ensuring compliance and a safe working environment. Adapt these steps to the specific needs and complexities of your organization’s OH&S processes and regulatory environment.

8) Organization must implement and control of planned temporary and permanent changes in knowledge or information about hazards and OH&S risks

Planning and controlling changes in knowledge or information about hazards and Occupational Health and Safety (OH&S) risks is essential for maintaining a safe and healthy workplace. Here’s a structured approach to effectively manage such changes:

  • Establish a process for identifying and gathering information about new hazards and OH&S risks. This may involve regular risk assessments, incident investigations, safety audits, and staying informed about industry trends and best practices.
  • Encourage employees to report hazards, near misses, and safety concerns. Create an open and non-punitive reporting culture.
  • Conduct a thorough risk assessment for each identified hazard or OH&S risk. Evaluate the severity, likelihood, and potential consequences of these hazards.
  • Use established risk assessment methodologies to prioritize hazards based on their level of risk.
  • Involve OH&S professionals, safety committees, and relevant stakeholders in the review and approval process for proposed changes related to hazards and risks. They should assess the potential OH&S risks and ensure compliance with OH&S policies and procedures.
  • Document the OH&S review and approval process, including the individuals or teams responsible for conducting it.
  • Develop control measures and mitigation strategies for each identified hazard or OH&S risk. Ensure that these measures are effective in reducing or eliminating the risks.
  • Prioritize controls based on the hierarchy of controls, which includes eliminating the hazard, substituting with less hazardous processes, using engineering controls, implementing administrative controls, and providing personal protective equipment (PPE) as a last resort.
  • Communicate details of the identified hazards, risks, and the associated control measures to all affected employees, contractors, and stakeholders. Ensure that everyone understands their roles and responsibilities in preventing and mitigating these risks.
  • Provide training, if necessary, to ensure that employees are competent in recognizing and responding to these hazards and risks.
  • Execute the planned control measures and risk mitigation actions in accordance with the established controls and procedures. Ensure that employees are aware of the changes and any safety measures in place.
  • Monitor the implementation to identify any unexpected issues or deviations from the planned controls.
  • Establish a mechanism for reporting and investigating incidents related to hazards and OH&S risks.
  • If incidents occur, investigate them thoroughly to determine root causes and implement corrective and preventive actions to address identified issues.
  • Maintain clear and organized documentation throughout the hazard and risk management process. This includes records of risk assessments, approvals, communication, training, incident reports, and corrective actions.
  • Continuously monitor and review OH&S performance to ensure that control measures are effective in mitigating the identified hazards and risks.
  • Assess the effectiveness of the controls and make necessary adjustments or improvements based on feedback and performance data.
  • Include changes in knowledge or information about hazards and OH&S risks and their impact on OH&S performance as part of regular management reviews. Ensure that senior management is informed about the status of changes and their associated OH&S risks.
  • Foster a culture of continual improvement by encouraging feedback from employees and stakeholders regarding the effectiveness of OH&S controls related to hazards and risks.

By following this systematic approach, organizations can effectively plan and control changes in knowledge or information about hazards and OH&S risks, ensuring a safer and healthier workplace. Adapt these steps to the specific needs and complexities of your organization’s OH&S Management System and hazard identification processes.

8) Organization must implement and control of planned temporary and permanent changes in developments in knowledge and technology

Planning and controlling changes in developments in knowledge and technology is essential for organizations to adapt and improve their Occupational Health and Safety (OH&S) practices. Here’s a structured approach to effectively manage such changes:

  • Establish a process for identifying and monitoring developments in knowledge and technology relevant to your industry and workplace. This may involve staying informed about industry trends, participating in industry associations, and conducting regular technology assessments.
  • Encourage employees to provide input on emerging technologies and knowledge that may impact safety and health.
  • Conduct a thorough risk assessment to evaluate the potential impacts of these developments on your organization’s OH&S practices. Consider how new technologies may introduce new hazards or change existing ones.
  • Use risk assessment methodologies to prioritize the adoption of new technologies or knowledge based on their potential risks and benefits.
  • Involve OH&S professionals, safety committees, and relevant stakeholders in the review and approval process for proposed changes related to technological and knowledge developments. They should assess the potential OH&S risks and ensure compliance with OH&S policies and procedures.
  • Document the OH&S review and approval process, including the individuals or teams responsible for conducting it.
  • Develop control measures and mitigation strategies to address the potential OH&S risks associated with adopting new technologies or knowledge. Ensure that these measures are effective in reducing or eliminating the risks.
  • Consider how to adapt existing safety procedures and protocols to accommodate the changes brought about by technology and knowledge developments.
  • Communicate details of the planned technology or knowledge developments and the associated OH&S controls to all affected employees, contractors, and stakeholders. Ensure that everyone understands their roles and responsibilities in adapting to these changes.
  • Provide training, if necessary, to ensure that employees are competent in using the new technologies safely.
  • Execute the planned technology or knowledge developments in accordance with the established controls and procedures. Ensure that employees are aware of the changes and any safety measures in place.
  • Monitor the implementation to identify any unexpected issues or deviations from the planned controls.
  • Establish a mechanism for reporting and investigating incidents related to the adoption of new technologies or knowledge developments.
  • If incidents occur, investigate them thoroughly to determine root causes and implement corrective and preventive actions to address identified issues.
  • Maintain clear and organized documentation throughout the process of adopting new technologies or knowledge developments. This includes records of risk assessments, approvals, communication, training, incident reports, and corrective actions.
  • Continuously monitor and review OH&S performance to ensure that control measures are effective in managing the potential risks introduced by technology and knowledge developments.
  • Assess the effectiveness of the controls and make necessary adjustments or improvements based on feedback and performance data.
  • Include changes in knowledge and technology developments and their impact on OH&S performance as part of regular management reviews. Ensure that senior management is informed about the status of changes and their associated OH&S risks.
  • Foster a culture of continual improvement by encouraging feedback from employees and stakeholders regarding the effectiveness of OH&S controls related to technological and knowledge developments.

By following this systematic approach, organizations can effectively plan and control changes in developments in knowledge and technology, ensuring that they enhance rather than compromise safety and health in the workplace. Adapt these steps to the specific needs and complexities of your organization’s OH&S Management System and technology adoption processes.

9) The organization shall review the consequences of unintended changes, taking action to mitigate any adverse effects, as necessary.

Reviewing the consequences of unintended changes and taking action to mitigate any adverse effects is a critical component of effective change management within an Occupational Health and Safety (OH&S) Management System. Here’s a more detailed process for conducting such reviews and mitigating adverse effects:

  • Establish a mechanism for identifying unintended changes within your organization. This may include conducting regular audits, safety inspections, incident investigations, or reviewing reports of near misses and non-conformities.
  • Encourage employees to report any unexpected changes they observe in the workplace.
  • Document all identified unintended changes in a systematic and organized manner. Include details about what changed, how it changed, when it changed, and where it occurred.
  • Conduct a thorough assessment of the consequences of each unintended change. Evaluate the potential impacts on safety, health, and overall OH&S performance.
  • Categorize the consequences based on severity and likelihood to prioritize your response efforts.
  • Investigate the root causes of the unintended changes to understand why they occurred. This may involve using techniques like the “5 Whys” or Fishbone (Ishikawa) diagrams.
  • Determine whether the unintended changes were the result of human error, equipment malfunction, procedural deficiencies, or other factors.
  • Develop a set of mitigation actions to address the adverse effects of unintended changes. These actions should be specific, measurable, achievable, relevant, and time-bound (SMART).
  • Assign responsibilities for implementing these actions to individuals or teams within the organization.
  • Communicate details of the unintended changes and the planned mitigation actions to all affected employees, contractors, and stakeholders. Ensure that everyone understands their roles and responsibilities in addressing these issues.
  • Execute the planned mitigation actions in accordance with the established controls and procedures. Ensure that they are carried out by trained and competent personnel.
  • Monitor the implementation of mitigation actions to ensure they are effective in addressing the adverse effects of unintended changes.
  • Establish a mechanism for reporting and investigating incidents or non-conformities related to the unintended changes and their mitigation actions.
  • If incidents occur, investigate them thoroughly to determine root causes and implement corrective and preventive actions to prevent similar unintended changes in the future.
  • Maintain clear and organized documentation throughout the process. This includes records of unintended changes, consequence assessments, mitigation actions, communication, and incident reports.
  • Regularly review the effectiveness of the mitigation actions and make necessary adjustments or improvements based on feedback and performance data.
  • Include unintended changes and their consequences, as well as the effectiveness of mitigation actions, as part of regular management reviews. Ensure that senior management is informed about the status of these issues.
  • Foster a culture of continual improvement by encouraging feedback from employees and stakeholders regarding the effectiveness of OH&S controls related to unintended changes.

By following this systematic approach, organizations can effectively review the consequences of unintended changes and take action to mitigate adverse effects, thereby improving safety, health, and overall OH&S performance. Adapt these steps to the specific needs and complexities of your organization’s OH&S Management System and incident management processes.

Documented Information Required

Documents:

  1. Change Management Procedure: A documented procedure outlining the organization’s approach to managing changes that could affect OH&S. This procedure should describe the steps involved in identifying, evaluating, and controlling changes.
  2. Change Request Form: A standardized form or document used to request and initiate changes. It should capture essential information about the proposed change, including the reason for the change, its potential impact on OH&S, and the individuals or departments responsible for implementing and approving the change.
  3. Risk Assessment Procedure: A documented procedure that outlines the organization’s method for assessing the risks associated with proposed changes. This procedure should detail the criteria for risk assessment and the process for determining controls.
  4. Authorization and Approval Process: Documentation of the process for authorizing and approving changes, including the roles and responsibilities of individuals or teams involved in the decision-making process.
  5. Communication Plan: A documented plan for communicating changes to relevant parties within the organization. This plan should include details on who needs to be informed about the change and how the communication will be conducted.

Records:

  1. Change Request Records: Records of all change requests received, including information about the proposed changes, their potential impact on OH&S, and the decisions made regarding each request.
  2. Risk Assessment Records: Records of risk assessments conducted for each proposed change. This should include the results of the risk assessment, risk ratings, and control measures identified.
  3. Authorization and Approval Records: Records of the authorization and approval process for each change, including the names of individuals or committees responsible for making these decisions.
  4. Communication Records: Records of communication related to changes, including emails, meeting minutes, or other documentation that demonstrates how the organization informed relevant parties about the changes and their implications for OH&S.
  5. Training Records: Records of any training provided to employees or other affected parties to ensure they are competent in implementing or adapting to the changes safely.
  6. Monitoring and Review Records: Records of monitoring and review activities related to changes. This may include performance evaluations, audits, or inspections to ensure that the changes are effective and do not result in unintended consequences.
  7. Incident and Non-Conformity Records: Records of any incidents or non-conformities that occur as a result of changes. These records should include details about the incidents, investigations, and corrective actions taken.
  8. Documented Information Control Records: Records related to the control of documented information associated with changes, including version control, distribution, access, and retention.

Example of Procedure for Management of change

Objective: To establish a systematic process for identifying, evaluating, and controlling changes that may impact occupational health and safety (OH&S) within the organization.

Scope: This procedure applies to all changes that could affect OH&S, including changes to processes, equipment, materials, facilities, personnel, or organizational structure.

Responsibilities:

  • Top Management: Responsible for overall oversight of the change management process.
  • OH&S Manager: Responsible for implementing and maintaining the procedure.
  • Change Initiator: Any individual or department proposing a change must initiate the process.
  • Change Assessment Team: Comprised of relevant experts, including safety professionals, to assess the impact of proposed changes.
  • Change Approval Authority: Responsible for authorizing or rejecting proposed changes.
  • Affected Employees: Must be informed and involved in changes affecting their work.

Procedure:

1. Change Initiation: Any employee or department proposing a change that could impact OH&S must complete a Change Request Form (Appendix A) and submit it to the OH&S Manager.

2. Preliminary Review:

  • The OH&S Manager reviews the Change Request Form for completeness and assigns a unique identifier to the change request.
  • The OH&S Manager forwards the request to the Change Assessment Team.

3. Change Assessment:

  • The Change Assessment Team conducts a risk assessment to evaluate the potential impact of the proposed change on OH&S. This includes identifying hazards, assessing risks, and determining control measures.
  • The team documents the results of the risk assessment and recommends control measures if required.

4. Authorization and Approval:

  • The Change Assessment Team submits its findings and recommendations to the Change Approval Authority.
  • The Change Approval Authority reviews the assessment and either authorizes or rejects the change. If approved, they specify any conditions or control measures necessary for implementation.
  • The Change Approval Authority communicates the decision to the Change Initiator.

5. Communication:

  • The Change Initiator, in consultation with the OH&S Manager, develops a communication plan to inform affected employees, contractors, and relevant stakeholders about the approved change.
  • Communication may include meetings, training sessions, emails, and other relevant methods.

6. Implementation: The Change Initiator and affected employees implement the approved change in accordance with the established controls and procedures.

7. Monitoring and Review:

  • The Change Initiator and OH&S Manager monitor the implementation to ensure it aligns with the approved plan and does not result in unintended consequences.
  • Periodic reviews of the change’s effectiveness are conducted to verify that OH&S objectives are met.

8. Incident and Non-Conformity Reporting: Any incidents, near misses, or non-conformities related to the change are reported, investigated, and documented in accordance with the organization’s incident management procedures.

9. Documented Information Control: The OH&S Manager is responsible for maintaining clear documentation of the change management process, including records of change requests, risk assessments, authorizations, communication plans, and monitoring activities.

10. Management Review:Changes and their impact on OH&S are included as part of regular management reviews, ensuring that senior management is informed about the status of changes and their associated OH&S risks.

Appendix A: Change Request Form

(

Change Request Number: [Auto-generated]

Date of Request: [Date]

Requester Information:

  • Name: [Requester’s Name]
  • Department: [Requester’s Department]
  • Position/Job Title: [Requester’s Position]
  • Contact Information: [Email/Phone Number]

Description of Proposed Change:

  • Title/Description of Change: [Provide a brief and descriptive title or summary of the proposed change]

Change Type:

  • Process Change
  • Equipment Change
  • Facility Change
  • Personnel Change
  • Organizational Change
  • Other (Specify): [__________]

Reason for Change:

[Explain the reason for the proposed change, including any background information or context that helps justify the change.]

Potential OH&S Impact:

[Describe the potential impact of the change on occupational health and safety. Consider hazards, risks, and any mitigation measures.]

Proposed Implementation Date: [Date]

Resources Required:

  • Personnel: [List the names or roles of individuals or teams required for implementing the change]
  • Budget: [Specify if any budget allocation is required for the change]
  • Equipment/Materials: [Specify any equipment, materials, or resources needed for the change]

Attachments:

[Attach any supporting documents or additional information related to the change, such as diagrams, plans, or specifications.]

Authorization and Approval:

  • Change Initiator’s Signature: ______________________
  • Date: ______________________

Review and Assessment:

  • Review by OH&S Manager/Team: [Review findings and recommendations]
  • Review Date: [Date]
  • OH&S Manager’s/Team’s Comments: ______________________
  • OH&S Manager’s/Team’s Signature: ______________________

Change Approval:

  • Change Approved: [ ] Yes [ ] No
  • Authorized by: [Name and Position]
  • Date of Approval: [Date]

Conditions and Control Measures (if approved):

[Specify any conditions or control measures that need to be in place for the change to be approved and implemented safely.]

Communication Plan:

[Outline the plan for communicating the approved change to affected employees, contractors, and stakeholders.]

Monitoring and Review:

[Explain how the implementation of the change will be monitored and reviewed for effectiveness and OH&S compliance.]

Documented Information Control:

  • Document Owner (for record-keeping): [Name and Position]
  • Retention Period for This Document: [Specify retention period]

Attachments (if any):

[List any attached documents and provide a brief description of each attachment.]

Note: This Change Request Form is to be submitted to the OH&S Manager or relevant authority for review and approval. Upon approval, the change may proceed in accordance with the specified conditions and control measures.

This procedure provides a structured approach to managing changes that could affect OH&S, ensuring that risks are assessed, controls are in place, and communication is effective. It should be customized to fit the specific needs and complexities of your organization’s OH&S Management System.

Published by Pretesh Biswas

Pretesh Biswas has wealth of qualifications and experience in providing results-oriented solutions for your system development, training or auditing needs. He has helped dozens of organizations in implementing effective management systems to a number of standards. He provide a unique blend of specialized knowledge, experience, tools and interactive skills to help you develop systems that not only get certified, but also contribute to the bottom line. He has taught literally hundreds of students over the past 5 years. He has experience in training at hundreds of organizations in several industry sectors. His training is unique in that which can be customized as to your management system and activities and deliver them at your facility. This greatly accelerates the learning curve and application of the knowledge acquired. He is now ex-Certification body lead auditor now working as consultancy auditor. He has performed hundreds of audits in several industry sectors. As consultancy auditor, he not just report findings, but provide value-added service in recommending appropriate solutions. Experience Consultancy: He has helped over 100 clients in a wide variety of industries achieve ISO 9001,14001,27001,20000, OHSAS 18001 and TS 16949 certification. Industries include automotive, metal stamping and screw machine, fabrication, machining, assembly, Forging electrostatic and chrome plating, heat-treating, coatings, glass, plastic and rubber products, electrical and electronic equipment, assemblies & components, batteries, computer hardware and software, printing, placement and Security help, warehousing and distribution, repair facilities, consumer credit counseling agencies, banks, call centers, etc. Training: He has delivered public and on-site quality management training to over 1000 students. Courses include ISO/TS -RAB approved Lead Auditor, Internal Auditing, Implementation, Documentation, as well as customized ISO/TS courses, PPAP, FMEA, APQP and Control Plans. Auditing: He has conducted over 100 third party registration and surveillance audits and dozens of gap, internal and pre-assessment audits to ISO/QS/TS Standards, in the manufacturing and service sectors. Other services: He has provided business planning, restructuring, asset management, systems and process streamlining services to a variety of manufacturing and service clients such as printing, plastics, automotive, transportation and custom brokerage, warehousing and distribution, electrical and electronics, trading, equipment leasing, etc. Education & professional certification: Pretesh Biswas has held IRCA certified Lead Auditor for ISO 9001,14001 and 27001. He holds a Bachelor of Engineering degree in Mechanical Engineering and is a MBA in Systems and Marketing. Prior to becoming a business consultant 6 years ago, he has worked in several portfolios such as Marketing, operations, production, Quality and customer care. He is also certified in Six Sigma Black belt .

Published

Leave a Reply