8.1.4.1 General

The organization shall establish, implement and maintain a process(es) to control the procurement of products and services in order to ensure their conformity to its OH&S management system.

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

The procurement process(es) should be used to determine, assess and eliminate hazards, and to reduce OH&S risks associated with, for example, products, hazardous materials or substances, raw materials, equipment, or services before their introduction into the workplace. The organization’s procurement process(es) should address requirements including, for example, supplies, equipment, raw materials, and other goods and related services purchased by the organization to conform to the organization’s OH&S management system. The process should also address any needs for consultation (see 5.4) and communication (see 7.4). The organization should verify that equipment, installations and materials are safe for use by workers by ensuring:
a) equipment is delivered according to specification and is tested to ensure it works as intended;
b) installations are commissioned to ensure they function as designed;
c) materials are delivered according to their specifications;
d) any usage requirements, precautions or other protective measures are communicated and made available.

Controlling the procurement of products and services to ensure their conformity to an Occupational Health and Safety (OH&S) management system is crucial for the safety and well-being of employees and the organization as a whole. Here are steps and strategies to achieve this:

1. Clearly define your organization’s OH&S requirements for products and services. This includes identifying specific safety and health standards, regulations, and criteria that suppliers must meet.
2. Implement a robust supplier evaluation process. Assess potential suppliers not only for cost and quality but also for their commitment to OH&S compliance.
3. Establish criteria for supplier selection that prioritize safety and health considerations.
4. Conduct regular supplier audits and assessments to ensure that suppliers are meeting your OH&S requirements.
5. Develop checklists or questionnaires to evaluate suppliers’ OH&S performance.
6. Provide training and guidance to suppliers about your organization’s OH&S management system, policies, and expectations.
7. Foster awareness among suppliers regarding their role in maintaining a safe and healthy workplace.
8. Clearly define OH&S requirements in procurement contracts and agreements. This should include compliance with relevant laws, regulations, and standards.
9. Specify consequences for non-compliance and outline a plan for corrective actions.
10. Establish Key Performance Indicators (KPIs) to monitor supplier performance in relation to OH&S.
11. Regularly review supplier performance against these metrics.
12. Conduct risk assessments related to procured products and services. Identify potential OH&S risks associated with suppliers and their offerings.
13. Develop risk mitigation plans and contingency measures.
14. Foster open communication channels with suppliers. Encourage them to report any OH&S incidents, concerns, or improvement opportunities.
15. Collaborate with suppliers on OH&S improvement initiatives.
16. Maintain thorough documentation of all procurement activities related to OH&S. This includes contracts, audits, assessments, and performance records.
17. Continuously evaluate and improve your procurement processes and practices related to OH&S.
18. Use lessons learned from incidents or non-conformities to refine your approach.
19. Ensure that all procurement activities comply with relevant OH&S laws, regulations, and industry standards.
20. Stay updated on changes in OH&S regulations that may impact your procurement processes.
21. Consider working with suppliers who have third-party certifications or accreditations related to OH&S, as these can provide additional assurance of compliance.
22. Conduct regular internal audits of your procurement processes to identify areas of improvement and ensure that your organization is adhering to its OH&S management system.

By implementing these steps and strategies, your organization can exercise control over the procurement of products and services to ensure their conformity to its OH&S management system, thereby promoting a safer and healthier work environment. Regular monitoring, evaluation, and communication with suppliers are key to maintaining compliance and driving continuous improvement in OH&S practices within the supply chain.

Here are some key points on how the procurement process can contribute to occupational health and safety:

1. Hazard Identification: During the procurement process, organizations should identify potential hazards associated with the products, materials, equipment, or services they plan to acquire. This involves assessing the inherent risks and understanding how these items may impact the health and safety of employees and others in the workplace.
2. Risk Assessment: After identifying hazards, a risk assessment should be conducted to evaluate the severity of potential harm and the likelihood of exposure. This assessment helps prioritize risks and decide on appropriate control measures.
3. Supplier Evaluation: Organizations should evaluate potential suppliers not only based on cost and quality but also on their commitment to safety. Suppliers with strong safety records and practices should be preferred, as they can help reduce OH&S risks.
4. Specification and Selection: Clearly defining safety specifications and requirements in procurement documents is essential. This ensures that the products, materials, or services selected meet safety standards and comply with relevant regulations.
5. Control Measures: Procurement can be used to specify control measures that suppliers must implement to mitigate risks. For example, suppliers of hazardous materials may need to provide safety data sheets and proper labeling.
6. Continuous Monitoring: The procurement process doesn’t end with supplier selection. Ongoing monitoring and audits of suppliers’ safety performance should be part of the process to ensure compliance with safety requirements.
7. Training and Information: Employees should be informed about the potential hazards associated with newly acquired items or services. Training programs can help them understand how to use these resources safely.
8. Documentation: Proper documentation of the procurement process, including hazard assessments, risk assessments, and supplier safety agreements, is essential for compliance and accountability.

By integrating occupational health and safety considerations into the procurement process, organizations can proactively reduce risks, protect the well-being of employees, and ensure compliance with relevant regulations and standards. This holistic approach to procurement contributes to a safer and healthier workplace.

Evaluation of supplier related to OH & S

Evaluating suppliers related to Occupational Health and Safety (OH&S) involves assessing their performance and commitment to workplace safety to ensure that they align with your organization’s OH&S goals and requirements. Here’s a step-by-step guide on how to evaluate suppliers in this context:

• Before you can evaluate suppliers, you need to define the OH&S criteria and requirements that are important for your organization. These criteria may include compliance with safety regulations, safety performance records, commitment to continuous improvement in OH&S, and other specific factors relevant to your industry or organization.
• Create a list of suppliers who provide goods, services, or materials that have a direct or indirect impact on occupational health and safety within your organization.
• Conduct a preliminary assessment of potential suppliers by reviewing publicly available information, such as their websites, safety certifications, and past safety records.
• Develop a questionnaire that asks suppliers about their OH&S practices, policies, and performance. Request information on their safety programs, incident history, safety training, and safety equipment.
• Request relevant documentation from suppliers, such as safety policies, incident reports, safety training records, safety data sheets (SDS) for hazardous materials, and any certifications related to OH&S.
• If necessary, schedule on-site audits or inspections of the supplier’s facilities. This step may be especially important for suppliers of critical safety equipment or hazardous materials.
• Conduct a risk assessment to identify potential OH&S risks associated with each supplier’s products or services. Assess the severity and likelihood of these risks.
• Evaluate the supplier responses to the questionnaire, the documentation provided, and the findings from on-site audits or inspections.
• Ensure that suppliers comply with relevant OH&S laws and regulations. This includes compliance with safety standards, reporting requirements, and any industry-specific regulations.
• Review the supplier’s history of OH&S incidents and accidents related to their products or services. Assess their response and corrective actions in each case.
• Evaluate the supplier’s training programs and the competency of their employees in matters of OH&S.
• Assess the quality and availability of safety equipment and personal protective equipment (PPE) provided by the supplier.
• Verify that the supplier provides accurate hazard communication for their products, materials, or services. Ensure that safety data sheets (SDS) are provided for hazardous materials.
• Use key performance indicators (KPIs) to measure the supplier’s OH&S performance over time, such as the number of incidents, accident rates, and compliance with corrective actions.
• Based on the evaluation criteria and findings, provide an overall assessment of the supplier’s OH&S performance. Assess whether their performance is satisfactory, needs improvement, or is unsatisfactory.
• Provide recommendations for improvement and specify any corrective actions that the supplier needs to take to address deficiencies.
• Schedule follow-up assessments or audits to ensure that the supplier is implementing corrective actions and improving their OH&S performance.
• Work with the supplier to develop a performance improvement plan if needed.
• Maintain records of all supplier evaluations, assessments, audits, and corrective actions.
• Periodically review and update your supplier evaluation process to ensure its effectiveness in enhancing OH&S performance.

Documented Information required

Documents:

1. Procurement Policy: A documented policy that outlines the organization’s commitment to considering OH&S risks and opportunities in the procurement process.
2. Procurement Procedures: Documented procedures that describe how the organization plans, conducts, and evaluates procurement activities while considering OH&S criteria.
3. OH&S Criteria for Procurement: Documentation specifying the OH&S criteria, standards, and requirements that must be met by suppliers and contractors. This may include safety standards, compliance with regulations, and specific OH&S performance expectations.
4. Supplier Evaluation Criteria: Criteria used to evaluate and select suppliers based on their OH&S performance and commitment to safety.
5. Supplier Audits: Documentation related to audits conducted on suppliers to assess their compliance with OH&S requirements and standards.
6. Contractual Agreements: Copies of contracts, purchase orders, or agreements with suppliers that specify OH&S requirements, responsibilities, and expectations.
7. Safety Data Sheets (SDS): SDS for hazardous materials or substances procured by the organization. These sheets should be readily available and accessible for reference.

Records:

1. Supplier Assessment Records: Records of supplier assessments, including the evaluation of their OH&S performance, compliance with safety standards, and other relevant criteria.
2. Supplier Audit Reports: Reports from supplier audits, including findings, corrective actions taken, and follow-up actions to ensure compliance with OH&S requirements.
3. Contract Records: Records of contracts, purchase orders, or agreements with suppliers that include OH&S clauses and obligations.
4. Communication Records: Records of communication with suppliers regarding OH&S requirements and expectations.
5. Records of Non-Conformities: Records of any non-conformities identified during the procurement process and actions taken to address them.
6. Training Records: If training is provided to suppliers or procurement personnel regarding OH&S requirements, records of the training sessions and attendees should be maintained.
7. Documentation of OH&S Criteria Compliance: Documentation demonstrating that procured products, materials, or services meet the specified OH&S criteria and standards.
8. Records of Hazard and Risk Assessments: Documentation of hazard and risk assessments related to procured items or services.

Example of procedure for procurement related to OH&S management system

Objective: To ensure that all procurement activities related to Occupational Health and Safety (OH&S) align with organizational OH&S goals and legal obligations.

Scope: This procedure applies to all procurement activities within the organization where OH&S considerations are relevant.

Procedure:

1. Identification of OH&S Needs:
   • The department or individual requiring goods, services, or materials related to OH&S identifies the specific OH&S needs and requirements.
   • The OH&S requirements may include, but are not limited to, personal protective equipment (PPE), safety training, safety equipment, hazardous materials, and safety signage.
2. OH&S Criteria Development:
   • The requester, in consultation with the OH&S team or responsible personnel, defines the OH&S criteria and requirements that must be met by potential suppliers.
   • OH&S criteria may include compliance with relevant safety standards, regulatory requirements, and adherence to organizational OH&S policies.
3. Supplier Selection:
   • The procurement department, in collaboration with the OH&S team, develops a list of potential suppliers based on the OH&S criteria and requirements.
   • Suppliers’ OH&S performance, safety records, and commitment to workplace safety are considered during supplier selection.
4. Bid Evaluation:
   • Suppliers are invited to submit bids or proposals that include details on how they will meet the OH&S criteria and requirements.
   • Bids are evaluated not only based on cost but also on OH&S considerations.
5. Contract Development:
   • Contracts or purchase agreements with selected suppliers are developed to include OH&S clauses, responsibilities, and expectations.
   • OH&S-related deliverables, timelines, and reporting requirements are clearly defined in the contract.
6. Risk Assessment:
   • A risk assessment is conducted to identify potential OH&S risks associated with the procurement activity.
   • Strategies to mitigate these risks are developed and documented.
7. Communication with Suppliers:
   • Clear communication channels are established with selected suppliers regarding OH&S requirements and expectations.
   • Suppliers are made aware of their responsibilities in maintaining workplace safety.
8. Supplier Audits and Inspections:
   • A process for conducting OH&S audits and inspections of suppliers, especially those dealing with hazardous materials or critical safety equipment, is implemented.
   • The frequency and criteria for audits are defined.
9. Performance Monitoring:
   • Metrics and key performance indicators (KPIs) are established to monitor suppliers’ ongoing OH&S performance.
   • Regular reporting and review of supplier performance are implemented.
10. Documentation and Records:
    • All relevant documentation and records, including supplier evaluations, audit reports, communication records, and compliance documentation, are maintained and organized.
11. Non-Conformance Handling:
    • Procedures for addressing and resolving non-conformities related to OH&S during procurement are defined.
    • Corrective actions are taken as necessary.
12. Training and Awareness:
    • Procurement personnel are trained on OH&S requirements and considerations in the procurement process.
13. Continuous Improvement:
    • The procedure is periodically reviewed for its effectiveness in ensuring OH&S compliance and alignment with organizational goals.
    • Necessary adjustments are made to improve the OH&S procurement process.
14. Review and Approval:
    • A process for the review and approval of procurement decisions, particularly those related to OH&S, is established.
15. Documentation Retention:
    • Guidelines for the retention and archiving of procurement records and OH&S documentation are outlined.

Example of Supplier Assessment Record

Supplier Information:

• Supplier Name: [Supplier’s Company Name]
• Supplier Contact: [Name of Supplier Contact Person]
• Supplier Address: [Supplier’s Address]
• Supplier Contact Email: [Supplier’s Contact Email]
• Supplier Contact Phone: [Supplier’s Contact Phone Number]
• Supplier Registration Number (if applicable): [Supplier’s Registration Number]

Assessment Details:

• Assessment Date: [Date of Supplier Assessment]
• Assessment Conducted by: [Name of Assessor]
• Assessment Type: [Initial Assessment / Periodic Assessment / Re-assessment]

OH&S Performance Evaluation:

1. Compliance with OH&S Regulations:
   • Supplier demonstrates compliance with applicable OH&S laws and regulations.
   • Supplier provides relevant certifications or documentation of compliance.
2. Safety Policies and Procedures:
   • Supplier has documented OH&S policies and procedures in place.
   • Policies and procedures are communicated to employees and are accessible.
3. Incident Reporting and Investigation:
   • Supplier has a process for reporting and investigating OH&S incidents.
   • Records of incidents and investigations are maintained.
4. Training and Competency:
   • Supplier provides OH&S training to its employees.
   • Evidence of training records and employee competency.
5. Safety Equipment and PPE:
   • Supplier provides and maintains necessary safety equipment and personal protective equipment (PPE).
   • PPE is in good condition and meets safety standards.
6. Hazard Communication:
   • Supplier provides accurate hazard communication related to products, materials, or services.
   • Safety data sheets (SDS) are provided for hazardous materials.

Performance Metrics:

• Key Performance Indicators (KPIs):
  • Number of OH&S incidents or accidents involving supplier’s products/services.
  • Timeliness of incident reporting and resolution.
  • Compliance rate with OH&S requirements.

Audit and Inspection Findings (if applicable):

• Summary of recent OH&S audits or inspections conducted on the supplier.
• Identified non-conformities and corrective actions taken.

Performance Improvement Plan (if needed):

• If there are areas of non-compliance or performance concerns, outline a plan for improvement.

Overall Assessment:

• Supplier’s OH&S performance is satisfactory.
• Supplier’s OH&S performance needs improvement.
• Supplier’s OH&S performance is unsatisfactory.

Recommendations and Actions:

• List any recommendations for improvement.
• Specify any corrective actions required from the supplier.

Follow-up Actions:

• Schedule follow-up assessments or audits as needed.
• Monitor supplier’s progress in implementing corrective actions.

Assessment Report Prepared by:

• Name: [Name of Assessor]
• Title: [Assessor’s Job Title]
• Date: [Date of Assessment Report Preparation]

Approval:

• Signature of Approving Authority: [Signature]
• Date of Approval: [Date]

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.

ISO 45001:2018 Requirement

The organization shall establish, implement and maintain a process(es) for the elimination of hazards and reduction of OH&S risks using the following hierarchy of controls:
a) eliminate the hazard;
b) substitute with less hazardous processes, operations, materials or equipment;
c) use engineering controls and reorganization of work;
d) use administrative controls, including training;
e) use adequate personal protective equipment.
NOTE In many countries, legal requirements and other requirements include the requirement that personal protective equipment (PPE) is provided at no cost to workers.

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

The hierarchy of controls is intended to provide a systematic approach to enhance occupational health and safety, eliminate hazards, and reduce or control OH&S risks. Each control is considered less effective than the one before it. It is usual to combine several controls in order to succeed in reducing the OH&S risks to a level that is as low as reasonably practicable.
The following examples are given to illustrate measures that can be implemented at each level.
a) Elimination: removing the hazard; stopping using hazardous chemicals; applying ergonomics approaches when planning new workplaces; eliminating monotonous work or work that causes negative stress; removing fork-lift trucks from an area.
b) Substitution: replacing the hazardous with less hazardous; changing to answering customer complaints with online guidance; combating OH&S risks at source; adapting to technical progress (e.g. replacing solvent-based paint by water-based paint; changing slippery floor material; lowering
voltage requirements for equipment).
c) Engineering controls, reorganization of work, or both: isolating people from hazard; implementing collective protective measures (e.g. isolation, machine guarding, ventilation systems); addressing mechanical handling; reducing noise; protecting against falls from height by using guard rails; reorganizing work to avoid people working alone, unhealthy work hours and workload, or to prevent victimization.
d) Administrative controls including training: conducting periodic safety equipment inspections; conducting training to prevent bullying and harassment; managing health and safety coordination with subcontractors’ activities; conducting induction training; administrating forklift driving licences; providing instructions on how to report incidents, nonconformities and victimization without fear of retribution; changing the work patterns (e.g. shifts) of workers; managing a health or medical surveillance programme for workers who have been identified as at risk (e.g. related to hearing, hand-arm vibration, respiratory disorders, skin disorders or exposure); giving appropriate instructions to workers (e.g. entry control processes).
e) Personal protective equipment (PPE): providing adequate PPE, including clothing and instructions for PPE utilization and maintenance (e.g. safety shoes, safety glasses, hearing protection, gloves).

Establishing, implementing, and maintaining processes for the elimination of hazards and the reduction of Occupational Health and Safety (OH&S) risks are fundamental aspects of an effective OH&S Management System. These processes aim to protect the health and safety of workers and prevent workplace accidents and illnesses. Here are the key steps involved in establishing and maintaining such processes:

• Establish a Strong OH&S Management System: Develop and implement a comprehensive OH&S Management System (e.g., based on ISO 45001) that outlines policies, procedures, and responsibilities for managing OH&S risks.
• Commitment from Top Management: Ensure that senior management demonstrates a strong commitment to OH&S by setting clear objectives, providing resources, and actively participating in safety initiatives.
• Hazard Identification: Implement processes for identifying workplace hazards. Encourage employees to report hazards and near misses. Conduct regular hazard assessments, including workplace inspections, job hazard analyses, and safety audits.
• Risk Assessment: Assess the risks associated with identified hazards. Evaluate the severity, likelihood, and potential consequences of each risk. Prioritize risks based on their level of risk (e.g., high, medium, low).
• Hierarchy of Controls: Follow the hierarchy of controls, which prioritizes control measures in this order: Elimination, Substitution, Engineering Controls, Administrative Controls, and Personal Protective Equipment (PPE).
• Elimination and Substitution: Prioritize the elimination or substitution of hazards whenever possible. Remove the hazard entirely or replace it with a safer alternative. Continually seek ways to redesign processes, equipment, or materials to eliminate hazards.
• Engineering Controls: Implement engineering controls to isolate or minimize hazards. Examples include machine guards, ventilation systems, and ergonomic improvements in workstation design.
• Administrative Controls: Establish administrative controls, such as safe work procedures, training programs, and work schedules, to reduce risks and ensure safe work practices.
• Personal Protective Equipment (PPE): When hazards cannot be eliminated or adequately controlled through other means, provide appropriate PPE to employees. Ensure that employees receive training on the proper selection, use, maintenance, and limitations of PPE.
• Emergency Preparedness: Develop and maintain emergency response plans and procedures to address potential incidents and minimize their impact on workers. Conduct drills and exercises to test the effectiveness of emergency response measures.
• Training and Competence: Provide comprehensive training to employees on hazard recognition, risk assessment, safe work practices, and emergency procedures. Ensure that employees are competent in implementing control measures and responding to emergencies.
• Monitoring and Review: Continuously monitor the effectiveness of control measures. Conduct periodic OH&S audits and inspections to identify new hazards and assess the performance of existing controls.
• Incident Reporting and Investigation: Establish a robust system for reporting incidents, near misses, and hazardous conditions. Investigate incidents to identify root causes and develop corrective and preventive actions.
• Documentation and Records: Maintain clear and organized records of hazard assessments, risk assessments, control measures, incident reports, training records, and audit findings.
• Continuous Improvement: Foster a culture of continuous improvement by encouraging employees to report hazards and suggest improvements to OH&S processes. Use data and feedback to make informed decisions for enhancing safety measures.
• Legal Compliance: Ensure that all hazard elimination and risk reduction activities comply with applicable OH&S laws, regulations, and standards.
• Management Review: Include hazard elimination and risk reduction as part of management reviews to assess the overall effectiveness of the OH&S Management System.
• Employee Involvement: Involve employees at all levels in hazard identification, risk assessments, and the development of control measures. Employees are often the best source of knowledge about workplace hazards.

By systematically implementing these measures and continuously monitoring and improving the OH&S Management System, an organization can work toward the elimination of hazards and the reduction of OH&S risks to ensure a safer and healthier workplace for its employees.The hierarchy of controls is a widely recognized framework for managing occupational health and safety (OH&S) risks. It provides a structured approach to prioritize control measures based on their effectiveness in reducing or eliminating hazards. The hierarchy of controls typically includes the following elements, listed in order of priority from most effective to least effective:

1. Eliminate the Hazard: The most effective control measure is to eliminate the hazard entirely. This means finding ways to redesign processes, operations, or tasks in a way that removes the hazard from the workplace. If the hazard no longer exists, there is no risk to control.
2. Substitute with Less Hazardous Processes, Operations, Materials, or Equipment: If it’s not possible to eliminate the hazard, the next best approach is to substitute it with something less hazardous. This involves replacing a hazardous material, process, or equipment with a safer alternative. Substitution aims to reduce the inherent risk.
3. Use Engineering Controls and Reorganization of Work: Engineering controls involve modifying the physical environment or processes to reduce or control the hazard. This may include installing safety guards, ventilation systems, or automated equipment. Reorganizing work processes can also help mitigate risk by reducing exposure to hazards.
4. Use Administrative Controls, Including Training: Administrative controls are measures that focus on changing the way people work and interact with hazards. These controls include implementing safe work procedures, training employees, providing clear instructions, and establishing work schedules to minimize exposure to hazards.
5. Use Adequate Personal Protective Equipment (PPE): Personal protective equipment is the last line of defense when other control measures are not feasible or sufficient. PPE includes items like helmets, gloves, goggles, and respirators. PPE is used to protect workers from specific hazards when all other measures have been exhausted.

It’s important to note that the goal is to start at the top of the hierarchy (elimination or substitution) and work your way down as needed. The lower levels (engineering controls, administrative controls, and PPE) should be considered when the higher-level controls are not feasible or fully effective.The hierarchy of controls is a flexible framework that allows organizations to tailor their OH&S risk management strategies to specific hazards and situations. The goal is to prioritize control measures that provide the greatest protection to workers and reduce the risk of occupational injuries and illnesses.

In many countries, legal requirements and other requirements include the requirement that personal protective equipment (PPE) is provided at no cost to workers.

In many countries, legal requirements and other regulations related to occupational health and safety (OH&S) mandate that employers provide personal protective equipment (PPE) to workers at no cost. This requirement is established to ensure that workers have access to the necessary PPE to protect themselves from workplace hazards without incurring personal expenses. Here are key points regarding this requirement:

1. Legal Obligation: Occupational health and safety laws in many countries, regions, and jurisdictions stipulate that employers must provide PPE to their employees as part of their duty to ensure a safe and healthy workplace.
2. No Cost to Workers: These legal requirements often specify that the cost of purchasing, maintaining, and replacing PPE should be borne by the employer, and workers should not be charged for the PPE provided.
3. Types of PPE: PPE encompasses various types of equipment, including safety helmets, gloves, safety glasses, hearing protection, respiratory protection, protective clothing, and more, depending on the nature of the workplace hazards.
4. Fit for Purpose: Employers are responsible for ensuring that the provided PPE is appropriate for the specific workplace hazards and job tasks. PPE should be selected based on a risk assessment and the nature of the work.
5. Training and Maintenance: Employers should also provide training to workers on the proper use, care, and maintenance of PPE to ensure its effectiveness and longevity.
6. Replacement and Repairs: If PPE becomes damaged, ineffective, or reaches the end of its service life, employers are typically responsible for replacing it or making necessary repairs.
7. Recordkeeping: Employers may be required to maintain records related to the provision, use, and maintenance of PPE to demonstrate compliance with OH&S regulations.
8. Worker Involvement: In many jurisdictions, workers and their representatives have a right to be involved in the selection, evaluation, and use of PPE. Their input is valuable in ensuring that PPE is suitable and comfortable for the workforce.

It’s important for employers to be aware of and comply with the specific OH&S regulations in their region or country regarding PPE. Failing to provide PPE at no cost or ensuring its proper use can result in legal consequences, including fines and penalties, as well as increased workplace injuries and illnesses.Employers should prioritize the safety and well-being of their workers by not only providing appropriate PPE but also by fostering a safety culture that encourages PPE use and compliance with safety guidelines and regulations.

Examples of processes for the elimination of hazards and reduction of Occupational Health and Safety (OH&S) risks using the hierarchy of controls:

Hazard: Exposure to Harmful Chemicals

1. Elimination: Process Modification
   • Identify the hazardous chemicals used in the workplace.
   • Explore alternative processes or materials that do not involve the use of these chemicals.
   • Implement a substitution process that replaces hazardous chemicals with safer alternatives.
2. Substitution: Material Replacement
   • Identify a less hazardous chemical that can perform the same function.
   • Replace the hazardous chemical with the safer alternative.
   • Ensure that employees are trained in handling the new material safely.
3. Engineering Controls: Process Redesign
   • Install a ventilation system to control chemical fumes and vapors.
   • Use enclosed systems, such as fume hoods or glove boxes, to contain the chemicals during use.
   • Implement automated processes to minimize direct contact with chemicals.
4. Administrative Controls: Safe Work Procedures
   • Develop and document safe work procedures for handling hazardous chemicals.
   • Establish a clear process for labeling, storing, and disposing of chemicals.
   • Provide training to employees on chemical safety and emergency response.
5. Personal Protective Equipment (PPE): Last Resort
   • Provide employees with appropriate PPE, such as chemical-resistant gloves, goggles, and respirators.
   • Ensure that PPE is readily available and properly maintained.
   • Train employees on the correct use, maintenance, and limitations of PPE.

Hazard: Machinery Hazards

1. Elimination: Automation
   • Assess the need for manual operations that involve machinery.
   • Explore automation options to replace manual tasks.
   • Implement robotic or automated systems to perform hazardous tasks.
2. Substitution: Equipment Replacement
   • Identify machinery with inherent safety features, such as machine guarding.
   • Replace older, unsafe machinery with newer, safer models.
   • Ensure that equipment meets recognized safety standards.
3. Engineering Controls: Guarding and Interlocks
   • Install machine guards to prevent access to moving parts.
   • Use interlock systems that shut down machinery when guards are opened.
   • Implement emergency stop buttons for immediate shutdown in emergencies.
4. Administrative Controls: Training and Procedures
   • Develop and enforce standard operating procedures for machine use.
   • Conduct training on machine safety, including lockout/tagout procedures.
   • Establish clear protocols for reporting and addressing equipment malfunctions.
5. Personal Protective Equipment (PPE): Limited Application
   • Provide PPE, such as safety glasses or hearing protection, for situations where engineering controls and administrative controls are insufficient.
   • Ensure that PPE is readily available and employees are trained in its use.

Documents requirements

Here are some of the typical documents and records that organizations often maintain to demonstrate compliance with Clause 8.1.2:

• Hazard Identification and Risk Assessment Records: Records of identified hazards in the workplace, including their nature, location, and potential risks. Documentation of the risk assessment process, including the criteria used for risk assessment, risk ratings, and prioritization of risks.
• Risk Control Plans: Documentation outlining control measures and actions to eliminate or reduce identified hazards and associated risks. Records of the selection of control measures, including engineering controls, administrative controls, and the use of personal protective equipment (PPE).
• Safe Work Procedures: Written procedures that describe how specific tasks or activities should be carried out safely, taking into account the identified hazards and control measures.
• Records of Employee Training and Competence: Documentation of training programs provided to employees regarding hazard identification, risk assessment, and safe work practices. Records of employee competence assessments related to OH&S responsibilities.
• Incident Reports and Investigations: Records of incidents, accidents, near misses, and hazardous conditions, along with incident investigation reports and corrective/preventive actions taken to address identified issues.
• Change Management Records: Documentation of changes to processes, equipment, materials, or procedures that could impact safety. This includes change requests, assessments, approvals, and implementation plans.
• Documentation of Performance Reviews:Records of performance reviews related to hazard identification, risk assessment, and risk control measures. This may include minutes of meetings, decisions made, and action plans.
• Communication Records: Documentation of internal and external communication related to hazard identification, risk assessment, and risk control, including records of meetings, notifications, and safety bulletins.
• Records of Consultation with Workers:Records of meetings and consultations with workers and their representatives specifically regarding hazard identification, risk assessment, and risk control activities.

8.1.1 General

The organization shall plan, implement, control and maintain the processes needed to meet requirements of the OH&S management system, and to implement the actions determined in Clause 6, by:
a) establishing criteria for the processes;
b) implementing control of the processes in accordance with the criteria;
c) maintaining and retaining documented information to the extent necessary to have confidence that the processes have been carried out as planned;
d) adapting work to workers.
At multi-employer workplaces, the organization shall coordinate the relevant parts of the OH&S management system with the other organizations.

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

Operational planning and control of the processes need to be established and implemented as necessary to enhance occupational health and safety, by eliminating hazards or, if not practicable, by reducing the OH&S risks to levels as low as reasonably practicable for operational areas and activities. Examples of operational control of the processes include:

1. the use of procedures and systems of work;
2. ensuring the competence of workers;
3. establishing preventive or predictive maintenance and inspection programmes;
4. specifications for the procurement of goods and services;
5. application of legal requirements and other requirements, or manufacturers’ instructions for equipment;
6. engineering and administrative controls;
7. adapting work to workers; for example, by:
   • defining, or redefining, how the work is organized;
   • the induction of new workers;
   • defining, or redefining, processes and working environments;
   • using ergonomic approaches when designing new, or modifying, workplaces, equipment, etc.

1) The organization shall plan, implement, control and maintain the processes needed to meet requirements of the OH&S management system

Planning, implementing, controlling, and maintaining processes to meet the requirements of the Occupational Health and Safety (OH&S) Management System is crucial for ensuring the effectiveness of the system and the organization’s commitment to worker safety. Here’s a breakdown of each element:

1. Planning:
   • Define Objectives: Clearly define the OH&S objectives and targets based on the organization’s policy and applicable legal and regulatory requirements.
   • Hazard Identification: Identify potential hazards, risks, and compliance requirements specific to the organization’s activities and workplace.
   • Risk Assessment: Assess the identified hazards and evaluate the associated risks. Prioritize them based on severity and likelihood.
   • Resource Allocation: Determine the resources (personnel, equipment, finances) required to implement and maintain the OH&S processes effectively.
   • Action Plans: Develop action plans that outline how the organization will achieve its OH&S objectives, including specific tasks, responsibilities, and timelines.
2. Implementation:
   • OH&S Procedures: Develop documented procedures that outline how the organization will address identified hazards, control risks, and respond to incidents.
   • Training: Provide OH&S training to employees and relevant personnel to ensure they understand their roles and responsibilities.
   • Emergency Response: Establish procedures and systems for responding to emergencies and incidents promptly and effectively.
   • Communication: Establish clear communication channels for sharing OH&S information, including reporting incidents, sharing safety instructions, and promoting awareness.
   • Documentation: Create and maintain documented information required for the OH&S Management System, including policies, procedures, risk assessments, and records.
   • Operational Controls: Implement controls and measures to mitigate identified risks, such as engineering controls, administrative controls, and personal protective equipment (PPE).
3. Control:
   • Monitoring and Measurement: Continuously monitor OH&S performance, including the effectiveness of controls and compliance with policies and procedures.
   • Incident Reporting: Establish a system for reporting incidents, near misses, and hazards. Investigate incidents to identify root causes and implement corrective actions.
   • Audit and Review: Conduct regular OH&S audits and reviews to ensure compliance with established procedures and standards. Evaluate the effectiveness of the OH&S Management System.
   • Change Management: Implement a change control process to manage changes to OH&S processes, procedures, and documentation.
4. Maintenance:
   • Document Control: Maintain control over documented information, including version control, access control, and retention schedules.
   • Equipment Maintenance: Ensure that safety equipment and systems are regularly inspected and maintained to ensure their effectiveness.
   • Training and Awareness: Continuously provide OH&S training, awareness programs, and updates to keep personnel informed about safety procedures and requirements.
   • Legal Compliance: Keep abreast of changes in OH&S laws and regulations and ensure that the organization remains in compliance.
   • Management Review: Conduct regular management reviews of the OH&S Management System to evaluate its performance, identify areas for improvement, and make necessary adjustments.

By following these steps, organizations can establish a robust OH&S Management System that not only meets the requirements of ISO 45001 but also fosters a culture of safety, reduces workplace risks, and protects the well-being of employees and other stakeholders. Regular review and improvement of processes are essential to adapt to changing circumstances and continuously enhance safety performance.

2) The organization must implement the actions determined in Clause 6, by establishing criteria for the processes

Establishing criteria for processes is a fundamental step in ensuring that the processes within the Occupational Health and Safety (OH&S) Management System are effective, efficient, and aligned with organizational objectives. These criteria provide clear guidelines and standards for each process, helping to measure performance, monitor compliance, and achieve desired outcomes.

1. Hazard Identification and Risk Assessment:
   • Purpose: To proactively identify potential sources of harm and evaluate the risks to employee health and safety.
   • Criteria: Criteria for this process may include clear guidelines on how to identify hazards, assess risk severity and likelihood, prioritize risks, and define acceptable risk levels.
   • Process: Systematically identify workplace hazards, assess the associated risks, and prioritize them based on severity and likelihood.
   • Examples: Risk assessment criteria may include a risk matrix with defined risk levels (e.g., low, medium, high), criteria for when risk reduction measures are required, and thresholds for reporting significant risks.
2. Operational Planning:
   • Purpose: To ensure that all operational activities are carried out safely and in accordance with established OH&S policies and procedures.
   • Process: Develop plans and strategies for conducting operations safely. This includes defining procedures, work instructions, and safe work practices.
   • Criteria: Criteria for operational planning should outline what constitutes a well-developed plan, including the use of standardized procedures, safe work practices, and compliance with relevant OH&S regulations.
   • Examples: Criteria may include a checklist for the completeness of an operational plan, specifying that it must include hazard assessments, control measures, emergency response procedures, and training requirements.
3. Emergency Preparedness and Response:
   • Purpose: To protect employees, visitors, and the environment in the event of emergencies and to minimize potential harm.
   • Process: Develop and maintain emergency response plans and procedures to address various emergency scenarios, such as fires, chemical spills, natural disasters, and medical emergencies.
   • Criteria: Criteria for emergency preparedness and response processes should define what constitutes a robust emergency plan, including specific response protocols, communication procedures, and regular testing and training.
   • Examples: Criteria may include requirements for conducting regular emergency drills, specifying response times for different types of emergencies, and ensuring that all employees are trained in emergency response procedures.
4. Operational Controls:
   • Purpose: To reduce or eliminate hazards and manage risks during day-to-day operations.
   • Process: Implement controls and measures to mitigate identified risks. This includes engineering controls, administrative controls, and the provision of personal protective equipment (PPE).
   • Criteria: Criteria for operational controls involve establishing standards for implementing engineering and administrative controls, as well as the use of personal protective equipment (PPE).
   • Examples: Criteria may include specifications for the maintenance and inspection of safety equipment, requirements for employee training on control measures, and procedures for assessing the effectiveness of controls.
5. Change Management:
   • Purpose: To ensure that changes do not introduce new hazards or compromise existing safety measures.
   • Process: Establish a formal change control process to assess and manage changes to processes, equipment, materials, and procedures that could impact safety.
   • Criteria: Change management criteria should outline the steps required for assessing and managing changes, including criteria for evaluating the potential impact on safety.
   • Examples: Criteria may include requirements for risk assessments before implementing changes, a defined change approval process, and a review of how changes may affect the OH&S Management System.
6. Incident Reporting and Investigation:
   • Purpose: To learn from incidents, prevent their recurrence, and improve safety performance.
   • Process: Develop a system for reporting and investigating incidents, near misses, and hazardous conditions. This includes documenting incidents, conducting root cause analysis, and implementing corrective actions.
   • Criteria: Criteria for incident reporting and investigation processes should define the requirements for reporting incidents, conducting thorough investigations, and implementing corrective actions.
   • Examples: Criteria may include timeframes for reporting incidents, standards for incident investigation reports, and requirements for documenting corrective actions and their effectiveness.
7. Safety Training and Competence:
   • Purpose: To equip employees with the knowledge and skills required to work safely and respond effectively to hazards and emergencies.
   • Process: Provide safety training and ensure that employees have the necessary skills and competence to perform their jobs safely. Training should cover hazard recognition, emergency response, and the proper use of PPE.
   • Criteria: Criteria for safety training and competence should include standards for training content, frequency, and evaluation of employee competence.
   • Examples: Criteria may include specifying the topics that must be covered in safety training, the frequency of refresher training, and criteria for assessing employee competence in using PPE or responding to emergencies.
8. Documented Information Management:
   • Purpose: To ensure that documented information is accurate, accessible, and protected throughout its lifecycle.
   • Process: Establish controls over the creation, approval, distribution, access, retrieval, storage, preservation, and disposition of OH&S-related documented information.
   • Criteria: Criteria for documented information management include standards for document creation, approval, access, retention, and disposal.
   • Examples: Criteria may include requirements for version control, access permissions, document retention periods, and secure disposal methods.
9. Performance Monitoring and Measurement:
   • Purpose: To assess the effectiveness of safety controls and identify areas for improvement.
   • Process: Monitor and measure OH&S performance through key performance indicators (KPIs), safety audits, inspections, and other relevant metrics.
   • Criteria: Criteria for performance monitoring and measurement establish key performance indicators (KPIs), targets, and standards for evaluating OH&S performance.
   • Examples: Criteria may include setting specific targets for reducing incident rates, defining acceptable levels of non-compliance with safety procedures, and establishing frequency requirements for safety audits and inspections.
10. Management Review:
    • Purpose: To ensure that the OH&S management system continues to meet its objectives and to make strategic decisions for improvement.
    • Process: Conduct regular management reviews to evaluate the overall performance of the OH&S Management System, including operational planning and control processes.
    • Criteria: Criteria for management reviews should outline the scope of reviews, including what aspects of the OH&S Management System will be assessed and what data and information will be used.
    • Examples: Criteria may include standards for assessing the effectiveness of controls, evaluating progress toward OH&S objectives, and ensuring compliance with legal requirements.

Establishing clear and measurable criteria for each of these OH&S processes ensures that the organization has defined standards to assess performance, make improvements, and demonstrate compliance with the OH&S Management System requirements. These criteria should be periodically reviewed and updated as needed to adapt to changing circumstances and evolving organizational goals. Establishing criteria for the processes of operational planning and control is essential to ensure that these processes are effective, efficient, and aligned with the objectives of the Occupational Health and Safety (OH&S) Management System. Here are specific criteria that the organization should consider establishing for these processes:

Operational Planning Criteria:

1. Clear Objectives: Establish clear and measurable OH&S objectives that align with the organization’s policy and take into account relevant legal and regulatory requirements.
2. Hazard Identification: Define criteria for identifying and categorizing workplace hazards, including the criteria for identifying high-risk and low-risk hazards.
3. Risk Assessment: Set criteria for assessing the severity, likelihood, and potential consequences of identified hazards, as well as criteria for prioritizing risks.
4. Safe Work Procedures: Develop and document safe work procedures that meet established criteria, including adherence to legal requirements and industry best practices.
5. Resource Allocation: Establish criteria for allocating resources (financial, human, and technological) to support OH&S objectives and risk reduction efforts.
6. Training and Competence: Define criteria for determining the training needs of employees and contractors, including the competencies required to perform specific tasks safely.
7. Emergency Response Planning: Specify criteria for developing emergency response plans and procedures, including criteria for different types of emergencies (e.g., fire, chemical spill, medical emergency).
8. Performance Indicators: Establish criteria for selecting and monitoring key performance indicators (KPIs) related to OH&S, such as incident rates, near-miss reporting, and safety audit results.

Operational Control Criteria:

1. Engineering Controls: Define criteria for the design, installation, and maintenance of engineering controls, such as ventilation systems, machine guarding, and safety barriers.
2. Administrative Controls: Set criteria for the implementation and enforcement of administrative controls, including criteria for the use of signage, access controls, and safe work permits.
3. Personal Protective Equipment (PPE): Establish criteria for the selection, use, maintenance, and replacement of PPE based on the identified hazards.
4. Change Management: Develop criteria for evaluating proposed changes to processes, equipment, materials, or procedures to assess their impact on safety.
5. Incident Reporting: Define criteria for reporting incidents, near misses, and hazardous conditions, including timeframes and methods of reporting.
6. Incident Investigation: Specify criteria for conducting thorough incident investigations, including the identification of root causes and the development of corrective actions.
7. Training and Competence: Set criteria for employee training and competence, including minimum training hours, topics to be covered, and assessment criteria.
8. Document Control: Establish criteria for the management of documented information, including version control, access permissions, and retention periods.
9. Performance Monitoring: Define criteria for the regular monitoring and measurement of OH&S performance against established KPIs.
10. Management Review: Specify criteria for the scope and frequency of management reviews, including the evaluation of the effectiveness of operational controls.

These criteria should be documented and communicated to relevant personnel within the organization. Regular reviews and updates to these criteria should be conducted to ensure that they remain relevant and effective in supporting the organization’s OH&S objectives and compliance with the OH&S Management System. Additionally, involving employees and stakeholders in the development and review of these criteria can enhance their effectiveness and ownership of the process.

3) The organization must implement the actions determined in Clause 6, by implementing control of the processes in accordance with the criteria

Implementing control of the processes of operational planning and control in accordance with established criteria is vital to ensure that the organization effectively manages occupational health and safety (OH&S) and meets its objectives. Here’s how the organization can implement control for these processes:

Operational Planning Control:

1. Clear Objectives:
   • Implement a process to set clear and measurable OH&S objectives aligned with the established criteria.
   • Monitor progress toward meeting these objectives and review them regularly during management reviews.
2. Hazard Identification and Risk Assessment:
   • Develop a structured process for identifying and assessing workplace hazards in alignment with the established criteria.
   • Prioritize risks based on the criteria to focus resources on high-priority hazards.
3. Safe Work Procedures:
   • Ensure that documented safe work procedures are in place for high-risk activities and that they comply with established criteria.
   • Conduct regular audits and assessments to confirm compliance with procedures.
4. Resource Allocation:
   • Allocate resources based on the criteria to support OH&S objectives and risk reduction efforts effectively.
   • Monitor resource utilization to ensure alignment with the established criteria.
5. Training and Competence:
   • Develop training programs that adhere to the established criteria, including content, frequency, and assessment methods.
   • Regularly assess and verify the competence of employees and contractors based on the criteria.
6. Emergency Response Planning:
   • Develop and regularly update emergency response plans and procedures in accordance with the criteria.
   • Conduct drills and exercises to test the effectiveness of emergency response plans.
7. Performance Indicators:
   • Establish a system to monitor and measure KPIs related to OH&S performance, as per the criteria.
   • Regularly review and analyze KPI data to identify trends and areas for improvement.

Operational Control Implementation:

1. Engineering Controls:
   • Ensure that engineering controls are designed, installed, and maintained in accordance with established criteria.
   • Conduct regular inspections and maintenance to verify compliance.
2. Administrative Controls:
   • Implement administrative controls consistently according to established criteria, including access controls and safety procedures.
   • Conduct regular audits to assess compliance with administrative controls.
3. Personal Protective Equipment (PPE):
   • Provide employees with PPE that meets the established criteria for selection, use, maintenance, and replacement.
   • Train employees on proper PPE usage and conduct inspections to ensure compliance.
4. Change Management:
   • Establish a formal change control process that follows the criteria for assessing and managing changes to processes, equipment, and procedures.
   • Ensure that changes undergo a thorough evaluation for safety implications.
5. Incident Reporting:
   • Implement a clear and accessible incident reporting system that aligns with the criteria for reporting incidents, near misses, and hazardous conditions.
   • Encourage a culture of reporting and timely reporting based on established criteria.
6. Incident Investigation:
   • Follow the established criteria for conducting incident investigations, including root cause analysis and corrective actions.
   • Ensure that corrective actions are implemented and monitored to prevent recurrence.
7. Training and Competence:
   • Deliver training programs that meet the established criteria, including content, frequency, and assessment methods.
   • Maintain records of training and competence assessments in alignment with the criteria.
8. Document Control:
   • Manage documented information according to the established criteria for version control, access permissions, and retention periods.
   • Conduct regular audits to confirm compliance with document control criteria.
9. Performance Monitoring:
   • Monitor and measure OH&S performance in alignment with the established criteria and KPIs.
   • Review performance data regularly to identify opportunities for improvement.
10. Management Review:
    • Conduct management reviews at scheduled intervals to assess the effectiveness of operational controls and alignment with criteria.
    • Use review outcomes to make informed decisions and improvements.

By implementing control measures based on established criteria for operational planning and control, the organization can effectively manage OH&S risks, improve safety performance, and work toward achieving its OH&S objectives while complying with the OH&S Management System. Regular monitoring and continuous improvement are essential components of this control process.

4) The organization must implement the actions determined in Clause 6, by maintaining and retaining documented information to the extent necessary to have confidence that the processes have been carried out as planned

To have confidence that the processes of operational planning and control have been carried out as planned and to demonstrate compliance with the Occupational Health and Safety (OH&S) Management System, specific documented information is necessary. These documents provide evidence of the organization’s efforts to plan, implement, and control operations safely. Here is a list of key documented information required for this purpose:

1. Operational Plans: Documents that outline the planned approach to conducting operations safely. This should include details on hazard identification, risk assessment, control measures, resource allocation, and specific work procedures.
2. Safe Work Procedures: Detailed procedures and work instructions that describe how specific tasks or activities are to be carried out safely. These procedures should align with the operational plans and established criteria.
3. Hazard Identification and Risk Assessment Records: Records of hazard identification, risk assessments, and prioritization of risks based on established criteria. These records demonstrate that risks have been considered and appropriate controls implemented.
4. Emergency Response Plans: Comprehensive plans and procedures for responding to various emergency scenarios, such as fires, chemical spills, natural disasters, and medical emergencies.
5. Change Management Records: Documentation of changes to processes, equipment, materials, or procedures that could impact safety. This includes change requests, assessments, approvals, and implementation plans.
6. Training Records: Records of OH&S training programs, including attendance records, training content, and assessments of employee competence in alignment with established criteria.
7. Incident Reports: Records of incidents, accidents, near misses, and hazardous conditions, along with incident investigation reports, root cause analyses, and corrective action plans related to operational activities.
8. Performance Monitoring and Measurement Records: Data and records related to key performance indicators (KPIs) and safety metrics specific to operational planning and control processes.
9. Documentation of Controls: Records of the implementation of engineering controls, administrative controls, and the provision of personal protective equipment (PPE) in accordance with criteria and standards.
10. Resource Allocation Records: Documentation demonstrating how resources, including financial, human, and technological resources, were allocated to support OH&S objectives and risk reduction efforts.
11. Audit and Inspection Reports: Records of OH&S audits, inspections, and assessments related to operational planning and control, including findings, recommendations, and actions taken in response to audit results.
12. Documentation of Performance Reviews: Records of performance reviews related to operational planning and control processes, including minutes of meetings, decisions made, and action plans.
13. Document Control Records: Documentation of the control of documented information related to operational planning and control processes, including version control, access permissions, and records of changes made to documents.
14. Evidence of Compliance: Documentation demonstrating compliance with OH&S requirements, such as legal and regulatory requirements, industry standards, and internal policies, related to operational planning and control.
15. Records of Communication: Documentation of internal and external communication related to operational planning and control, including records of meetings, notifications, and safety bulletins.
16. Records of Worker Consultation: Records of meetings and consultations with workers and their representatives specifically regarding operational planning and control activities.
17. Records of Corrective and Preventive Actions: Documentation of actions taken to address identified non-conformities, incidents, and opportunities for improvement within the operational planning and control processes.

These documented information records serve as evidence of the organization’s commitment to safety in operational activities, the effectiveness of its planning and control measures, and its compliance with OH&S requirements. They provide a historical record of OH&S activities related to operational planning and control, enabling the organization to assess performance, identify areas for improvement, and demonstrate compliance when needed.

5) The organization must implement the actions determined in Clause 6, by adapting work to workers

Adapting work to workers, often referred to as “workplace ergonomics” or “ergonomic design,” is a critical principle in occupational health and safety (OH&S) and is aimed at ensuring that work environments, tasks, and equipment are designed and modified to fit the capabilities and needs of workers. Here are some key aspects and considerations related to adapting work to workers:

1. Ergonomic Design: Ergonomics focuses on designing workspaces, tools, and processes to optimize human performance and well-being while minimizing the risk of musculoskeletal disorders, fatigue, and other work-related health issues.
2. Physical Factors: Considerations include the design of workstations, chairs, and equipment to accommodate the physical attributes and comfort of workers, such as height-adjustable desks and chairs with lumbar support.
3. Task Design: Tasks should be designed to match workers’ abilities and limitations. This may involve reducing repetitive movements, heavy lifting, or awkward postures.
4. Workload Management: Manage workloads to ensure that they are reasonable and can be comfortably handled by workers. This includes adjusting work schedules and providing adequate rest breaks.
5. Training and Education: Ensure that workers are trained in proper ergonomic practices and understand the importance of good ergonomics in preventing workplace injuries and promoting well-being.
6. Accessibility: Ensure that the workplace is accessible to all employees, including those with disabilities. This may involve making physical modifications, providing assistive technologies, or offering accommodations.
7. Health and Well-being Programs: Implement programs that promote employee health and well-being, such as fitness initiatives, stress management, and nutrition programs.
8. Feedback Mechanisms: Encourage workers to provide feedback on their working conditions and any ergonomic concerns. Create a culture where employees feel comfortable reporting issues.
9. Regular Assessments: Conduct regular assessments of workplace ergonomics to identify areas for improvement and implement changes as needed.
10. Compliance with Regulations: Ensure compliance with relevant OH&S regulations and standards related to ergonomic design and worker accommodation.
11. Inclusive Work Environment: Foster an inclusive work environment that values diversity and promotes the well-being of all employees, regardless of their physical abilities or limitations.
12. Health Monitoring: Monitor the health and well-being of workers through health assessments, surveys, and medical examinations to identify and address ergonomic-related concerns.

Adapting work to workers not only reduces the risk of workplace injuries and illnesses but also enhances employee satisfaction, productivity, and overall job performance. It is an essential component of a comprehensive OH&S Management System, emphasizing the importance of considering the human factor in workplace design and management.

6) At multi-employer workplaces, the organization shall coordinate the relevant parts of the OH&S management system with the other organizations.

Coordinating the relevant parts of the Occupational Health and Safety (OH&S) Management System with other organizations in multi-employer workplaces is crucial to ensuring a safe and healthy working environment for all employees and contractors involved. This coordination helps prevent duplication of efforts, ensures consistent safety standards, and promotes effective communication. Here are some key considerations for coordinating OH&S efforts in multi-employer workplaces:

1. Shared Responsibilities: Clearly define the roles and responsibilities of each organization operating within the multi-employer workplace. This includes identifying the primary employer and any secondary employers or contractors.
2. OH&S Policy Alignment: Ensure that the OH&S policies, objectives, and commitments of all organizations involved are aligned and mutually supportive. This promotes a shared commitment to safety.
3. Communication Protocols: Establish effective communication channels between organizations to share safety-related information, incident reports, and best practices. Regular meetings and joint safety committees can facilitate this.
4. Hazard Identification and Risk Assessment: Collaborate on hazard identification and risk assessment processes to address shared workspaces and activities. This may involve joint risk assessments and the development of unified control measures.
5. Training and Competence: Coordinate training programs to ensure that all workers and contractors are adequately trained in safety procedures, emergency response, and the use of personal protective equipment (PPE).
6. Emergency Response Planning: Develop and coordinate emergency response plans that address potential incidents involving multiple employers, such as evacuation procedures, communication protocols, and roles during emergencies.
7. Incident Reporting and Investigation: Establish a consistent process for reporting, investigating, and documenting workplace incidents, near misses, and hazards. Ensure that all organizations adhere to the same reporting requirements.
8. Documented Information Sharing: Share relevant documented information, such as safety procedures, manuals, and guidelines, to ensure that all parties have access to essential OH&S information.
9. Contractor Management: If applicable, implement a comprehensive contractor management program that includes evaluating contractor safety performance and ensuring that contractors comply with OH&S requirements.
10. Legal and Regulatory Compliance: Stay informed about and comply with all applicable OH&S laws and regulations. Collaborate with other organizations to ensure joint compliance efforts.
11. Continuous Improvement: Encourage a culture of continuous improvement by jointly evaluating OH&S performance, sharing lessons learned from incidents, and implementing corrective and preventive actions.
12. Conflict Resolution: Develop a process for resolving conflicts or disputes related to OH&S matters among organizations. Ensure that mechanisms for reporting and addressing conflicts are well-defined.
13. Performance Monitoring: Implement a system for monitoring OH&S performance across organizations, including key performance indicators (KPIs) and regular safety audits.
14. Management Review: Conduct joint OH&S management reviews to assess the effectiveness of the coordinated efforts and identify areas for improvement.
15. Documentation and Records: Maintain clear and accessible records of all OH&S-related activities, including collaborative efforts, incident reports, training records, and audits.

Effective coordination among organizations in multi-employer workplaces enhances overall safety and minimizes risks to all workers. It fosters a shared responsibility for OH&S and contributes to a safer and more productive work environment.

Example for procedure for Operational planning and control

Objective: To ensure that all operational activities within the organization are planned, implemented, and controlled in a manner that prioritizes occupational health and safety (OH&S) and aligns with the organization’s OH&S objectives and legal requirements.

Scope: This procedure applies to all employees, contractors, and stakeholders involved in the organization’s operational activities.

Responsibilities:

• Top Management: Responsible for overall OH&S policy and commitment.
• OH&S Manager: Responsible for coordinating and overseeing operational planning and control.
• Department Heads/Supervisors: Responsible for implementing and monitoring operational activities within their respective areas.

Procedure:

1. Hazard Identification and Risk Assessment:
   • Conduct regular hazard identification and risk assessments for all operational activities.
   • Prioritize risks based on severity, likelihood, and potential consequences.
   • Document findings and risk assessments.
2. Operational Planning:
   • Develop operational plans that address identified hazards and risks.
   • Specify control measures, safe work procedures, and resources required.
   • Ensure alignment with the organization’s OH&S objectives.
   • Involve relevant stakeholders in the planning process.
   • Document and communicate the operational plans to relevant personnel.
3. Resource Allocation:
   • Allocate necessary resources, including financial, human, and technological resources, to support the operational plans.
   • Ensure that resources are adequate to implement control measures effectively.
4. Safe Work Procedures:
   • Develop and document safe work procedures for each operational activity.
   • Ensure that safe work procedures are easily accessible to employees.
   • Provide training to employees on the safe work procedures.
   • Regularly review and update safe work procedures as needed.
5. Emergency Response Planning:
   • Develop emergency response plans and procedures for operational activities.
   • Conduct drills and exercises to test the effectiveness of emergency response plans.
   • Ensure that employees are familiar with emergency response procedures.
6. Performance Monitoring and Measurement:
   • Define key performance indicators (KPIs) related to operational safety.
   • Monitor and measure OH&S performance regularly.
   • Review performance data to identify trends and areas for improvement.
7. Change Management:
   • Establish a formal change control process for any changes to operational activities.
   • Assess the impact of proposed changes on OH&S.
   • Obtain necessary approvals and communicate changes to affected personnel.
8. Incident Reporting and Investigation:
   • Establish a system for reporting incidents, near misses, and hazardous conditions.
   • Investigate incidents, identify root causes, and develop corrective and preventive actions.
   • Document incident reports, investigations, and actions taken.
9. Document Control:
   • Manage documented information related to operational planning and control, including version control and access permissions.
   • Ensure that employees have access to relevant documents.
10. Performance Review:
    • Conduct regular reviews of OH&S performance related to operational activities.
    • Identify areas for improvement and initiate corrective actions.
11. Management Review: Include operational planning and control as part of the management review process. Assess the effectiveness of operational safety measures and make informed decisions.
12. Continuous Improvement:Foster a culture of continuous improvement within the organization. Encourage employees to provide feedback and suggestions for OH&S enhancements.
13. Documentation and Records: Maintain records of all activities related to operational planning and control, including risk assessments, plans, training records, and incident reports.

Review and Revision:

This procedure shall be reviewed at regular intervals to ensure its effectiveness and alignment with organizational goals and OH&S requirements. Any necessary revisions shall be made, and updated versions of the procedure shall be communicated to relevant personnel.

7.5.1 General

The organization’s OH&S management system shall include:
a) documented information required by this document;
b) documented information determined by the organization as being necessary for the effectiveness of the OH&S management system.
NOTE The extent of documented information for an OH&S management system can differ from one organization to another due to:
— the size of organization and its type of activities, processes, products and services;
— the need to demonstrate fulfilment of legal requirements and other requirements;
— the complexity of processes and their interactions;
— the competence of workers.

7.5.2 Creating and updating

When creating and updating documented information, the organization shall ensure appropriate:
a) identification and description (e.g. a title, date, author or reference number);
b) format (e.g. language, software version, graphics) and media (e.g. paper, electronic);
c) review and approval for suitability and adequacy.

7.5.3 Control of documented information

Documented information required by the OH&S management system and by this document shall be controlled to ensure:
a) it is available and suitable for use, where and when it is needed;
b) it is adequately protected (e.g. from loss of confidentiality, improper use or loss of integrity).
For the control of documented information, the organization shall address the following activities, as applicable:
— distribution, access, retrieval and use;
— storage and preservation, including preservation of legibility;
— control of changes (e.g. version control);
— retention and disposition.
Documented information of external origin determined by the organization to be necessary for the planning and operation of the OH&S management system shall be identified, as appropriate, and controlled.
NOTE 1 Access can imply a decision regarding the permission to view the documented information only, or the permission and authority to view and change the documented information.
NOTE 2 Access to relevant documented information includes access by workers, and, where they exist, workers’ representatives.

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

It is important to keep the complexity of the documented information at the minimum level possible to ensure effectiveness, efficiency and simplicity at the same time. This should include documented information regarding planning to address legal requirements and other requirements and on evaluations of the effectiveness of these actions. The actions described in 7.5.3 are particularly aimed at preventing unintended use of obsolete documented information. Examples of confidential information include personal and medical information.

1) The organization’s OH&S management system shall include documented information required by this document

As per ISO 45001:2018, an organization’s Occupational Health and Safety (OH&S) Management System must include documented information to demonstrate compliance with the standard’s requirements. Documented information serves as evidence that the organization has established and effectively implemented its OH&S management system. Here are the key types of documented information required by ISO 45001:

Mandatory Documented Information:

1. OH&S Policy (Clause 5.2): Clause 5.2 of ISO 45001 requires the organization to establish, document, and maintain an Occupational Health and Safety (OH&S) policy. The policy should include the organization’s commitment to OH&S, compliance with legal requirements, and a framework for setting OH&S objectives.
2. OH&S Objectives and Targets (Clause 6.2):Clause 6.2 requires documented information specifying OH&S objectives and targets that are measurable, relevant, and consistent with the OH&S policy.
3. Scope of the OH&S Management System (Clause 4.3): Clause 4.3 specifies that the organization shall determine the boundaries and applicability of its OH&S management system. This determination should be documented to define the scope of the system.
4. Roles, Responsibilities, and Authorities (Clause 5.3): Clause 5.3 requires documented information that specifies the roles, responsibilities, and authorities related to OH&S within the organization to ensure clarity and accountability.
5. Communication Procedures (Clause 7.4): Clause 7.4 requires the organization to document procedures for internal and external communication related to OH&S. These procedures should outline how OH&S information is to be communicated and by whom.
6. Operational Planning and Control Procedures (Clause 8.1): Clause 8.1 requires documented information that defines the criteria for determining the need for operational controls and the method for their application.
7. Emergency Preparedness and Response Procedures (Clause 8.2): Clause 8.2 requires documented information that outlines procedures for emergency preparedness and response, including emergency plans, evacuation procedures, and communication protocols.

Mandatory Records:

1. Risk Assessments and Hazard Identification Records (Clause 6.1.2): Clause 6.1.2 requires records of risk assessments and hazard identification activities, including information on identified hazards, their associated risks, and risk mitigation measures.
2. Incident and Nonconformity Records (Clause 10.2): Clause 10.2 requires records of OH&S incidents, near-misses, accidents, and nonconformities, including their investigation, actions taken, and follow-up.
3. Records of OH&S Performance Evaluation (Clause 9.1): Clause 9.1 requires records of OH&S performance evaluations, including monitoring and measurement results, audits, and management reviews.
4. Training and Competence Records (Clause 7.2): Clause 7.2 requires records of OH&S training and competence assessments, including details of training programs, attendance, content, duration, and outcomes.
5. Records of Consultation and Participation (Clause 5.4): Clause 5.4 requires records of worker consultation, participation, and feedback related to OH&S, including minutes of safety meetings and feedback on OH&S matters.
6. External Communication Records (Clause 7.4): Clause 7.4 requires records of external communication related to OH&S, such as communication with regulatory authorities or external stakeholders.
7. Records of Changes in the OH&S Management System (Clause 4.4): Clause 4.4 requires records of any changes made to the OH&S management system, including the reasons for changes, actions taken, and their potential consequences.

These documents and records are essential for demonstrating conformity with ISO 45001:2018 requirements and for effective implementation, maintenance, and continual improvement of an OH&S management system. Proper documentation and record-keeping help ensure transparency, accountability, and the ability to track and monitor OH&S performance.

2) The organization’s OH&S management system shall include documented information determined by the organization as being necessary for the effectiveness of the OH&S management system

ISO 45001:2018 acknowledges that an organization’s Occupational Health and Safety (OH&S) Management System should include documented information that the organization determines as necessary for the effectiveness of the system. This means that while the standard provides certain requirements for documented information, the organization has the flexibility to identify additional documents and records that are essential for the successful implementation, maintenance, and continual improvement of its OH&S management system. Here’s how the organization can determine the necessary documented information:

• Context Analysis:Consider the organization’s internal and external context, including its size, activities, complexity, and OH&S risks and opportunities. Identify the specific documentation needed to address these factors.
• Compliance Requirements: Review applicable legal and regulatory requirements related to OH&S. Determine the documents and records necessary to demonstrate compliance with these obligations.
• OH&S Objectives and Risks: Assess the organization’s OH&S objectives, targets, and associated risks. Identify the documented information required to plan, monitor, and achieve these objectives while managing risks effectively.
• Process Documentation: Analyze the organization’s OH&S processes, including hazard identification, risk assessment, incident management, and performance monitoring. Document these processes as needed to ensure consistency and effectiveness.
• Communication and Training: Evaluate the communication needs within the organization, both internally and externally. Determine the documentation required to support effective communication and training related to OH&S.
• Emergency Preparedness: Consider the organization’s emergency preparedness and response procedures. Ensure that the necessary documentation is in place to manage OH&S emergencies effectively.
• Monitoring and Measurement: Identify the documented information required for monitoring, measurement, and evaluation of OH&S performance, including data collection methods, indicators, and criteria.
• Management Reviews: Ensure that records and reports are available to support management reviews of the OH&S management system’s performance and the identification of opportunities for improvement.
• Change Control: Establish procedures for managing changes in the OH&S management system. Document the processes involved, including the assessment of potential impacts and necessary approvals.
• Continuous Improvement: Document processes related to continual improvement, such as corrective and preventive actions. Ensure that records are kept to track improvements made.
• Worker Participation and Consultation: Document mechanisms for worker participation, consultation, and feedback on OH&S matters. Keep records of worker input and actions taken in response.
• External Communication: Determine the documented information needed for external communication related to OH&S, such as reporting to regulatory authorities or stakeholders.
• Audit and Evaluation: Document the processes for conducting internal and external OH&S audits and evaluations. Keep records of audit findings and corrective actions.
• Customized Procedures: Develop specific OH&S procedures and work instructions tailored to the organization’s unique processes and activities.
• Risk-Based Approach: Apply a risk-based approach to determine the level of documentation required for different OH&S aspects and processes. Focus on high-risk areas.

By taking these steps, the organization can identify and document the necessary information to ensure the effectiveness of its OH&S management system while tailoring it to its unique circumstances and needs. This approach allows for flexibility and customization while complying with the fundamental principles of ISO 45001:2018.

3) The extent of documented information for an OH&S management system can differ from one organization to another due to the size of organization and its type of activities, processes, products and services; the need to demonstrate fulfillment of legal requirements and other requirements; the complexity of processes and their interactions; the competence of workers.

The extent of documented information for an Occupational Health and Safety (OH&S) Management System can vary significantly from one organization to another based on several factors. ISO 45001:2018 recognizes this flexibility and allows organizations to tailor their documentation to suit their specific needs and circumstances. The factors that influence the extent of documented information include:

• Size and Type of Organization: The size and complexity of an organization can influence the volume and complexity of documented information. Smaller organizations may have simpler systems with fewer documents, while larger organizations may require more extensive documentation.
• Activities, Processes, Products, and Services: The nature of an organization’s activities, processes, products, and services can impact the amount and type of documented information needed. Organizations with diverse or high-risk activities may require more comprehensive documentation.
• Legal and Other Requirements: Organizations must consider the legal and regulatory requirements applicable to their industry and location. Compliance with these requirements often necessitates specific documented information, such as permits, licenses, or regulatory reports.
• Complexity of Processes and Interactions: Complex processes and a high degree of interaction between processes can require more detailed documentation to ensure effective control and management of OH&S risks.
• Competence of Workers: The competence of workers and their familiarity with OH&S practices can influence the level of detail needed in documented procedures and instructions. Highly skilled and experienced workers may require less detailed documentation.
• OH&S Risks and Hazards: The nature and severity of OH&S risks and hazards faced by the organization can impact the need for documented information. High-risk environments may necessitate more comprehensive documentation to ensure safety.
• Organizational Culture: An organization’s culture and values regarding safety and risk management can influence the extent of documented information. A safety-conscious culture may result in more detailed safety procedures and records.
• Regulatory Expectations: Some regulatory authorities may have specific expectations regarding documented information in certain industries or sectors. Organizations must align their documentation with these expectations.
• Continuous Improvement Approach: Organizations that prioritize a culture of continuous improvement may document processes and procedures with an emphasis on flexibility and adaptability, allowing for ongoing optimization.
• Stakeholder Expectations: Stakeholders, including customers, suppliers, and industry associations, may have specific expectations regarding documented information. Meeting these expectations may require additional documentation.

It’s important for organizations to conduct a thorough assessment of their needs, risks, and objectives when determining the extent of documented information required for their OH&S management system. The goal is to strike a balance between ensuring compliance, managing risks, and maintaining efficiency while considering the organization’s unique context and requirements. The documentation should support effective OH&S management without unnecessary bureaucracy.

4) When creating and updating documented information, the organization shall ensure appropriate identification and description (e.g. a title, date, author or reference number).

When creating and updating documented information within the Occupational Health and Safety (OH&S) Management System, organizations should ensure appropriate identification and description. This includes adding essential details to documents and records to facilitate proper management, traceability, and understanding. Here are some key elements that organizations should consider including in their documented information:

• Title: A clear and concise title that accurately reflects the content and purpose of the document or record.
• Date: The date when the document was created, revised, or reviewed. This helps ensure that users are working with the most current information.
• Author: The name or identification of the person or department responsible for creating or updating the document. This can be helpful for questions or clarifications.
• Reference Number: A unique reference number or identifier for the document or record. Reference numbers can aid in document control, version management, and retrieval.
• Version Number/Revision: If applicable, indicate the document’s version number or revision level. This helps users identify the latest version and track changes.
• Page Numbers: For multi-page documents, page numbers should be included to maintain the document’s integrity and order.
• Document Control Information: Information related to document control, such as approval signatures, review dates, and the distribution list, should be included as needed.
• Purpose/Scope: A brief description of the document’s purpose and scope, outlining what the document covers and its intended use.
• Content Summary: An overview or summary of the document’s content can help users quickly understand its key points and relevance.
• Applicable Legislation or Standards: If the document relates to legal or regulatory compliance or industry standards, reference the relevant laws, regulations, or standards.
• Key Responsibilities: In procedures or work instructions, identify key responsibilities and roles related to the tasks outlined in the document.
• Attachments or Appendices: If the document includes additional information, attachments, or appendices, clearly indicate and reference these.
• Effective Date: For policies or procedures with specific effective dates, ensure that this date is prominently displayed.
• Review/Revision History: Maintain a history of changes, including who made the changes, the reason for the changes, and the dates of revisions.
• Electronic Document Metadata: In electronic document management systems, metadata such as file properties (author, date created, date modified) can be valuable for tracking and managing documents.

Properly identifying and describing documented information enhances document control, retrieval, and understanding. It helps ensure that users have access to accurate and up-to-date information, which is essential for effective OH&S management and compliance with ISO 45001:2018 requirements.

5) When creating and updating documented information, the organization shall ensure appropriate format (e.g. language, software version, graphics) and media (e.g. paper, electronic)

ISO 45001:2018 requires organizations to ensure the appropriate format and media when creating and updating documented information within their Occupational Health and Safety (OH&S) Management System. Here are key considerations for ensuring the right format, language, software version, graphics, and media:

1. Language: Ensure that the documented information is available in the language(s) understood by the users who need to access and use it. In a multicultural or multinational organization, this may involve providing documents in multiple languages.
2. Software Version: If electronic documents are used, specify the software version or platform required to access and view them. Compatibility with commonly used software is essential to ensure accessibility.
3. Graphics and Visual Elements: Use clear and easily understandable graphics, charts, diagrams, and images to enhance understanding, especially when conveying complex information or instructions.
4. Accessibility: Ensure that documented information is accessible to all relevant users, including those with disabilities. This may involve providing documents in accessible formats or using assistive technologies.
5. Consistency: Maintain a consistent format and style across related documents to facilitate navigation and understanding. Consistency in terminology, font, and layout can improve user experience.
6. Media: Consider the appropriate media for storing and distributing documented information. This can include paper-based formats, electronic formats (PDF, Word, etc.), intranet or cloud-based platforms, and mobile applications.
7. Version Control: Implement a version control system to ensure that users access the most current and relevant information. Clearly mark the document’s version and revision details.
8. Backups and Data Security: If using electronic formats, regularly back up documented information to prevent data loss. Implement security measures to protect sensitive information.
9. Training and Familiarity: Ensure that users are trained in using the chosen format and media effectively. Familiarity with the tools and technologies used to access and manipulate documented information is crucial.
10. Accessibility on Mobile Devices: Given the prevalence of mobile devices, consider optimizing electronic documents and systems for mobile access, making it easier for employees to access information while on the go.
11. Retention and Archiving: Define and implement retention and archiving procedures for both electronic and paper-based documented information to meet legal and organizational requirements.
12. Usability Testing: Conduct usability testing to ensure that the chosen format and media align with user needs and preferences. Collect feedback and make necessary adjustments.
13. Feedback Mechanism: Establish a feedback mechanism for users to report issues with the format, language, or accessibility of documented information. Address user concerns promptly.
14. Continuous Improvement: Continuously assess and improve the format and media of documented information based on user feedback and evolving technology.

By considering these factors, organizations can ensure that their OH&S documented information is not only compliant with ISO 45001:2018 requirements but is also user-friendly, accessible, and effective in conveying critical OH&S information and instructions to employees and stakeholders.

6) When creating and updating documented information, the organization shall ensure appropriate review and approval for suitability and adequacy

ISO 45001:2018 requires organizations to ensure the review and approval of their documented information, especially in the context of their Occupational Health and Safety (OH&S) Management System. This review and approval process is critical to verify the suitability and adequacy of documented information to meet the organization’s OH&S objectives and compliance requirements. Here’s how organizations typically carry out this process:

1. Documented Information Preparation: Before the review and approval process begins, individuals responsible for creating or updating documented information should ensure that it is accurate, complete, and aligned with the organization’s OH&S policies and objectives.
2. Identification of Appropriate Personnel: Determine the relevant individuals or roles responsible for reviewing and approving the documented information. This may include subject matter experts, department managers, supervisors, and senior management.
3. Review for Suitability: During the review process, the identified personnel should assess whether the documented information meets its intended purpose. They should evaluate whether it effectively communicates OH&S requirements, controls, and processes.
4. Review for Adequacy: The review should also consider whether the documented information is sufficient to meet legal and regulatory requirements, industry standards, and the organization’s own OH&S policies and objectives.
5. Compliance Check: Ensure that the documented information aligns with relevant legal and regulatory requirements. This may involve consulting legal counsel or compliance experts when necessary.
6. Review for Clarity and Understanding: Assess the clarity and comprehensibility of the documented information. It should be easily understood by its intended audience, including workers, supervisors, and other stakeholders.
7. Approval Process: Once the review is complete, the identified personnel should formally approve the documented information. This approval signifies that the document has been assessed and deemed suitable and adequate for its intended purpose.
8. Record Keeping: Maintain records of the review and approval process, including the names of reviewers, approval dates, and any comments or suggested revisions. These records serve as evidence of compliance.
9. Distribution and Communication: After approval, distribute and communicate the documented information to the relevant parties within the organization. Ensure that it is accessible to those who need it to perform their roles effectively.
10. Regular Review and Update: Implement a process for periodic review and update of documented information to ensure its continued suitability and adequacy. OH&S requirements, regulations, and organizational needs may change over time.
11. Feedback Mechanism: Establish a mechanism for users and stakeholders to provide feedback on the usability and effectiveness of documented information. Use this feedback to drive improvements.
12. Continuous Improvement: Continuously assess and enhance the review and approval process itself to ensure that it remains efficient and effective in maintaining the quality of documented information.

By adhering to a robust review and approval process, organizations can ensure that their OH&S documented information remains accurate, up to date, and aligned with their OH&S management system’s objectives, while also meeting legal and regulatory requirements. This process helps promote safety and compliance within the organization.

7) Documented information required by the OH&S management system and by this document shall be controlled

Controlling the documented information required by the Occupational Health and Safety (OH&S) Management System is crucial to ensure its accuracy, availability, and integrity. Here are steps and measures organizations can take to effectively control their OH&S documented information:

• Document Control Procedure: Develop and implement a documented procedure for document control. This procedure should outline the steps to be followed for the creation, approval, distribution, access, storage, retrieval, and disposal of documented information.
• Identification and Classification: Clearly identify and classify different types of documented information within the OH&S management system. This may include policies, procedures, work instructions, records, and forms.
• Unique Document Identification: Assign a unique identifier (e.g., document number or code) to each document. This identifier helps track and manage documents throughout their lifecycle.
• Document Review and Approval: Define a process for reviewing and approving documents before they are released or updated. Ensure that authorized personnel review and approve documents for suitability and adequacy.
• Revision Control: Implement a version control system to manage revisions of documents. Ensure that changes are tracked, documented, and communicated to relevant personnel.
• Access Control: Restrict access to documented information based on roles and responsibilities. Define who can view, edit, and approve documents. Ensure that access controls are regularly reviewed and updated.
• Distribution: Establish procedures for distributing documents to the appropriate personnel. Ensure that employees have access to the most current versions of documents.
• Document Retention: Determine retention periods for different types of documents in compliance with legal requirements and organizational needs. Develop a document retention schedule.
• Secure Storage: Safeguard physical documents in secure storage areas to prevent damage, loss, or unauthorized access. For electronic documents, use secure servers or document management systems.
• Backup and Recovery: Regularly back up electronic documents to prevent data loss. Implement disaster recovery measures to ensure document availability in case of system failures.
• Training and Awareness: Train employees on document control procedures and the importance of following them. Foster awareness of the organization’s commitment to document control.
• Audit and Monitoring: Conduct periodic audits and reviews of document control processes to identify and address non-conformities or areas for improvement.
• Documented Information Security: Protect documented information from unauthorized access, tampering, or destruction. Use encryption, access controls, and security policies to safeguard electronic documents.
• Change Management: Implement a change management process to assess and document the impact of changes to documents, ensuring that changes are properly reviewed and approved.
• Documented Information Retrieval: Ensure that documented information is easily retrievable when needed. Use clear naming conventions, file structures, and metadata for electronic documents.
• Disposal and Destruction: Establish procedures for the secure disposal or destruction of obsolete documents to prevent their inadvertent use.
• Continuous Improvement: Continuously monitor and improve the document control process based on feedback, audits, and changing organizational needs.

By implementing these measures, organizations can establish effective control over their OH&S documented information, which is essential for ensuring compliance, promoting safety, and facilitating the smooth operation of the OH&S management system.

8) The organization should ensure that Documented Information is available and suitable for use, where and when it is needed

Ensuring that documented information is available and suitable for use when and where it is needed is essential for the effective functioning of an Occupational Health and Safety (OH&S) Management System. Here are some key steps organizations can take to achieve this:

• Store documented information in a centralized location, whether in physical or electronic form, to ensure easy access by relevant personnel. Use well-organized document repositories or document management systems.
• Implement access controls to ensure that only authorized personnel can access specific documents. Define and manage user roles and permissions accordingly.
• If the organization operates in multiple locations, ensure that relevant OH&S documented information is accessible at each location where it is needed. This may involve local copies or secure remote access.
• Consider the mobility of workers and provide options for accessing critical OH&S information on mobile devices, such as smartphones or tablets, to support field operations and emergencies.
• Use effective search and retrieval tools to help users quickly locate specific documents. Implement metadata tagging, keywords, and an intuitive search interface.
• Establish clear communication channels to inform employees and relevant stakeholders about the availability of documented information. Ensure they know where to find it and how to access it.
• Train employees on how to access and use documented information effectively. This includes training on document management systems and navigation.
• Keep documented information up to date to ensure that users are always working with the most current and relevant information. Implement revision and version control processes.
• Distribute documented information to the appropriate personnel, departments, and teams based on their roles and responsibilities within the OH&S management system.
• Implement notification systems or alerts to inform relevant individuals when critical documents are updated or when new documents are published.
• Ensure that OH&S documents, particularly those related to emergency response, are readily available during emergency situations. Establish redundancy for critical documents.
• Plan for remote access to documented information in case of unexpected events or disruptions, such as natural disasters or system failures.
• Encourage users to provide feedback on the usability and accessibility of documented information. Use this feedback to make improvements.
• Conduct regular audits or reviews of the accessibility and suitability of documented information. Address any issues or barriers identified during these assessments.
• Ensure that accessibility and availability of documented information meet any legal or regulatory requirements specific to your industry or region.

By following these practices, organizations can ensure that OH&S documented information is not only compliant with ISO 45001:2018 requirements but is also readily available and suitable for use by those who need it, contributing to improved safety and OH&S performance.

8) The organization should ensure that Documented Information is adequately protected (e.g. from loss of confidentiality, improper use or loss of integrity).

Protecting the confidentiality, integrity, and proper use of documented information is crucial for the security and effectiveness of an Occupational Health and Safety (OH&S) Management System. Organizations should implement robust information security measures to safeguard their OH&S documented information. Here are key steps to ensure the protection of documented information:

1. Implement access controls to restrict access to documented information. Assign access rights based on roles and responsibilities, ensuring that only authorized personnel can view or modify specific documents.
2. Require strong user authentication methods, such as usernames and passwords or multi-factor authentication, to verify the identity of individuals accessing electronic documents.
3. Use encryption to protect electronic documents, especially when transmitted over networks or stored on portable devices. Encryption helps prevent unauthorized access or data breaches.
4. Classify documents based on sensitivity and the level of protection they require. Apply appropriate security measures based on the document’s classification.
5. Clearly mark and label sensitive documents to indicate their confidentiality and handling requirements. Use standardized markings, if applicable.
6. Store physical documents in secure, locked cabinets or rooms to prevent unauthorized access. For electronic documents, use secure servers and data centers with access controls.
7. Regularly back up electronic documents and ensure that backup copies are stored securely. Implement data recovery procedures in case of data loss or system failures.
8. When sharing OH&S documented information with external parties, ensure that appropriate confidentiality agreements and security measures are in place to protect the information.
9. Implement monitoring and logging mechanisms to track access and changes to documented information. Regularly review logs for unusual or unauthorized activities.
10. Train employees and users on information security best practices and their roles in protecting OH&S documented information. Foster a culture of security awareness.
11. Develop an incident response plan that outlines procedures for handling security incidents or breaches related to documented information. This includes reporting, investigation, and mitigation steps.
12. Ensure physical security measures are in place to protect documents stored in paper form. This includes secure storage areas and controlled access.
13. Implement secure remote access protocols and VPNs to protect OH&S information when accessed from remote locations or through mobile devices.
14. Assess the security practices of third-party vendors and service providers who handle OH&S information to ensure they meet security standards.
15. Conduct regular security audits and assessments of your information security measures to identify vulnerabilities and weaknesses. Take corrective actions as needed.
16. Ensure that information security practices align with legal and regulatory requirements specific to your industry or region.

By diligently implementing these security measures and practices, organizations can help protect the confidentiality, integrity, and proper use of their OH&S documented information, reducing the risk of data breaches, unauthorized access, and data loss.

9) For the control of documented information, the organization shall address distribution, access, retrieval and use

Controlling the distribution, access, retrieval, and use of documented information is a critical aspect of managing an effective Occupational Health and Safety (OH&S) Management System. Here are steps and considerations for organizations to control these aspects:

Distribution Control:

• Classify documented information based on its sensitivity and importance to OH&S. Use categories such as “confidential,” “internal use only,” or “public” to guide distribution decisions.
• Maintain distribution lists that specify who should have access to particular types of documented information. Regularly review and update these lists as needed.
• Define approved distribution channels and methods for sending and sharing documented information. Ensure that these methods align with security requirements.
• When electronically distributing sensitive information, use secure methods such as encrypted email or secure file transfer protocols (SFTP) to protect the data during transmission.
• Establish a mechanism for confirming that recipients have received and acknowledged important OH&S information.

Access Control:

6. Assign access rights to documented information based on individuals’ roles and responsibilities within the organization. Ensure that access is on a need-to-know basis.
7. Implement strong user authentication methods to verify the identity of individuals accessing electronic documents. This may include usernames, passwords, or multi-factor authentication.
8. Define and enforce access permissions that specify what actions users can perform with the documented information (e.g., view-only, edit, download).
9. Maintain access logs that record who accessed specific documents, when, and for what purpose. Regularly review these logs for unusual or unauthorized access.

Retrieval Control:

10. Use efficient search and retrieval tools to facilitate quick and accurate access to documented information. Implement metadata tagging, keywords, and intuitive search interfaces.
11. Create and maintain indexes or catalogs of documented information to improve the efficiency of retrieval.

Use Control:

12. Train employees and users on the proper use of documented information, including compliance with security and confidentiality policies.
13. Establish and communicate clear policies and guidelines for the use of OH&S documented information. Ensure that employees understand the consequences of non-compliance.
14. Ensure that users access and use the most current versions of documents by enforcing version control practices.
15. When documents are printed or saved locally, ensure that they are stored securely and not left in open or accessible areas.
16. Assign document ownership responsibilities to specific individuals or departments to oversee proper use and updates.
17. Conduct regular audits and reviews to assess the effectiveness of distribution, access, retrieval, and use controls. Make improvements as needed.
18. Develop an incident response plan that outlines procedures for addressing any unauthorized access or misuse of documented information.

By implementing these controls, organizations can maintain the confidentiality, integrity, and appropriate use of their OH&S documented information, while also ensuring that it is readily accessible to authorized personnel when needed for safe and compliant operations.

10) For the control of documented information, the organization shall address storage and preservation, including preservation of legibility

Controlling the storage and preservation of documented information, including the preservation of legibility, is crucial to maintain the integrity and accessibility of information within an Occupational Health and Safety (OH&S) Management System. Here are steps and considerations for organizations to effectively control the storage and preservation of documented information:

Storage Control:

1. Determine suitable storage locations for both physical (paper-based) and electronic documents. These locations should protect documents from environmental factors such as moisture, heat, and physical damage.
2. Store physical documents in secure, climate-controlled environments. Use labeled, organized storage systems, such as filing cabinets or shelves, to facilitate easy retrieval.
3. Implement electronic document management systems (DMS) or digital repositories that ensure secure and organized storage of electronic documents. Use redundant storage solutions for data resilience.
4. Apply access controls to restrict physical and electronic document access to authorized personnel only.
5. Regularly back up electronic documents to prevent data loss in the event of system failures or data corruption.

Preservation of Legibility:

6. Protect documents from physical damage, wear, and tear that could affect their legibility. Use appropriate document sleeves, covers, or protective measures.
7. Conduct regular inspections of physical documents to identify any deterioration or damage. Address issues promptly to prevent further degradation.
8. Consider digitizing paper documents to ensure their long-term preservation and legibility. Use high-quality scanning equipment and file formats that maintain document quality.
9. Choose electronic document formats that are widely supported and unlikely to become obsolete over time. Avoid proprietary or uncommon formats.
10. Preserve metadata (document creation date, author, revision history, etc.) along with the document to maintain context and authenticity.

Retention Periods:

11. Develop and adhere to a document retention policy that specifies the retention periods for different types of documents. Ensure compliance with legal requirements.
12. Establish procedures for the secure and authorized destruction of documents that have reached the end of their retention period. This includes both physical and electronic documents.

Security Measures:

13. Implement access controls to prevent unauthorized alterations, deletions, or tampering with documents.
14. Ensure that electronic documents are protected from data breaches and cyber threats through robust security measures, including encryption and access restrictions.

Training and Awareness:

15. Train employees on the importance of document preservation, including legibility, and their roles in ensuring proper storage and protection.
16. Assign responsibility for the preservation of legibility and overall document storage to a specific individual or department.

Continuous Monitoring:

17. Conduct regular audits of document storage and preservation practices to identify any shortcomings and opportunities for improvement.

By implementing these controls and preservation measures, organizations can ensure that their OH&S documented information remains legible, secure, and accessible over time. This contributes to the effectiveness of the OH&S Management System and helps meet compliance requirements.

11) For the control of documented information, the organization shall address control of changes (e.g. version control)

Control of changes, including version control, is essential for managing the lifecycle of documented information within an Occupational Health and Safety (OH&S) Management System. This control ensures that documents remain accurate, up to date, and aligned with organizational requirements. Here’s how organizations can effectively control changes and versions of documented information:

• Develop a documented change control procedure that outlines the steps to be followed when changes to documented information are proposed, reviewed, approved, and implemented.
• Assign a unique version identifier or code to each document. This identifier should clearly indicate the document’s version, revision, or date.
• Establish a formal process for submitting change requests. Anyone who identifies the need for a change in documented information should follow this process.
• Define roles and responsibilities for reviewing and approving changes. This may involve subject matter experts, document owners, department heads, or other relevant personnel.
• Assess the potential impact of proposed changes, including their effect on safety, compliance, and other relevant factors. This assessment helps prioritize and make informed decisions.
• Clearly document changes made to the content, including additions, deletions, and revisions. Ensure that the reason for each change is well-documented.
• Implement a version control system that tracks the history of document changes. This system should indicate the current version and show the progression of changes.
• Maintain metadata or information about each document’s changes, including who made the changes, when they were made, and the reason for the changes.
• Keep records of the review and approval process, including the names of reviewers and approvers, dates of review, and any comments or feedback provided.
• Distribute updated versions of documents to the relevant personnel. Ensure that obsolete versions are removed or clearly marked as such.
• Train employees and users on how to identify, access, and use the most current versions of documented information. Foster awareness of the importance of version control.
• Implement retrieval mechanisms that allow users to access previous versions of documents when necessary for reference or historical purposes.
• Notify relevant personnel when changes are made to critical documents, especially those related to OH&S policies, procedures, or controls.
• Continuously assess and improve the change control process based on feedback, audits, and evolving organizational needs.

By following these practices, organizations can maintain effective control over changes and versions of documented information in their OH&S Management System. This ensures that information remains accurate, up to date, and compliant with OH&S requirements, contributing to a safer and more efficient workplace.

12) For the control of documented information, the organization shall address control of retention and disposition.

Controlling the retention and disposition of documented information is essential for maintaining the integrity of an Occupational Health and Safety (OH&S) Management System, ensuring compliance with legal requirements, and efficiently managing organizational records. Here are steps and considerations for organizations to effectively control the retention and disposition of documented information:

• Develop a clear and comprehensive document retention policy that specifies the retention periods for various types of documented information, taking into account legal, regulatory, and operational requirements.
• Classify documented information based on its sensitivity, importance, and legal requirements. This classification helps determine appropriate retention periods and disposal methods.
• Assign responsibility for managing the retention and disposition of documented information to authorized personnel or departments within the organization.
• Maintain a centralized record or database that lists each document type and its associated retention period. Ensure that this record is readily accessible for reference.
• Conduct periodic reviews of documented information to identify documents that have reached their retention end date and are eligible for disposition.
• Ensure that the organization’s document retention practices comply with applicable legal and regulatory requirements related to OH&S and other areas.
• During the retention period, securely store physical documents and electronic records in accordance with their classification. This includes maintaining proper access controls and protection against damage or loss.
• Develop documented procedures for the authorized disposition of documents. This should include guidelines for secure disposal, deletion, shredding, or archiving, depending on the document type.
• Maintain records of document disposition actions, including what was disposed of, when, and by whom. This documentation helps demonstrate compliance with retention policies.
• Implement secure and environmentally responsible disposal methods for physical documents, such as shredding or recycling, to protect sensitive information.
• Ensure the secure deletion and disposal of electronic documents, including the removal of all copies, backups, and references to the document.
• When disposing of electronic documents, consider the impact on data backups and archival systems. Ensure that documents are removed from all relevant systems.
• Identify and preserve key records that may be needed for legal or historical purposes, even if they have reached their retention end date. Ensure they are appropriately archived.
• Train employees and relevant personnel on the organization’s document retention and disposition policies and procedures. Foster awareness of the importance of compliance.
• Conduct regular audits and monitoring of the document retention and disposition process to identify and address non-compliance or inefficiencies.
• Continuously assess and improve the document retention and disposition process based on feedback, audits, and evolving organizational needs.

Effective control over the retention and disposition of documented information helps organizations manage their information assets efficiently, reduce risks associated with data breaches or legal non-compliance, and maintain compliance with OH&S and other regulatory requirements

12) Access can imply a decision regarding the permission to view the documented information only, or the permission and authority to view and change the documented information.

“Access” in the context of documented information can encompass various levels of permission and authority. It can imply:

• Some individuals or roles may have permission to view the documented information but not the authority to make changes or edits. They can access the information for reference or understanding but cannot modify it.
• Other individuals or roles may have both permission and authority to view the documented information and make changes or edits to it. This level of access is typically granted to those responsible for updating or maintaining the information.
• In some cases, access may be further restricted based on the specific content of the documented information. For example, sensitive or confidential documents may have limited access, even within a group of authorized users.
• Access permissions and authorities can be based on roles and responsibilities within the organization. Different roles may have different levels of access, depending on their need for the information.
• Access control systems can be designed to grant different levels of access to different parts or sections of a document. For instance, one user might have view-only access to a document but full edit access to a specific section within it.
• Some documents may be set to “read-only” mode, allowing users to view the content but preventing any changes or edits.
• Document management systems may maintain a history of who accessed the document and when, providing an audit trail for accountability.
• In collaborative environments, document locking mechanisms can be used to prevent simultaneous editing by multiple users. This helps maintain document integrity.

The specific access levels and permissions assigned to individuals or roles should be determined based on the organization’s needs, document content, security requirements, and operational processes. Access control is a critical component of information security and governance, ensuring that documented information is appropriately protected and used in accordance with organizational policies and requirements.

13) Access to relevant documented information includes access by workers, and, where they exist, workers’ representatives.

Access to relevant documented information, including access by workers and, where they exist, workers’ representatives, is a fundamental aspect of effective Occupational Health and Safety (OH&S) Management. It promotes transparency, involvement, and collaboration within the organization. Here’s how access to documented information should be extended to workers and their representatives:

1. Worker Access: Ensure that workers, regardless of their roles or levels within the organization, have access to relevant documented information related to OH&S. This information may include OH&S policies, procedures, hazard assessments, emergency response plans, and more.
2. Access Training: Provide training and guidance to workers on how to access and use relevant documented information. Ensure that workers are aware of their rights to access this information and understand its importance for their safety.
3. Accessibility: Make documented information easily accessible to workers. This includes providing access to digital documents through user-friendly interfaces or physical documents in locations where workers can readily review them.
4. Workers’ Representatives: Where workers’ representatives, such as safety committees or unions, exist within the organization, ensure that they also have access to OH&S documented information. These representatives play a vital role in advocating for worker safety.
5. Collaborative Involvement: Encourage workers and their representatives to actively participate in OH&S processes and initiatives. Their insights and feedback can contribute to hazard identification, risk assessments, and improvement efforts.
6. Consultation and Communication: Establish mechanisms for ongoing consultation and communication with workers and their representatives regarding OH&S matters. This includes seeking their input on safety policies, procedures, and performance.
7. Feedback Mechanism: Create a feedback mechanism that allows workers and their representatives to provide comments, suggestions, or concerns related to OH&S documented information. Act on this feedback to drive improvements.
8. Confidentiality and Privacy: Ensure that sensitive or confidential information is appropriately protected when shared with workers or their representatives. This may involve anonymizing certain data while still sharing relevant safety insights.
9. Training and Capacity Building: Offer training and capacity-building programs to workers and their representatives to enhance their understanding of OH&S principles, regulations, and practices.
10. Conflict Resolution: Establish a process for resolving disputes or conflicts that may arise between workers or their representatives and management regarding OH&S matters. Encourage open dialogue and collaboration.
11. Legal Compliance: Ensure that providing access to workers and their representatives aligns with legal requirements and regulations in your jurisdiction.
12. Record Keeping: Maintain records of communication, consultation, and collaboration with workers and their representatives. These records can serve as evidence of compliance and transparency.
13. Continuous Improvement: Continuously seek ways to improve the involvement of workers and their representatives in OH&S processes and information access. Adapt to changing needs and circumstances.

By granting workers and their representatives access to relevant documented information and fostering their active involvement in OH&S initiatives, organizations can enhance their safety culture, identify hazards more effectively, and drive continual improvement in occupational health and safety performance. This collaborative approach is aligned with the principles of ISO 45001 and other OH&S management standards

Example of Procedure of Control of documented information

Objective: This procedure ensures the effective control of documented information relevant to the OH&S Management System, in compliance with ISO 45001:2018 requirements.

Responsibilities:

• Document Owner: The individual or department responsible for creating, updating, and maintaining documented information.
• Document Controller: The designated person responsible for overseeing document control activities.
• Authorized Users: Individuals or roles with approved access to specific documented information.

Procedure:

1. Document Creation:
   • The Document Owner identifies the need for new documented information or revisions to existing documents.
   • The Document Owner creates or updates the document according to established templates and formats.
2. Document Review and Approval:
   • The Document Owner submits the document for review to relevant stakeholders, including subject matter experts, managers, and other authorized personnel.
   • Reviewers assess the document for accuracy, completeness, and compliance with OH&S requirements.
   • Reviewers provide feedback and recommendations for revisions if necessary.
   • The Document Owner incorporates feedback and revises the document accordingly.
   • The Document Owner submits the final document for approval to the designated approver or authority.
   • The approver reviews the document and, if satisfied, grants approval.
3. Version Control:
   • The Document Controller assigns a unique version identifier to the document (e.g., document number, revision date, or version code).
   • The Document Controller updates the document status to indicate its approved status and version.
4. Document Distribution:
   • The Document Controller maintains a distribution list for each document, specifying authorized users and their access levels (view-only, edit, etc.).
   • The Document Controller distributes the document to authorized users through secure channels, ensuring confidentiality where necessary.
5. Access Control:
   • Authorized users are granted access based on their roles and responsibilities.
   • The Document Controller maintains access controls to prevent unauthorized access or changes to documents.
6. Document Retrieval:
   • Authorized users can retrieve documents as needed through designated repositories or systems.
   • The Document Controller ensures that retrieval mechanisms are efficient and user-friendly.
7. Document Storage and Preservation:
   • The Document Controller oversees the secure storage and preservation of both physical and electronic documents.
   • Preservation measures are applied to ensure document legibility and integrity throughout their retention period.
8. Document Disposition:
   • When documents reach their retention end date, the Document Controller initiates the disposal process in accordance with the organization’s document retention policy.
   • The disposal process may involve secure deletion, shredding of physical documents, or archiving for historical purposes, depending on the document type.
9. Document Control Records: The Document Controller maintains records of document creation, review, approval, distribution, access, retrieval, and disposition activities.
10. Document Change Control: Changes to documents are managed through the established change control process, including the submission of change requests, review, and approval.
11. Training and Awareness: The Document Controller ensures that relevant personnel are trained on document control procedures and their responsibilities.
12. Review and Improvement: The Document Controller conducts periodic reviews of the document control process to identify opportunities for improvement and ensures ongoing compliance with ISO 45001 requirements.

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7.4.1 General

The organization shall establish, implement and maintain the process(es) needed for the internal and external communications relevant to the OH&S management system, including determining:

1. on what it will communicate;
2. when to communicate;
3. with whom to communicate:
   • internally among the various levels and functions of the organization;
   • among contractors and visitors to the workplace;
   • among other interested parties;
4. how to communicate.

The organization shall take into account diversity aspects e.g. gender, language, culture, literacy, disability when considering its communication needs.
The organization shall ensure that the views of external interested parties are considered in
establishing its communication process(es).
When establishing its communication process(es), the organization shall:

• take into account its legal requirements and other requirements;
• ensure that OH&S information to be communicated is consistent with information generated within the OH&S management system, and is reliable.

The organization shall respond to relevant communications on its OH&S management system. The organization shall retain documented information as evidence of its communications, as appropriate.

7.4.2 Internal communication

The organization shall:
a) internally communicate information relevant to the OH&S management system among the various levels and functions of the organization, including changes to the OH&S management system, as appropriate;
b) ensure its communication process(es) enables workers to contribute to continual improvement.

7.4.3 External communication

The organization shall externally communicate information relevant to the OH&S management system, as established by the organization’s communication process(es) and taking into account its legal requirements and other requirements.

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

The communication process(es) established by the organization should provide for the gathering, updating and dissemination of information. It should ensure that relevant information is provided, is received and is understandable to all relevant workers and interested parties.

1) Internal and external communications relevant to the OH&S management system

Establishing effective internal and external communication related to Occupational Health and Safety (OH&S) is crucial for maintaining a safe and healthy work environment. Here are some key aspects of communication that should be established:

Internal Communication:

1. OH&S Policies and Procedures: Ensure that all employees are aware of OH&S policies, procedures, and guidelines. This information should be regularly updated and easily accessible to all employees.
2. Training and Education: Communicate the importance of OH&S through training programs and ongoing education. This includes safety induction for new employees and regular refresher courses.
3. Incident Reporting: Establish a clear process for reporting accidents, near misses, and other safety incidents internally. Encourage employees to report these incidents without fear of reprisal.
4. Safety Meetings: Conduct regular safety meetings or toolbox talks to discuss current safety issues, share lessons learned, and promote safety awareness.
5. Emergency Procedures: Ensure that all employees know the emergency procedures, including evacuation plans, first aid locations, and contacts in case of emergencies.
6. Risk Assessment and Hazard Reporting: Encourage employees to report potential hazards and participate in risk assessments. This feedback helps identify and mitigate risks.
7. Safety Committees: Establish safety committees or teams to involve employees in the decision-making process regarding safety improvements.
8. Health Promotion: Promote health and wellness within the workplace. Encourage healthy lifestyles and provide information on relevant health topics.
9. Performance Feedback: Provide feedback to employees regarding their safety performance. Recognize and reward safe behaviors and address unsafe behaviors promptly.

External Communication:

1. Regulatory Compliance: Communicate with relevant government agencies and regulatory bodies to ensure compliance with OH&S laws and regulations. This includes reporting incidents as required by law.
2. Stakeholder Engagement: Engage with external stakeholders, such as suppliers, contractors, and customers, to ensure that they are aware of and comply with OH&S requirements when interacting with your organization.
3. Community Outreach: Maintain open communication with the local community, especially if your organization’s activities could impact the surrounding environment or public safety.
4. Industry Collaboration: Participate in industry-specific groups or associations that promote OH&S best practices and share information with peers.
5. Media and Public Relations: Be prepared to communicate with the media and the public in case of major safety incidents or emergencies. Designate a spokesperson and have a crisis communication plan in place.
6. Contractor and Vendor Communication: When working with contractors or vendors, ensure they are aware of your OH&S expectations and have appropriate safety measures in place.
7. Suppliers: Communicate your OH&S requirements to suppliers and request information on the safety practices and quality of products or materials they provide.
8. Investor and Shareholder Reporting: If your organization is publicly traded or has investors, communicate relevant OH&S information in your reports and disclosures to provide transparency on safety performance.

Effective communication, both internal and external, is essential for creating a culture of safety, preventing accidents, and demonstrating your organization’s commitment to the well-being of its employees and the community. It helps ensure that everyone involved is informed, engaged, and working together to maintain a safe workplace.

2) The organization shall establish, implement and maintain the processes needed for the internal and external communications relevant to the OH&S management system

In the context of an Occupational Health and Safety (OH&S) management system, it’s essential for an organization to establish, implement, and maintain effective processes for both internal and external communication. These processes are critical for ensuring that the OH&S management system functions properly and that relevant information is communicated to all stakeholders. Here’s how an organization can achieve this:

1. Internal Communication Processes:

Internal communication processes are focused on ensuring that everyone within the organization is aware of, understands, and participates in the OH&S management system.

• OH&S Policy and Objectives: Ensure that the OH&S policy and objectives are communicated to all employees, and that employees understand their roles and responsibilities in achieving these objectives.
• Training and Awareness: Develop training programs to educate employees about OH&S hazards, safe work practices, and emergency procedures. Regularly update and refresh this training.
• Incident Reporting: Establish a clear and confidential process for employees to report incidents, near misses, and hazards. Ensure that reports are investigated, and actions are taken to prevent recurrence.
• Safety Meetings and Committees: Hold regular safety meetings or engage safety committees to discuss safety issues, share best practices, and gather input from employees.
• Documentation and Records: Maintain records of safety training, incident reports, and safety meetings to track and manage OH&S performance.

2. External Communication Processes:

External communication processes involve interactions with parties outside the organization, such as regulatory authorities, contractors, suppliers, customers, and the local community.

• Regulatory Compliance: Ensure that the organization complies with all relevant OH&S laws and regulations and communicates with regulatory authorities as required.
• Contractor and Supplier Communication: Establish OH&S requirements for contractors and suppliers, and communicate these requirements clearly. Verify that contractors and suppliers meet these requirements.
• Stakeholder Engagement: Engage with stakeholders, such as local communities or environmental groups, to address their concerns related to OH&S matters and communicate the organization’s commitment to safety.
• Emergency Response: Coordinate with local emergency services and communicate emergency response plans to ensure a timely and effective response to incidents.
• Public Relations: Develop a crisis communication plan to handle media and public inquiries in case of significant incidents. Designate a spokesperson and prepare press releases or statements.
• Reporting and Transparency: Report on OH&S performance to relevant stakeholders, including investors and shareholders, through annual reports, sustainability reports, or other communication channels.
• Community Outreach: Engage in community outreach and education programs to promote safety awareness and demonstrate the organization’s commitment to the well-being of the local community.
• Industry Collaboration: Collaborate with industry peers to share best practices and promote safety standards within the industry.

Remember that effective communication is a dynamic process that requires continuous improvement. Organizations should regularly review their communication processes to ensure that they remain relevant, efficient, and aligned with the goals of the OH&S management system.

3) While establishing the process for internal and external communications relevant to the OH&S management system the organization must determine on what it will communicate; when to communicate; with whom to communicate:how to communicate.

Establishing effective communication processes is crucial for the successful implementation and maintenance of an Occupational Health and Safety (OH&S) Management System. Here are some key considerations for determining what, when, with whom, and how to communicate within and outside the organization regarding OH&S:

1. What to Communicate:
   • OH&S Policies and Objectives: Clearly communicate the organization’s OH&S policies, objectives, and targets to all relevant parties.
   • Hazards and Risks: Share information about identified hazards, associated risks, and the control measures in place to mitigate those risks.
   • Incident Reporting: Establish a procedure for reporting incidents (e.g., accidents, near-misses, illnesses) and communicate it to all employees.
   • OH&S Performance: Share data and information related to OH&S performance, such as injury and illness statistics, near-miss reports, and trends.
   • Regulatory Changes: Communicate updates to relevant OH&S laws, regulations, and standards that may affect the organization.
   • Emergency Procedures: Ensure that employees are aware of and understand emergency procedures, including evacuation plans and first-aid facilities.
2. When to Communicate:
   • Regular Updates: Provide regular updates on OH&S matters through various channels.
   • Incident Reporting: Communicate incidents as soon as they occur and ensure prompt reporting.
   • Policy Changes: Notify employees and stakeholders of any changes to OH&S policies, procedures, or objectives.
3. With Whom to Communicate:
   • Internal Stakeholders: This includes all employees at various levels of the organization, from top management to frontline workers.
   • External Stakeholders: This can encompass suppliers, contractors, customers, regulatory authorities, and the local community.
   • Consultation and Participation: Involve employees and their representatives in the communication process, especially when making decisions that affect their health and safety.
4. How to Communicate:
   • Meetings: Hold regular OH&S meetings, including safety committee meetings, toolbox talks, and management reviews.
   • Training and Awareness Programs: Conduct training sessions to raise awareness about OH&S policies, procedures, and best practices.
   • Email and Intranet: Use email and the organization’s intranet to disseminate important OH&S information.
   • Notice Boards: Post OH&S notices and updates on bulletin boards in common areas.
   • Reports and Documentation: Use formal reports and documentation to communicate performance data and incident reports.
   • Feedback Mechanisms: Establish channels for employees to provide feedback on OH&S concerns or suggestions for improvement.

Remember that effective communication is a two-way process. It’s not just about conveying information but also listening to feedback, concerns, and suggestions from employees and other stakeholders. Regularly review and update your communication processes to ensure they remain effective in supporting your OH&S Management System and its objectives.

4) Organization must communicate internally among the various levels and functions of the organization; among contractors and visitors to the workplace; and among other interested parties;

Effective internal and external communication within an organization regarding Occupational Health and Safety (OH&S) is crucial for maintaining a safe workplace and ensuring compliance with OH&S standards. Here’s how communication can be structured among different groups:

1. Internal Communication:
   • Among Various Levels and Functions:
     • Top-down communication: Ensure that senior management communicates OH&S policies, goals, and expectations to all levels of the organization.
     • Bottom-up communication: Encourage employees at all levels to report hazards, near-misses, and safety concerns to their supervisors or safety committees.
     • Lateral communication: Promote the sharing of best practices and safety information between departments or teams.
   • Among Contractors and Visitors to the Workplace:
     • Orientation and Training: Before commencing work on-site, contractors and visitors should receive OH&S orientation and training specific to the workplace’s hazards and safety procedures.
     • Site-Specific Information: Communicate site-specific risks, emergency procedures, and safety rules to contractors and visitors.
     • Visitor Badges or Identification: Implement a system to identify and track visitors while on-site for security and safety purposes.
2. External Communication:
   • Among Other Interested Parties:
     • Regulatory Authorities: Ensure compliance with local, regional, and national OH&S regulations by providing necessary documentation and reports to relevant authorities.
     • Suppliers and Contractors: Communicate your OH&S requirements and expectations to suppliers and contractors, and request their commitment to safety standards.
     • Customers and Clients: Share relevant OH&S information when necessary, especially if your products or services have implications for health and safety.
     • Local Community: If your organization’s activities impact the local community, communicate openly about safety measures, incident reporting, and emergency response plans.
     • Industry Groups and Associations: Participate in industry-specific OH&S communication and collaboration efforts to stay updated on best practices and standards.
3. Channels of Communication:
   • Utilize a variety of communication channels to reach different audiences effectively:
     • Intranet and Internal Memos: For internal communications within the organization.
     • Safety Meetings and Training Sessions: For engaging employees, contractors, and visitors.
     • Reports and Documentation: For sharing performance data, incident reports, and compliance documentation with regulatory authorities and stakeholders.
     • Public Relations and Media: In the event of a major incident, work closely with the media and the public to provide accurate and timely information.
4. Feedback Mechanisms:
   • Establish mechanisms for receiving feedback from contractors, employees, visitors, and other stakeholders regarding OH&S matters. Encourage the reporting of near-misses and incidents.
   • Act on feedback promptly and communicate the actions taken to address safety concerns.

Regular and transparent communication is essential for building a strong safety culture, maintaining compliance, and fostering trust among all stakeholders involved in an organization’s OH&S program.

5) The organization shall take into account diversity aspects e.g. gender, language, culture, literacy, disability when considering its communication needs

Inclusive and considerate communication is crucial when addressing Occupational Health and Safety (OH&S) matters within an organization. Taking into account diversity aspects such as gender, language, culture, literacy, and disability ensures that communication is effective and accessible to all employees and stakeholders. Here are some ways to consider diversity aspects in OH&S communication:

1. Language and Literacy:
   • Recognize that employees may have varying levels of language proficiency and literacy. Use plain language and avoid technical jargon in OH&S communication materials.
   • Provide translated materials or multilingual resources if needed, especially in multicultural workplaces.
   • Offer training and support for employees with lower literacy levels to ensure they understand OH&S information.
2. Cultural Sensitivity:
   • Be culturally sensitive in your communication. Consider the cultural backgrounds of your employees and stakeholders.
   • Avoid cultural stereotypes and biases in your messaging.
   • If applicable, incorporate cultural practices and beliefs into OH&S programs, especially in diverse work environments.
3. Gender Sensitivity:
   • Recognize that different genders may have unique health and safety needs. Address these differences in your OH&S policies and communication.
   • Ensure that safety equipment and facilities are gender-inclusive, and provide appropriate training and resources for all genders.
4. Disability Accessibility:
   • Make OH&S communication materials accessible to individuals with disabilities. This includes providing information in accessible formats, such as braille, large print, or electronic formats compatible with screen readers.
   • Ensure that safety training and emergency procedures are accessible to employees with disabilities.
5. Visual and Auditory Impairments:
   • Consider employees who have visual or auditory impairments when designing communication materials.
   • Use alternative formats, such as audio descriptions or sign language interpreters, during training sessions or presentations.
6. Interactive Communication:
   • Encourage two-way communication and feedback from all employees, regardless of their background or abilities.
   • Provide multiple channels for reporting safety concerns, such as anonymous reporting options.
7. Training and Education:
   • Tailor training programs to accommodate diverse learning styles and needs.
   • Use a mix of visual, auditory, and hands-on training methods to ensure that all employees can participate effectively.
8. Inclusivity in Safety Committees:
   • Ensure that safety committees or teams include diverse representation, taking into account gender, cultural, and disability diversity.
9. Accessibility Assessments:
   • Regularly assess the accessibility of your workplace, including entrances, exits, workstations, and emergency evacuation routes, to ensure they are accessible to everyone.
10. Regular Reviews and Updates:
    • Continuously evaluate the effectiveness of your OH&S communication strategies in addressing diversity aspects. Make improvements as needed.

By considering diversity aspects in OH&S communication, organizations can create a more inclusive and safer work environment where every employee feels valued and informed about their health and safety. This, in turn, contributes to a stronger safety culture and improved OH&S outcomes.

6) The organization shall ensure that the views of external interested parties are considered in establishing its communication process

Incorporating the views and feedback of external interested parties in the development of your Occupational Health and Safety (OH&S) communication process is essential for fostering transparency, compliance, and cooperation. Here’s how you can ensure that external interested parties’ perspectives are considered:

• Determine who the external interested parties are in the context of OH&S. These may include regulatory authorities, customers, suppliers, contractors, local communities, industry associations, and neighboring businesses.
• Actively engage with external interested parties to gather their views, needs, and expectations regarding OH&S.
• Seek their input on OH&S policies, procedures, and practices that may impact them or the broader community.
• Conduct surveys, focus groups, or interviews to collect feedback from external stakeholders on OH&S matters.
• Establish a feedback mechanism that allows external parties to report safety concerns or provide suggestions for improvement.
• Consider involving external stakeholders in OH&S committees or advisory groups to ensure their perspectives are represented in decision-making processes.
• Collaborate with suppliers and contractors to align safety standards and expectations.
• Provide regular updates to external interested parties on OH&S performance, incidents, and progress toward OH&S goals and objectives.
• Communicate how their concerns and feedback have been addressed and incorporated into safety measures.
• Ensure that your OH&S communication process complies with relevant regulatory requirements for engaging with external interested parties.
• Keep records of your interactions and communication efforts to demonstrate compliance.
• Collaborate with external interested parties to address shared OH&S challenges and find mutually beneficial solutions.
• Engage in joint initiatives or partnerships that promote safety and well-being in the workplace and the broader community.
• Act on the feedback and input provided by external parties. Use this feedback to improve safety practices, enhance communication processes, and adapt OH&S strategies.
• Regularly review your communication process to assess its effectiveness in incorporating external stakeholders’ views and needs.
• Make adjustments and improvements based on the lessons learned from stakeholder engagement.
• Maintain records of stakeholder engagement activities, including meeting minutes, survey results, and correspondence.
• Report on your engagement efforts and the outcomes in OH&S performance reports or sustainability reports.

Incorporating external interested parties’ views into your OH&S communication process not only helps in meeting compliance requirements but also strengthens relationships, builds trust, and ensures that your organization is responsive to the concerns and expectations of the broader community. It contributes to a more comprehensive and effective OH&S management system.

7) The organization shall respond to relevant communications on its OH&S management system.

Responding to communications regarding an Occupational Health and Safety (OH&S) Management System is a critical aspect of maintaining transparency, accountability, and trust with internal and external stakeholders. Here are steps on how an organization should respond to relevant communications about its OH&S management system:

• Assign responsibility for managing OH&S communications to a specific individual or team within the organization. This individual or team should be knowledgeable about the OH&S Management System.
• Develop a clear and standardized protocol for responding to OH&S communications. This protocol should outline the steps to be taken and the timeframes for responding.
• Acknowledge the receipt of the communication promptly. This acknowledgment can be automated for routine communications, but for more complex matters or stakeholder concerns, a personalized acknowledgment may be appropriate.
• Evaluate the nature and significance of the communication. Determine whether it relates to an incident, a request for information, a suggestion, a complaint, or other matters related to OH&S.
• Assess the urgency and potential impact of the issue raised.
• Collect all relevant information related to the communication. This may involve consulting internal records, conducting investigations, or seeking input from relevant parties within the organization.
• Develop a well-thought-out response plan based on the nature and importance of the communication. Ensure that the plan includes steps to address any identified OH&S issues or concerns.
• Respond in a timely manner, adhering to any legally required response timeframes, if applicable. Even if there are no legal requirements, aim to respond as promptly as possible to demonstrate commitment to OH&S.
• Be open and transparent in your response. Provide clear, concise, and accurate information regarding the issue or concern raised.
• If the matter involves sensitive or confidential information, explain any limitations on the information that can be shared.
• If the communication raises an OH&S issue or concern, outline the steps the organization will take to address it. This may involve implementing corrective actions, investigations, or preventive measures.
• Keep the communicator informed about the progress of any actions taken to address their concern or issue.
• Request feedback from the communicator to ensure their satisfaction with the resolution or response.
• Maintain records of all OH&S communications and the organization’s responses. These records serve as evidence of compliance and can be used for continuous improvement.
• Periodically review your response processes and communication protocols to identify opportunities for improvement. Ensure that lessons learned from previous communications are integrated into your OH&S Management System.
• Encourage a feedback loop with stakeholders. Ask for suggestions on how the organization can improve its OH&S management and communication processes.

Responding effectively to OH&S communications not only helps address concerns and maintain a safe workplace but also reinforces the organization’s commitment to health and safety. It is a critical element of building trust with employees, contractors, regulatory authorities, and the wider community.

8) When establishing its communication process , the organization shall take into account its legal requirements and other requirements

When establishing its communication process for an Occupational Health and Safety (OH&S) Management System, the organization must consider its legal requirements and other relevant obligations. This is a fundamental step in ensuring compliance and demonstrating a commitment to safety. Here’s how an organization should take these requirements into account:

• Conduct a thorough review to identify all relevant OH&S laws, regulations, and standards that apply to the organization based on its location, industry, and activities.
• Stay informed about changes in OH&S regulations to ensure ongoing compliance.
• Besides legal requirements, identify any other OH&S obligations or commitments the organization has voluntarily adopted. These might include industry-specific standards, certifications, or customer-specific requirements.
• Ensure that OH&S policies and objectives explicitly reference the legal and other requirements that the organization must adhere to. This demonstrates the organization’s commitment to compliance.
• Develop a communication plan that outlines how the organization will effectively communicate its compliance with legal and other requirements.
• Determine who needs to be informed, what information needs to be communicated, and the frequency of communication.
• Communicate the legal and other requirements to all levels of the organization to ensure everyone is aware of their responsibilities and obligations.
• Establish processes for regularly updating employees on any changes in these requirements and how they affect their work.
• Ensure that relevant external parties, such as regulatory authorities, customers, suppliers, and other stakeholders, are aware of the organization’s compliance with legal and other requirements.
• Provide timely and accurate information to these parties when requested or as required by law.
• Maintain comprehensive records of legal and other requirements, as well as the organization’s compliance efforts. This documentation is essential for audits and inspections.
• Train employees and relevant stakeholders on the specific legal and other requirements that pertain to their roles and responsibilities.
• Foster a culture of awareness and vigilance regarding compliance with these requirements.
• Establish processes for monitoring compliance with legal and other requirements and reporting any non-compliance or incidents to the relevant authorities or stakeholders as required by law.
• Periodically review and update the organization’s communication processes to ensure they remain aligned with legal and other requirements.
• Learn from past experiences and use them to enhance compliance efforts and communication.

By taking legal and other requirements into account during the establishment of its OH&S communication process, an organization can help ensure that it not only meets its obligations but also promotes a proactive approach to safety and compliance throughout the organization. This, in turn, contributes to a safer and more responsible work environment.

9) When establishing its communication process , the organization shall ensure that OH&S information to be communicated is consistent with information generated within the OH&S management system, and is reliable

Ensuring that Occupational Health and Safety (OH&S) information communicated is reliable and consistent with the information generated within the OH&S management system is essential for maintaining trust, accuracy, and effectiveness in your OH&S communication process. Here’s how an organization can achieve this:

• Implement standardized procedures and formats for collecting, recording, and storing OH&S data and information within the OH&S management system. This ensures consistency in data management.
• Establish processes to validate and verify the accuracy and reliability of OH&S data before it is communicated. This includes regular audits, inspections, and data quality checks.
• Maintain detailed records of OH&S information generated within the management system. This documentation should be up-to-date and easily accessible for reference.
• Ensure that OH&S information is shared among relevant parties within the organization, including different departments and levels of management. Use established communication channels for this purpose.
• Cross-reference information across different sources and databases to identify any discrepancies or inconsistencies. Investigate and rectify these issues promptly.
• Implement a robust document control system to manage OH&S documentation. This system should include version control, revision history, and approvals to maintain the integrity of information.
• Communicate OH&S information in a timely manner, ensuring that it reflects the most current data and findings from the management system.
• Verify that reports and communication materials accurately represent the information generated by the OH&S management system. Ensure that they align with the organization’s policies, objectives, and performance data.
• Be transparent about the sources and methods used to collect OH&S data and information. This transparency builds trust among stakeholders.
• Establish a feedback mechanism that allows stakeholders to raise concerns about the accuracy or reliability of OH&S information. Act on feedback promptly to address any issues.
• Train employees and relevant stakeholders on the importance of accurate and consistent OH&S communication. Ensure that they understand their roles in maintaining data integrity.
• Periodically review the OH&S communication process to identify opportunities for improvement. Ensure that it continues to align with the information generated within the OH&S management system.
• Engage in third-party audits or reviews of your OH&S communication process to gain an independent assessment of its reliability and consistency.

By implementing these measures, an organization can maintain the reliability and consistency of OH&S information communicated both internally and externally. This, in turn, helps in building a culture of trust, ensuring compliance, and promoting effective OH&S management.

10 ) The organization shall retain documented information as evidence of its communications, as appropriate.

Maintaining records of communications relevant to Occupational Health and Safety (OH&S) is a fundamental aspect of an effective OH&S management system. These records provide evidence of compliance, track the organization’s OH&S performance, and support accountability. Here are key considerations for keeping records of OH&S communications:

1. Records should encompass various types of OH&S communications, including but not limited to:
   • OH&S policies, procedures, and guidelines.
   • Incident reports, investigations, and corrective actions.
   • Safety meeting minutes and attendance.
   • Training and education sessions related to OH&S.
   • External communications with regulatory authorities, stakeholders, and contractors.
   • Complaints, suggestions, and feedback regarding OH&S matters.
2. Establish clear retention periods for OH&S communication records based on legal requirements, industry standards, and the organization’s needs. Ensure that records are retained for a sufficient duration to support compliance and historical tracking.
3. Store OH&S communication records in a secure and organized manner to prevent loss, damage, or unauthorized access. Make sure that authorized personnel can easily access and retrieve these records when needed.
4. Records can be in various formats, including hard copies, electronic documents, email correspondence, meeting minutes, reports, and databases. Use appropriate technology and software for managing electronic records to ensure data integrity and accessibility.
5. Implement version control mechanisms for critical OH&S documents and policies to track changes and updates over time.
6. Maintain audit trails or logs for electronic records, showing who accessed, modified, or deleted records and when these actions occurred.
7. Protect the integrity and security of records to prevent tampering, loss, or unauthorized alterations. Implement access controls and encryption where necessary.
8. Ensure that record-keeping practices align with legal and regulatory requirements, including data privacy and retention laws applicable to OH&S records.
9. Develop procedures for the proper disposal or destruction of records at the end of their retention period, ensuring compliance with data protection and privacy regulations.
10. Regularly back up electronic records to prevent data loss due to technical failures or unforeseen events. Establish disaster recovery procedures to ensure data recovery if needed.
11. Maintain records that document actions taken in response to OH&S communications, including the resolution of complaints or the implementation of corrective actions.
12. Train relevant personnel on the organization’s record-keeping procedures and the importance of accurate and comprehensive record-keeping for OH&S compliance.
13. Conduct periodic reviews and internal audits of record-keeping practices to ensure they remain effective, compliant, and aligned with the organization’s OH&S management system.

Keeping records of OH&S communications not only supports compliance but also enables organizations to track their progress, identify areas for improvement, and demonstrate their commitment to safety to internal and external stakeholders.

11) The organization must internally communicate information relevant to the OH&S management system among the various levels and functions of the organization, including changes to the OH&S management system, as appropriate;

Internal communication is a crucial component of an effective Occupational Health and Safety (OH&S) Management System. It ensures that relevant OH&S information is disseminated among various levels and functions of the organization, facilitating the sharing of knowledge and promoting a culture of safety. Additionally, it is essential to communicate any changes in the OH&S system to keep everyone informed. Here are key considerations for internal communication in the context of the OH&S Management System:

• Communicate OH&S information clearly and in a timely manner to all levels and functions within the organization.
• Ensure that employees receive relevant information when they need it to make informed decisions and carry out their roles safely.
• Disseminate OH&S policies, objectives, and targets to all employees to create awareness and alignment with organizational goals for safety.
• Notify employees about any changes or updates in the OH&S system promptly. This includes changes in policies, procedures, roles and responsibilities, and safety measures.
• Explain the reasons for changes and how they impact the organization’s OH&S performance and objectives.
• Conduct training and educational programs to ensure that employees understand the OH&S Management System, including its components, requirements, and their roles in its implementation.
• Training should cover both existing practices and any new procedures resulting from system changes.
• Hold regular safety meetings and toolbox talks to discuss OH&S topics, share information, and address safety concerns.
• Encourage open dialogue among employees to promote the reporting of safety issues and the sharing of best practices.
• Establish channels for employees to provide feedback, ask questions, and report safety concerns related to the OH&S system.
• Ensure that feedback is actively encouraged, and responses are provided.
• Involve top management in reviewing OH&S performance and system effectiveness, and communicate the outcomes of these reviews to relevant staff.
• Share information on improvements and action plans resulting from these reviews.
• Maintain documentation of OH&S communications, including meeting minutes, training records, and records of changes made to the OH&S system.
• These records serve as evidence of compliance and can be used for auditing and reporting purposes.
• Encourage employees at all levels to contribute to the improvement of the OH&S Management System by sharing suggestions, observations, and lessons learned.
• Ensure that OH&S communication is consistent across all functions and departments within the organization. Avoid silos of information.
• Establish clear communication protocols for crisis and emergency situations. Ensure that all employees understand their roles in emergency response.
• Tailor communication to meet the diverse needs of employees, including language, literacy levels, and physical abilities.

Effective internal communication in the OH&S Management System helps create a culture of safety, fosters employee engagement, reduces incidents, and ensures that everyone is aware of their responsibilities in maintaining a safe and healthy work environment.

12) The organization must ensure its communication process(es) enables workers to contribute to continual improvement

Empowering workers to contribute to continual improvement is a fundamental principle of an effective Occupational Health and Safety (OH&S) Management System. To achieve this, the organization should establish a communication process that encourages and facilitates worker involvement in identifying opportunities for improvement, sharing ideas, and actively participating in the enhancement of the OH&S system. Here’s how to ensure that the communication process enables workers to contribute to continual improvement:

• Create a culture of open communication where workers feel comfortable expressing their concerns, sharing observations, and suggesting improvements related to OH&S.
• Ensure that all workers, regardless of their position or role, have a voice in the improvement process.
• Establish formal feedback mechanisms that allow workers to report safety concerns, near-misses, incidents, and potential hazards. Encourage the use of these mechanisms and ensure they are easily accessible.
• Implement suggestion programs or idea boxes where workers can submit their suggestions for improving safety and health in the workplace.
• Recognize and reward valuable contributions to incentivize worker participation.
• Conduct regular safety meetings, toolbox talks, or safety huddles to provide a platform for workers to discuss safety issues, share best practices, and offer suggestions for improvement.
• Encourage workers to actively participate in these meetings and address concerns or questions.
• Establish safety committees that include representatives from different departments and levels of the organization. These committees can be instrumental in driving safety improvements.
• Ensure that safety committee meetings are held regularly, and that the minutes and action items are communicated effectively.
• Provide training to workers on the importance of their role in contributing to OH&S improvement.
• Ensure that workers are aware of their rights and responsibilities when it comes to safety and reporting issues.
• Involve workers in incident investigations and root cause analysis processes. Their firsthand knowledge can provide valuable insights into the causes of incidents and potential corrective actions.
• Promote a culture of continuous improvement where workers are encouraged to seek opportunities for innovation and safety enhancement.
• Emphasize that improvements can come from small changes as well as large-scale initiatives.
• Establish clear communication channels for workers to escalate safety concerns or improvement ideas to the appropriate levels of management or safety personnel.
• Ensure that worker-contributed ideas and suggestions are actively considered, and action plans are developed and implemented where appropriate.
• Provide feedback to workers on the outcomes of their contributions, demonstrating that their input is valued.
• Maintain records of worker contributions, including suggestions, feedback, and improvements made. This documentation can serve as a historical record and evidence of continual improvement efforts.
• Recognize and appreciate workers for their contributions to safety improvements. Acknowledgment can include both formal recognition programs and informal appreciation from supervisors and peers.

By creating a communication process that empowers workers to contribute to continual improvement, organizations can tap into the collective knowledge and experience of their workforce to enhance safety, reduce risks, and create a safer and healthier workplace.

13) The organization shall externally communicate information relevant to the OH&S management system, as established by the organization’s communication process(es) and taking into account its legal requirements and other requirements.

External communication is a critical component of an effective Occupational Health and Safety (OH&S) Management System. It involves sharing relevant OH&S information with external parties, including regulatory authorities, customers, suppliers, contractors, and other stakeholders. To meet this requirement, organizations should follow a structured communication process that considers legal requirements, other obligations, and the needs of external interested parties. Here’s how an organization can effectively manage external communication related to its OH&S Management System:

• Determine the OH&S information that needs to be communicated externally. This includes information related to OH&S performance, policies, objectives, incident reports, and compliance with legal and other requirements.
• Ensure that external communication adheres to all legal and regulatory requirements related to OH&S reporting and disclosure. Be aware of reporting deadlines and formats mandated by relevant authorities.
• Consider any additional OH&S reporting obligations imposed by industry standards, customer contracts, or voluntary commitments (e.g., sustainability reporting).
• Identify appropriate communication channels for different external parties. These may include formal reports, emails, dedicated portals, websites, or specific regulatory submission mechanisms.
• Communicate OH&S information accurately and transparently, providing a clear and honest representation of your organization’s OH&S performance and efforts.
• Determine the frequency of communication based on the requirements of external parties. Some may require regular updates, while others may need information on an ad-hoc basis.
• Maintain records of all external OH&S communications, including copies of reports, emails, and other forms of correspondence. These records serve as evidence of compliance and transparency.
• Train employees responsible for external communication on the organization’s OH&S policies, objectives, and legal requirements to ensure accurate and consistent messaging.
• Establish mechanisms for external parties to provide feedback or ask questions related to OH&S matters. Ensure that inquiries and concerns are addressed promptly.
• Engage with external stakeholders, such as customers, suppliers, and industry associations, to understand their OH&S expectations and requirements. This helps in tailoring communication to their needs.
• Provide external stakeholders with regular reports on OH&S performance, including data on incidents, near-misses, and progress toward OH&S objectives and targets.
• In the event of significant OH&S incidents, communicate transparently with all relevant external parties, including regulatory authorities, customers, and the affected community.
• Establish emergency communication protocols for sharing critical OH&S information during emergency situations, including evacuation plans and emergency response actions.
• Consider aligning external communication with international standards such as ISO 45001 for OH&S management systems to enhance consistency and credibility.
• Regularly review and update the organization’s external communication processes to ensure they remain effective, compliant, and responsive to the changing needs and expectations of external stakeholders.

Effective external communication not only helps organizations meet their legal and regulatory obligations but also enhances transparency, builds trust, and demonstrates a commitment to safety and responsible OH&S management to external parties.

Documented Information required

Documents:

1. OH&S Policy (Documented Information):
   • The OH&S policy is a documented statement of the organization’s commitment to OH&S. It should be available and communicated within the organization.
2. OH&S Objectives (Documented Information):
   • Documented OH&S objectives and targets should be established by the organization. These objectives should be measurable, relevant, and consistent with the OH&S policy.
3. Scope of the OH&S Management System (Documented Information):
   • The scope of the OH&S management system, including the boundaries and applicability, should be documented.
4. Roles, Responsibilities, and Authorities (Documented Information):
   • Documented information specifying the roles, responsibilities, and authorities for OH&S within the organization should be established and communicated.
5. Communication Procedures (Documented Information):
   • Procedures for both internal and external communication related to OH&S should be documented. These procedures should outline how OH&S information is to be communicated and by whom.
6. Documented Information about Risks and Opportunities:
   • Documented information that addresses risks and opportunities relevant to the OH&S management system should be available. This may include risk assessments, hazard identification, and risk mitigation strategies.

Records:

1. OH&S Communication Records:
   • Records of internal and external communications related to OH&S, including meeting minutes, reports, and emails, should be maintained. These records demonstrate compliance with communication procedures.
2. Training and Awareness Records:
   • Records of OH&S training and awareness programs, including attendance, content, and outcomes, should be maintained.
3. OH&S Objectives and Targets Records:
   • Records of OH&S objectives and targets, their establishment, and progress toward achieving them should be documented.
4. Incident and Nonconformity Records:
   • Records of OH&S incidents, near-misses, accidents, and nonconformities, including their investigation, actions taken, and follow-up, should be maintained.
5. Records of Changes in the OH&S Management System:
   • Records of any changes made to the OH&S management system, including the reasons for the changes, should be documented.
6. Records of OH&S Performance Evaluation:
   • Records of OH&S performance evaluations, including monitoring and measurement results, audits, and management reviews, should be maintained.
7. Records of Consultation and Participation:
   • Records of worker consultation, participation, and feedback related to OH&S should be documented. This includes minutes of safety meetings and feedback on OH&S matters.
8. Records of External Communication:
   • Records of external communication related to OH&S, such as communication with regulatory authorities or external stakeholders, should be maintained.

Example of procedure for communication related to OH&S

Objective: To establish a systematic approach for communication related to the Occupational Health and Safety (OH&S) Management System, ensuring that OH&S information is effectively shared both internally and externally.

Responsibilities:

• Top Management: Responsible for overall leadership and commitment to OH&S communication.
• OH&S Manager: Responsible for overseeing the implementation of this procedure and ensuring compliance with ISO 45001 requirements.
• Department Managers and Supervisors: Responsible for communicating relevant OH&S information to their teams.
• Employees: Responsible for actively participating in OH&S communication and reporting any safety concerns.

Procedure Steps:

1. OH&S Communication Planning:
   • The OH&S Manager, in consultation with relevant departments and functions, shall develop an OH&S communication plan.
   • The communication plan shall identify the objectives, key messages, target audiences, communication channels, and timing for OH&S communication activities.
   • The plan should also consider legal and regulatory requirements, as well as the needs and expectations of external interested parties.
2. OH&S Policy and Objectives:
   • The OH&S policy shall be communicated to all employees during onboarding and whenever updates occur.
   • OH&S objectives and targets shall be communicated to relevant employees and departments, emphasizing their roles in achieving these objectives.
3. Internal Communication:
   • Department managers and supervisors shall ensure that OH&S information is effectively communicated to employees within their respective areas.
   • Regular safety meetings, toolbox talks, and departmental briefings shall be used to discuss OH&S topics, share information, and address safety concerns.
   • Employees are encouraged to report safety concerns, incidents, or suggestions through established reporting channels.
4. External Communication:
   • The OH&S Manager shall be responsible for external communication related to OH&S, including communication with regulatory authorities, customers, suppliers, and other stakeholders.
   • The organization shall comply with legal and regulatory requirements regarding external reporting of OH&S information.
   • External stakeholders shall be informed of the organization’s commitment to OH&S and its policies and objectives when deemed necessary.
5. Emergency Communication:
   • Procedures for emergency communication, including evacuation plans and notification of relevant authorities, shall be established and communicated to all employees.
   • Employees should be aware of their roles and responsibilities in emergency communication and response.
6. Feedback Mechanisms:
   • The organization shall establish and maintain mechanisms for employees and external parties to provide feedback, ask questions, and report OH&S concerns.
   • Feedback received should be acknowledged, investigated, and appropriate actions taken as necessary.
7. Documentation and Records:
   • Records of all OH&S communication activities, including meeting minutes, reports, training records, and external correspondence, shall be maintained and retained as per the organization’s record-keeping procedures.
8. Review and Improvement:
   • The OH&S Manager shall periodically review the effectiveness of OH&S communication activities and make improvements as necessary.
   • Lessons learned from incidents and feedback received should be used to enhance the communication process.

ISO 45001:2018 Requirement

Workers shall be made aware of:
a) the OH&S policy and OH&S objectives;
b) their contribution to the effectiveness of the OH&S management system, including the benefits of improved OH&S performance;
c) the implications and potential consequences of not conforming to the OH&S management system requirements;
d) incidents and the outcomes of investigations that are relevant to them;
e) hazards, OH&S risks and actions determined that are relevant to them;
f) the ability to remove themselves from work situations that they consider present an imminent and serious danger to their life or health, as well as the arrangements for protecting them from undue consequences for doing so.

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

In addition to workers (especially temporary workers), contractors, visitors and any other parties
should be aware of the OH&S risks to which they are exposed.

1) Workers shall be made aware of the OH&S policy and OH&S objectives;

Making workers aware of the Occupational Health and Safety (OH&S) policy and objectives is a critical step in promoting a safe and healthy work environment. Here are several methods to effectively communicate the OH&S policy and objectives to workers:

• Include OH&S policy and objectives as a part of the employee orientation process for new hires.
• Conduct regular OH&S training sessions to educate employees about the policy and objectives.
• Use interactive training methods, such as workshops, seminars, or e-learning modules, to engage employees effectively.
• Develop clear and concise written materials, such as handbooks, manuals, or pamphlets, that explain the OH&S policy and objectives.
• Ensure that these documents are readily accessible to all employees, either in print or electronically, such as on the company intranet.
• Hold regular safety meetings or workshops to discuss the OH&S policy and objectives with employees.
• Use these sessions to explain the significance of the policy, share examples, and answer questions from employees.
• Utilize various communication channels to relay information about the OH&S policy and objectives, including email, company newsletters, bulletin boards, and internal communication platforms.
• Use posters and visual aids to reinforce key messages in common areas or workstations.
• Encourage senior management and leadership to lead by example and actively promote the OH&S policy and objectives.
• Have leaders discuss safety at team meetings and emphasize its importance in the workplace.
• Create a dedicated section on the company’s intranet or website where employees can access the OH&S policy, objectives, and related resources.
• Provide links to relevant documents, training materials, and contact information for OH&S representatives.
• Establish a feedback mechanism that allows employees to ask questions, report safety concerns, and provide input on the OH&S policy and objectives.
• Ensure that employees feel comfortable speaking up about safety issues without fear of retaliation.
• Periodically remind employees of the OH&S policy and objectives through email reminders, safety posters, or briefings at team meetings.
• Connect these reminders to specific initiatives or events related to safety.
• Encourage employees to integrate safety into their daily work routines and decision-making processes.
• Recognize and reward safe behaviors and achievements related to meeting OH&S objectives.
• Use workplace audits and safety inspections as opportunities to reinforce the importance of the OH&S policy and objectives.
• Discuss findings and recommendations with employees to demonstrate a commitment to improvement.

By employing a combination of these methods and consistently reinforcing the message of safety, organizations can effectively make workers aware of the OH&S policy and objectives, fostering a culture of safety and reducing the risk of workplace accidents and injuries.

2) Workers shall be made aware of their contribution to the effectiveness of the OH&S management system, including the benefits of improved OH&S performance;

To make workers aware of their contribution to the effectiveness of the Occupational Health and Safety (OH&S) management system and the benefits of improved OH&S performance, organizations should implement a comprehensive communication and education strategy. Here are steps you can take:

• Include OH&S in Employee Orientation. Incorporate OH&S principles and the importance of individual contributions to the system during the onboarding process for new employees.
• Provide ongoing training and education sessions that focus on the role of employees in maintaining a safe workplace.
• Explain how their actions and decisions can impact the overall effectiveness of the OH&S management system.
• Share specific examples and case studies of how individual actions or the lack thereof have affected workplace safety and the organization’s OH&S performance.
• Highlight instances where proactive contributions led to improved safety outcomes.
• Create visually appealing materials such as infographics, posters, and safety scorecards that illustrate the direct link between employee actions and the overall performance of the OH&S system.
• Use graphics to show the benefits of improved OH&S performance, such as reduced accidents and healthier work environments.
• Implement a recognition program that acknowledges and rewards employees for their contributions to safety and for actively participating in OH&S initiatives.
• Share success stories of employees who have made a significant impact on safety.
• Maintain open and transparent communication channels, such as safety newsletters or bulletin boards, to regularly update employees on OH&S performance and achievements.
• Discuss how their efforts have contributed to these successes.
• Encourage employees to participate in safety committees or teams where they can directly contribute to improving the OH&S management system.
• Emphasize that their input is valuable and can lead to positive changes.
• Establish feedback mechanisms where employees can report safety concerns, near misses, and suggestions for improvement.
• Show how their feedback is taken seriously and how it contributes to a safer workplace.
• Share key OH&S performance metrics with employees and explain how their actions impact these metrics.
• Regularly update them on progress toward OH&S goals.
• Ensure that senior leadership demonstrates a strong commitment to OH&S.
• Leaders should regularly communicate the organization’s dedication to safety, which reinforces the importance of individual contributions.
• Train supervisors and managers to recognize and acknowledge employees for their safety contributions.
• Encourage supervisors to provide specific feedback

3) Workers shall be made aware of the implications and potential consequences of not conforming to the OH&S management system requirements

Workers should be made aware of the implications and potential consequences of not conforming to Occupational Health and Safety (OH&S) management system requirements for several important reasons:

• The primary purpose of an OH&S management system is to ensure the safety and well-being of employees. When workers understand the potential consequences of not conforming to these requirements, they are more likely to take safety precautions seriously, reducing the risk of accidents and injuries.
• Failure to comply with OH&S regulations can lead to legal consequences for both the organization and individual employees. By educating workers about these requirements and potential legal implications, the organization can promote compliance and avoid legal trouble.
• Workplace accidents and injuries can result in significant financial costs for an organization. This includes medical expenses, workers’ compensation claims, fines, and legal fees. Making workers aware of the potential financial impact of non-conformance can motivate them to prioritize safety.
• Accidents and injuries can lead to productivity losses due to employee absenteeism, reduced morale, and downtime for investigations and cleanup. Workers who understand the consequences of non-conformance are more likely to follow safety procedures, reducing the likelihood of disruptions.
• Workplace accidents can damage an organization’s reputation and brand image. News of safety violations and incidents can erode trust with customers, investors, and the public. Educating workers about the importance of conforming to safety standards can help protect the organization’s reputation.
• A safe work environment contributes to positive employee morale. When workers feel that their employer prioritizes their safety, it can lead to increased job satisfaction and loyalty. Conversely, a disregard for safety can have a negative impact on morale.
• Worker awareness of OH&S requirements encourages them to actively participate in the continuous improvement of safety processes. They may identify potential hazards and suggest improvements, contributing to a safer workplace.
• Organizations have an ethical responsibility to provide a safe and healthy work environment for their employees. Communicating the potential consequences of non-conformance helps reinforce this ethical commitment.
• Engaged and informed employees are more likely to be proactive in identifying and addressing safety concerns. When workers understand the implications of non-conformance, they are more likely to engage in safety initiatives and report safety issues promptly.
• Fostering a culture of compliance with OH&S management system requirements starts with educating employees about the importance of these standards. Workers who are aware of the implications of non-compliance are more likely to support and uphold the culture of safety.

In summary, making workers aware of the implications and potential consequences of not conforming to OH&S management system requirements is essential for ensuring a safe and compliant workplace, protecting the organization’s interests, and fostering a culture of safety and responsibility among employees.

4) Workers shall be made aware of incidents and the outcomes of investigations that are relevant to them

To ensure that workers are aware of incidents and the outcomes of investigations that are relevant to them, organizations can implement a range of communication and information-sharing strategies. Here are some effective ways to achieve this:

• Regular Safety Meetings and Toolbox Talks:
  • Conduct regular safety meetings or toolbox talks to discuss recent incidents, near misses, and safety concerns.
  • Use these meetings as an opportunity to share investigation findings, lessons learned, and actions taken to prevent similar incidents in the future.
  • Encourage open discussions and questions from workers to enhance their understanding of the incidents and their relevance.
• Incident Reporting and Tracking System:
  • Implement an incident reporting system that allows workers to report incidents and near misses easily and confidentially.
  • Ensure that workers are informed about how to use the reporting system and that their reports are taken seriously.
  • Provide regular updates on the status of investigations and any corrective actions being taken.
• Safety Alerts and Bulletins:
  • Issue safety alerts or bulletins when significant incidents occur, outlining the details of the incident, its impact, and the actions being taken.
  • Distribute these alerts via email, bulletin boards, or other internal communication channels to ensure that workers receive timely information.
• Documentation and Reports:
  • Maintain clear and comprehensive incident reports and investigation documentation.
  • Share investigation reports with relevant workers, making sure to highlight key findings, causes, and recommendations.
  • Consider creating easily understandable summaries of complex reports for broader distribution.
• Training and Workshops:
  • Provide training sessions or workshops on incident awareness and investigation outcomes.
  • Use real-life examples and case studies to illustrate the importance of safety and how incidents can impact workers and the organization.
• Safety Committees and Representatives:
  • Establish safety committees or designate safety representatives who can serve as conduits for information between management and workers.
  • Ensure that these committees or representatives are actively involved in incident discussions and investigations.
• Visual Aids and Signage:
  • Use visual aids, posters, and safety signage to remind workers of safety rules, incident reporting procedures, and the importance of adhering to safety guidelines.
  • Update these materials regularly to include information on recent incidents and investigations.
• Technology and Intranet:
  • Utilize technology such as an internal company intranet or a mobile app to share incident information, investigation outcomes, and safety updates.
  • Make incident-related documents and resources easily accessible to all workers.
• Feedback Channels:
  • Encourage workers to provide feedback on safety procedures and incident reporting processes.
  • Act on worker feedback and suggestions to improve safety practices and communication.
• Recognition and Rewards:
  • Recognize and reward workers for their contributions to incident reporting and safety improvement.
  • Positive reinforcement can motivate workers to stay engaged in safety initiatives and investigations.
• Language and Accessibility:
  • Ensure that incident information and investigation outcomes are communicated in a language and format that all workers can understand.
  • Consider the needs of diverse workers, including those with language or literacy barriers.
• Follow-Up:
  • Conduct follow-up discussions or training sessions to revisit incident outcomes and reinforce safety measures.
  • Monitor progress on implementing corrective actions and share updates with workers.

By employing a combination of these strategies, organizations can effectively inform workers about incidents and the outcomes of investigations, promote a culture of safety, and empower employees to actively participate in maintaining a safe workplace.

4) Workers shall be made aware of hazards, OH&S risks and actions determined that are relevant to them

Making workers aware of hazards, Occupational Health and Safety (OH&S) risks, and the actions determined to mitigate them is essential for maintaining a safe workplace. Here are steps to achieve this:

• Conduct thorough hazard assessments and risk analyses for each job or work area. Document identified hazards and assess their severity, likelihood, and potential consequences.
• Develop Job Safety Analysis documents that outline the specific hazards associated with each job or task. Include detailed descriptions of the hazards, potential risks, and recommended control measures.
• Provide comprehensive safety training to all workers, including new hires and existing employees. Tailor training programs to specific job roles and tasks, highlighting relevant hazards and risks. Emphasize the importance of recognizing hazards and taking appropriate actions.
• Develop OH&S manuals and standard operating procedures (SOPs) that detail the hazards and risks associated with various job functions. Ensure that these documents are readily accessible to workers and regularly updated.
• Maintain Safety Data Sheets for hazardous materials used in the workplace. Train workers on how to access and interpret SDS information to understand chemical hazards.
• Use clear and standardized safety signage and labels to indicate hazards and required precautions. Ensure that signage is visible and understandable to all workers.
• Hold regular safety meetings or toolbox talks to discuss hazards and risks specific to the work being performed. Encourage workers to share their experiences and insights regarding safety concerns.
• Identify the PPE required for each job or task and ensure that workers are trained on its proper use. Display PPE requirements prominently in work areas.
• Clearly communicate risk levels associated with different tasks or processes. Use standardized risk matrices or scales to convey the severity and likelihood of risks.
• Conduct regular workplace inspections with the involvement of workers.Encourage workers to report hazards and unsafe conditions they encounter during inspections.
• Establish a mechanism for workers to report hazards and safety concerns. Ensure that reported concerns are addressed promptly, and workers are informed of the outcomes.
• Develop and communicate emergency response plans that detail actions to be taken in the event of specific hazards, such as fires, chemical spills, or medical emergencies. Conduct drills and training exercises to ensure workers are prepared for emergencies.
• Use visual aids, such as posters, diagrams, and infographics, to illustrate hazards and safe work practices. These aids can serve as quick references for workers.
• Encourage supervisors to actively engage with their teams regarding safety. Supervisors should provide guidance on recognizing hazards and taking necessary precautions.
• Promote a culture of open communication regarding safety. Encourage workers to report hazards and provide feedback on safety procedures.
• Regularly monitor and assess worker compliance with safety procedures. Recognize and reward safe behavior and address non-compliance.
• Maintain records of safety training, hazard assessments, incident reports, and corrective actions. Make these records available to workers who want to review them.

5) Workers shall be made aware of the ability to remove themselves from work situations that they consider present an imminent and serious danger to their life or health, as well as the arrangements for protecting them from undue consequences for doing so

Organizations and workers have rights and responsibilities when it comes to addressing work situations that are considered to present an imminent and serious danger to life or health. Here’s how organizations can remove workers from such situations while protecting them from undue consequences:

• Establish clear and documented policies and procedures for workers to follow when they believe they are facing imminent and serious danger. Ensure that these policies comply with relevant occupational health and safety (OH&S) laws and regulations.
• Encourage workers to report unsafe conditions or situations promptly.
• Provide multiple reporting channels, such as supervisors, safety committees, or designated safety officers.
• When a worker reports an imminent and serious danger, take immediate action to assess and address the situation.
• Remove the worker from the hazardous situation until it is safe to return.
• Investigate the reported danger and document the findings.
• Determine the root causes and potential solutions to prevent future occurrences.
• Protect the confidentiality of the worker who reported the danger.
• Ensure that there is no retaliation or adverse action taken against the worker for reporting the hazard.
• Collaborate with occupational health and safety (OH&S) representatives or committees to assess and address the danger.
• OH&S representatives can provide valuable insights and ensure compliance with safety regulations.
• Comply with all relevant laws and regulations that protect workers who refuse to work due to imminent and serious danger.
• Familiarize yourself with the specific legal protections available in your jurisdiction.
• Seek legal counsel to ensure that your organization is compliant with all applicable laws and regulations.
• Legal experts can provide guidance on managing such situations effectively.
• Educate workers about their rights and responsibilities in reporting imminent and serious dangers.
• Train supervisors and managers on how to handle such reports in a legally compliant and sensitive manner.
• Implement necessary corrective actions to eliminate the hazard or mitigate its risks. – Involve workers in discussions about the appropriate solutions to prevent future dangers.
• Regularly review and update safety policies and procedures based on lessons learned from incidents.
• Continually seek ways to improve safety and prevent similar situations from arising.
• Maintain detailed records of all actions taken, including the hazard report, investigations, corrective actions, and communications with workers.
• Ensure that workers are trained and prepared for emergency situations. – Develop and practice emergency response plans to address imminent dangers effectively.
• If necessary, engage with relevant government authorities, such as occupational safety and health agencies, to address persistent or severe safety concerns.

By following these steps, organizations can prioritize the safety and well-being of their workers while complying with legal requirements and protecting workers from undue consequences for reporting imminent and serious dangers.

Documented Information required

Documents:

1. OH&S Policy (Documented Information):
   • The OH&S policy is a key document that communicates the organization’s commitment to OH&S.
   • It should be documented and made available to all relevant parties within the organization.
2. OH&S Objectives and Targets (Documented Information):
   • The documented OH&S objectives and targets should be available to employees to ensure they are aware of the organization’s goals regarding OH&S performance.
3. OH&S Roles, Responsibilities, and Authorities (Documented Information):
   • Documented information outlining the roles, responsibilities, and authorities for OH&S within the organization.
   • This document should define who is responsible for what in terms of OH&S management.
4. OH&S Management System Procedures (Documented Information):
   • Procedures related to OH&S management should be documented and made accessible to relevant personnel.
   • These procedures may include those for incident reporting, hazard identification, risk assessment, and more.

Records:

1. OH&S Training Records (Records):
   • Records of OH&S training provided to employees, including the content covered, date of training, and attendees.
   • These records demonstrate that awareness training has been conducted.
2. Employee OH&S Awareness Acknowledgments (Records):
   • Signed acknowledgments or records that employees have received and understood OH&S policies, procedures, and other relevant information.
3. Communication Records (Records):
   • Records of internal and external communications related to OH&S, including meeting minutes, memos, emails, and reports.
   • These records demonstrate that OH&S information is effectively communicated throughout the organization.
4. Records of OH&S Promotional Materials (Records):
   • Copies or records of any promotional materials used to raise OH&S awareness within the organization.
   • This could include posters, brochures, or other materials designed to educate and inform employees about OH&S.
5. Records of OH&S Inductions and Orientation (Records):
   • Records of OH&S inductions and orientations provided to new employees.
   • These records should include the topics covered and the date of the induction.
6. Records of OH&S Meetings and Training Sessions (Records):
   • Minutes or records of OH&S meetings, toolbox talks, safety committee meetings, and OH&S training sessions.
   • These records demonstrate ongoing efforts to raise awareness and improve OH&S within the organization.
7. Records of OH&S Consultation and Participation (Records):
   • Records of consultations and participation activities involving employees in OH&S matters.
   • These records demonstrate that the organization actively involves employees in OH&S decision-making processes.
8. Records of OH&S Awareness Surveys or Assessments (Records):
   • Records of surveys or assessments conducted to gauge employee awareness and understanding of OH&S within the organization.
   • These records can help identify areas for improvement in the awareness program.

Example of procedure for awareness of workers for OH&S

Objective: To ensure that all workers are well-informed about OH&S policies, procedures, hazards, and their rights and responsibilities regarding workplace safety.

Responsibilities:

• Management: Responsible for establishing and overseeing the OH&S awareness program.
• Supervisors: Responsible for ensuring that workers under their supervision are aware of and adhere to OH&S requirements.
• Workers: Responsible for actively participating in OH&S awareness activities and adhering to safety policies.

Procedure Steps:

1. Policy Development:
   • Develop an OH&S policy statement that emphasizes the organization’s commitment to safety.
   • Define the organization’s objectives, responsibilities, and commitment to continual improvement in OH&S.
2. Communication of Policies:
   • Distribute the OH&S policy to all workers and ensure that it is prominently displayed in the workplace.
   • Explain the policy and its importance during orientation for new employees.
3. OH&S Training:
   • Develop a comprehensive OH&S training program tailored to the specific needs of different job roles.
   • Include topics such as hazard identification, emergency procedures, safe work practices, and reporting of incidents and hazards.
4. Orientation and Onboarding:
   • Conduct an OH&S orientation for all new employees as part of their onboarding process.
   • Provide information about the organization’s OH&S culture, reporting procedures, and safety rules.
5. Regular Safety Meetings:
   • Schedule regular safety meetings or toolbox talks to discuss specific OH&S topics.
   • Encourage open discussions, questions, and the sharing of safety concerns.
6. Hazard Identification:
   • Implement a hazard identification system that allows workers to report hazards and unsafe conditions.
   • Ensure that workers understand how to report hazards and that their reports are taken seriously.
7. Incident Reporting and Investigation:
   • Establish clear procedures for reporting and investigating workplace incidents.
   • Ensure that workers are aware of how to report incidents and understand the investigative process.
8. Emergency Response Training:
   • Provide training on emergency response procedures, including evacuation, first aid, and the use of safety equipment.
   • Conduct regular drills to reinforce emergency response preparedness.
9. Safety Signage and Labels:
   • Display safety signage and labels throughout the workplace to remind workers of hazards and safety precautions.
   • Ensure that signage is clear, visible, and easily understood.
10. Continuous Improvement:
    • Encourage workers to actively participate in the identification of safety improvements.
    • Periodically review and update OH&S procedures based on lessons learned and changes in regulations.
11. Record Keeping:
    • Maintain records of OH&S training, incident reports, safety meeting minutes, and hazard assessments.
    • Ensure that workers have access to relevant OH&S documents and resources.
12. Promotion of a Safety Culture:
    • Foster a culture of safety by recognizing and rewarding safe behavior and contributions to OH&S.
    • Encourage workers to take ownership of their safety and the safety of their colleagues.
13. Compliance Monitoring:
    • Regularly assess compliance with OH&S procedures and regulations.
    • Address non-compliance through corrective actions and further training if needed.
14. Review and Audit:
    • Conduct periodic OH&S reviews and audits to assess the effectiveness of the awareness program.
    • Make improvements based on audit findings and feedback from workers.
15. Documentation and Reporting:
    • Report on OH&S performance and achievements to management and relevant authorities as required by law.

The organization shall:
a) determine the necessary competence of workers that affects or can affect its OH&S performance;
b) ensure that workers are competent (including the ability to identify hazards) on the basis of appropriate education, training or experience;
c) where applicable, take actions to acquire and maintain the necessary competence, and evaluate the effectiveness of the actions taken;
d) retain appropriate documented information as evidence of competence.
NOTE Applicable actions can include, for example, the provision of training to, the mentoring of, or the re-assignment of currently employed persons, or the hiring or contracting of competent persons.

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

The competence of workers should include the knowledge and skills needed to appropriately identify the hazards and deal with the OH&S risks associated with their work and workplace. In determining the competence for each role, the organization should take into account things such as:
a) the education, training, qualification and experience necessary to undertake the role and the re-
training necessary to maintain competence;
b) the work environment;
c) the preventive and control measures resulting from the risk assessment process(es);
d) the requirements applicable to the OH&S management system;
e) legal requirements and other requirements;
f) the OH&S policy;
g) the potential consequences of compliance and noncompliance, including the impact on the worker’s health and safety;
h) the value of participation of workers in the OH&S management system based on their knowledge and skill;
i) the duties and responsibilities associated with the roles;
j) individual capabilities, including experience, language skills, literacy and diversity;
k) the relevant updating of the competence made necessary by context or work changes.
Workers can assist the organization in determining the competence needed for roles.
Workers should have the necessary competence to remove themselves from situations of imminent and serious danger. For this purpose, it is important that workers are provided with sufficient training on hazards and risks associated with their work.As appropriate, workers should receive the training required to enable them to carry out their representative functions for occupational health and safety effectively. In many countries, it is a legal requirement to provide training at no cost to workers.

1) The organization shall determine the necessary competence of workers that affects or can affect its OH&S performance

Occupational Health and Safety (OH&S) is a critical aspect of workplace management, and workers need specific competencies to ensure their safety and the safety of their colleagues. Organizations are responsible for determining the necessary competence of workers that can affect their OH&S performance.

1. Identifying Competence Needs: Organizations need to identify the specific competencies required for each role or task within the workplace. This involves understanding how each worker’s actions and decisions can impact occupational health and safety.
2. Risk Assessment: Conduct a risk assessment to determine which job roles or tasks pose the most significant OH&S risks. Workers in roles with higher risks may require more specialized training and competencies.
3. Legal and Regulatory Requirements: Ensure compliance with relevant OH&S laws and regulations, which often require organizations to define competence requirements for their workers. These regulations may specify minimum training and certification standards.
4. Job Descriptions: Clearly define job descriptions and roles, including the OH&S responsibilities associated with each role. This helps in understanding the specific competencies needed for different positions.
5. Training and Development: Develop training programs and opportunities for workers to acquire the necessary competencies. Training can include both initial onboarding and ongoing professional development to keep workers up to date with changing practices.
6. Competency Assessment: Regularly assess and verify the competence of workers through various means, such as testing, observations, and performance evaluations. This ensures that workers maintain the required skills and knowledge.
7. Documentation: Maintain records of workers’ competencies, including training certificates, qualifications, and performance assessments. This documentation helps demonstrate compliance and provides a basis for improvement.
8. Continuous Improvement: Continuously review and update competence requirements as the organization evolves, new technologies are adopted, or new risks emerge. Ensure that workers are adequately prepared for these changes.
9. Communication: Establish clear communication channels for workers to report their competence-related concerns or needs. Workers should feel comfortable discussing their training and competency requirements with their supervisors.
10. Feedback and Engagement: Encourage worker involvement in the competence assessment and development process. Workers often have valuable insights into the practical aspects of their jobs and can contribute to identifying necessary competencies.
11. Supervision and Support: Ensure that supervisors and managers are also competent in OH&S matters and can provide guidance and support to workers. They should lead by example when it comes to safety.
12. Emergency Preparedness: Ensure that workers are competent to respond effectively to emergencies, including knowing how to use safety equipment and following evacuation procedures.

By systematically determining, assessing, and addressing the competence needs of workers, organizations can significantly improve their OH&S performance, reduce accidents and incidents, and create a safer working environment for all employees. Here are some key competencies needed by workers with respect to OH&S:

1. Awareness of OH&S Regulations: Workers should have a basic understanding of relevant OH&S laws, regulations, and standards in their industry or region. This includes knowing their rights and responsibilities as well as the employer’s obligations.
2. Hazard Identification: Workers should be able to identify potential hazards in the workplace, such as machinery, chemicals, or unsafe practices. This involves recognizing both physical and psychological hazards.
3. Risk Assessment: Competent workers should know how to assess the level of risk associated with different hazards. This includes understanding the likelihood and severity of potential accidents or injuries.
4. Safe Work Practices: Workers must be trained in and follow safe work practices and procedures. This includes knowing how to use safety equipment, handle hazardous materials, and operate machinery safely.
5. Emergency Response: Workers should be trained in emergency response procedures, including evacuation plans, first aid, and how to use fire extinguishers or other safety equipment.
6. Communication Skills: Effective communication is crucial for reporting hazards, incidents, and near misses. Workers should be able to communicate safety concerns to their supervisors and coworkers.
7. Personal Protective Equipment (PPE): Competent workers should know when and how to use PPE, such as helmets, gloves, safety glasses, or respirators, and ensure it is properly maintained.
8. Health and Hygiene: Workers should be aware of good personal hygiene practices, such as proper handwashing, to prevent the spread of illnesses. They should also know how to handle chemicals safely and be aware of potential health hazards.
9. Ergonomics: Understanding proper ergonomics can help prevent musculoskeletal disorders and injuries related to posture and repetitive tasks.
10. Safety Culture: Workers should contribute to creating a culture of safety in the workplace by promoting safety awareness and encouraging their colleagues to follow safe practices.
11. Training and Development: Continual learning and staying up-to-date with changes in OH&S regulations and best practices are essential. Workers should participate in relevant training programs and workshops.
12. Reporting and Documentation: Competent workers should know how to complete incident reports, near-miss reports, and other required documentation accurately and in a timely manner.
13. Teamwork: Collaboration with colleagues and supervisors to address safety concerns and implement safety improvements is crucial. Workers should be willing to work together to create a safer work environment.
14. Problem Solving: Workers may encounter unexpected safety challenges. The ability to analyze situations and find practical solutions to safety issues is an important competency.
15. Resilience and Stress Management: The ability to cope with stress and adapt to changing circumstances is important for maintaining focus and safety in the workplace.

These competencies, when developed and maintained, help create a safer work environment and reduce the risk of accidents and injuries, benefiting both workers and employers. Training and ongoing education play a vital role in ensuring that workers possess these competencies and can effectively contribute to workplace safety.

2) The organization shall ensure that workers are competent (including the ability to identify hazards) on the basis of appropriate education, training or experience;

Ensuring that workers are competent, including their ability to identify hazards, is essential for maintaining a safe and healthy work environment. Here are steps an organization can take to achieve this:

1. Job Analysis and Competency Assessment:
   • Conduct a thorough job analysis to understand the specific skills, knowledge, and abilities required for each role within the organization.
   • Identify the hazards and risks associated with each job.
   • Determine the necessary competencies for each worker to perform their job safely.
2. Competency Framework:
   • Develop a competency framework that outlines the required skills and knowledge for each job role, including hazard identification and mitigation skills.
   • Clearly define the competency standards and criteria that workers need to meet.
3. Education and Training Programs:
   • Design and implement education and training programs tailored to the identified competencies.
   • Training should cover hazard identification, risk assessment, and safe work practices.
   • Ensure that the training is accessible, engaging, and effective.
4. Onboarding and Orientation:
   • Provide comprehensive onboarding and orientation programs for new hires to introduce them to the organization’s safety culture, policies, and procedures.
   • Include hazard identification and reporting as a critical component of this process.
5. Continuous Learning:
   • Offer ongoing training and professional development opportunities to help workers maintain and improve their competencies.
   • Stay updated on industry best practices and incorporate new knowledge into training programs.
6. Competency Assessment:
   • Regularly assess workers’ competencies to ensure they meet the established standards.
   • Use a variety of assessment methods, including written tests, practical demonstrations, and observations.
   • Provide constructive feedback to workers based on their performance assessments.
7. Supervision and Mentoring:
   • Assign competent supervisors or mentors who can guide and support less experienced workers.
   • Encourage regular communication between workers and their supervisors to discuss safety concerns and learning needs.
8. Documentation:
   • Maintain accurate records of workers’ education, training, and competency assessments.
   • Document workers’ progress and any additional training or corrective actions taken.
9. Feedback Mechanisms:
   • Establish mechanisms for workers to report safety concerns and hazards they encounter.
   • Encourage workers to actively participate in hazard identification and reporting processes.
10. Safety Culture:
    • Foster a safety-conscious organizational culture that values hazard identification and continuous improvement.
    • Recognize and reward workers who actively participate in safety initiatives.
11. Regular Reviews and Updates:
    • Periodically review and update the competency framework and training programs to align with changing job requirements and industry standards.
    • Continuously assess the effectiveness of training and make improvements as needed.
12. External Certifications and Qualifications:
    • Encourage workers to obtain relevant external certifications or qualifications, where applicable, to enhance their competence.
    • Recognize and support workers who pursue such certifications.
13. Audits and Inspections:
    • Conduct regular audits and inspections to verify that workers are applying their competencies in their work and following safety protocols.

By following these steps, organizations can ensure that workers are competent and capable of identifying hazards, which is crucial for preventing workplace accidents and promoting a culture of safety.

3) The organization shall where applicable, take actions to acquire and maintain the necessary competence, and evaluate the effectiveness of the actions taken

To ensure that workers acquire and maintain the necessary competence, organizations should take a series of proactive actions and continuously assess the effectiveness of these actions. Here’s a step-by-step approach:

1. Identify Competency Needs:

• Conduct a comprehensive job analysis to determine the specific competencies required for each job role within the organization.
• Identify the skills, knowledge, and abilities needed for workers to perform their tasks safely, including the ability to identify hazards.

2. Develop Competency Plans:

• Create individualized competency development plans for each worker based on their job roles and the identified needs.
• Outline the required training, education, and experience necessary for workers to acquire and maintain their competencies.

3. Provide Education and Training:

• Offer appropriate education and training programs designed to meet the identified competency needs.
• Ensure that training is engaging, practical, and relevant to the workers’ roles and responsibilities.
• Include hazard identification and safety training as integral components of the education and training programs.

4. Onboarding and Orientation:

• Implement thorough onboarding and orientation processes for new hires to introduce them to the organization’s safety culture and competency expectations.

5. Continuous Learning:

• Encourage workers to engage in ongoing learning and professional development to maintain and improve their competencies.
• Provide access to relevant courses, workshops, and resources.

6. Competency Assessment:

• Regularly assess workers’ competencies to ensure they meet the established standards.
• Use a combination of methods, such as tests, practical assessments, observations, and peer reviews.
• Provide constructive feedback to workers based on their assessments.

7. Supervision and Support:

• Assign competent supervisors or mentors to guide and support workers in acquiring and maintaining their competencies.
• Encourage regular communication between workers and their supervisors to address safety concerns and learning needs.

8. Documentation and Records:

• Maintain accurate records of workers’ education, training, and competency assessments.
• Document workers’ progress, any additional training or corrective actions taken, and certifications obtained.

9. Feedback and Evaluation:

• Establish mechanisms for workers to provide feedback on the effectiveness of education and training programs.
• Conduct regular evaluations of the training programs to identify areas for improvement.

10. Performance Reviews: – Include competency assessments as part of workers’ performance reviews. – Recognize and reward workers who actively engage in competency development and demonstrate a commitment to safety.

11. Audits and Inspections: – Conduct periodic audits and inspections to verify that workers are applying their competencies in their work and adhering to safety protocols.

12. Continuous Improvement: – Continuously review and update competency plans and training programs to align with changing job requirements and industry standards. – Analyze data and feedback to make improvements in competency development processes.

13. Compliance Monitoring: – Ensure that the organization remains compliant with relevant OH&S regulations and standards regarding worker competence. – Address any identified gaps in competency promptly.

14. External Certifications and Qualifications: – Encourage workers to pursue relevant external certifications or qualifications that enhance their competence and are recognized in the industry.

15. Safety Culture: Foster a safety-conscious organizational culture that values competency development and supports workers in acquiring and maintaining their skills.

16. Regular Reporting: Establish a system for reporting on competency development progress and outcomes to senior management and stakeholders.

To evaluate the effectiveness of these actions, organizations can use various methods, including:

• Performance Metrics: Monitor key performance indicators (KPIs) related to safety, such as accident/incident rates, near-miss reports, and hazard identification reports. Improved safety outcomes can indicate the effectiveness of competency development efforts.
• Feedback and Surveys: Collect feedback from workers regarding the quality and relevance of training and education programs. Use surveys and focus groups to gather insights.
• Competency Assessments: Continuously review the results of competency assessments to track progress and identify areas where additional training or support is needed.
• Audits and Inspections: Evaluate the implementation of competencies in the workplace through audits and inspections. Identify any gaps or non-compliance issues.
• Performance Reviews: Review workers’ performance reviews to assess their ability to apply acquired competencies in their roles.
• Case Studies: Analyze specific incidents or successes related to hazard identification and control to gauge the effectiveness of competency development efforts.

By taking these actions and regularly assessing their outcomes, organizations can ensure that workers acquire and maintain the necessary competence to perform their jobs safely and effectively. Continuous improvement based on evaluation results is key to enhancing safety and competency development efforts.

4) The organization shall retain appropriate documented information as evidence of competence.

As per ISO 45001:2018 (the international standard for Occupational Health and Safety Management Systems), organizations are required to retain appropriate documented information as evidence of competence. This documented information serves as evidence that the organization is effectively managing the competence of its workforce.

1. Records of Competence Assessment:

• Organizations should maintain records that demonstrate the competency assessment process for each worker. These records may include the results of competency tests, practical assessments, and observations.
• Records of competency assessments should be kept up-to-date and be accessible for verification purposes.

2. Training and Development Records:

• Documented information related to training and development efforts should be retained. This includes records of training completion, certificates, and transcripts.
• Records should specify the training content, date of completion, and the names of trainers or training providers.

3. Certification Records:

• If workers obtain relevant certifications or qualifications as evidence of their competence, the organization should maintain records of these certifications.
• These records should include details such as the type of certification, certification body, date of issuance, and expiration date (if applicable).

4. Performance Reviews and Evaluations:

• Records of workers’ performance reviews and evaluations should be retained. These records may include feedback, assessments of competency, and action plans for improvement.
• Performance review records provide evidence of ongoing competency development.

5. Documentation of Competency Improvement Plans:

• If workers require additional training or support to meet competency requirements, records of the development and implementation of competency improvement plans should be maintained.
• These records should outline the steps taken to address competency gaps.

6. Communication Records:

• Documented information related to communication regarding competency development should be retained. This may include internal communications, announcements, and training schedules.
• Communication records demonstrate the organization’s commitment to competency development.

7. Records of Competency-related Incidents or Near Misses:

• Organizations should retain records related to competency-related incidents or near misses. These records should include incident reports, investigations, and corrective actions taken.
• This documentation helps track the impact of competency on safety.

8. Competency-related Non-Conformities and Corrective Actions:

• Records of identified non-conformities related to competency should be maintained, along with documented corrective and preventive actions.
• These records demonstrate the organization’s commitment to addressing competency-related issues.

9. Documentation of Audits and Inspections:

• Records of audits and inspections related to competency should be retained, including the results of these assessments and any corrective actions taken.
• Audit and inspection records provide evidence of compliance with competency requirements.

10. Competency Development Progress Records: – Records that track the progress of workers in acquiring and maintaining competencies, especially as they relate to hazard identification and OH&S, should be maintained. – These records show the continuous improvement of worker competence.

11. Documentation of External Certifications and Qualifications: – If workers obtain external certifications or qualifications that enhance their competence, records of these certifications should be retained. – These records validate the competence of the workforce.

12. Records of Competency Communication with Regulatory Authorities: – If required by regulatory authorities, organizations should maintain records of communication related to competency matters with these authorities.

Retaining these documented pieces of information as evidence of competence is not only a requirement of ISO 45001 but also a best practice in occupational health and safety management. These records serve as a basis for demonstrating compliance, tracking progress, and supporting the organization’s commitment to safety and competency development.

Applicable actions can include, for example, the provision of training to, the mentoring of, or the re-assignment of currently employed persons, or the hiring or contracting of competent persons.

The provision of training, mentoring, re-assignment, hiring, or contracting of competent persons are all applicable actions that organizations can take to ensure workers acquire and maintain the necessary competence. Here’s a more detailed explanation of each action:

1. Provision of Training:
   • Training Programs: Develop and implement training programs tailored to the specific competencies required for each job role.
   • On-the-Job Training: Provide hands-on training to workers, allowing them to acquire practical skills and knowledge.
   • Classroom Training: Offer classroom-based or online courses to teach theoretical aspects of competency, such as hazard identification principles.
   • Certification Programs: Support workers in obtaining relevant certifications or qualifications that validate their competence.
2. Mentoring:
   • Mentorship Programs: Establish mentorship programs where experienced and competent workers guide and support less experienced colleagues.
   • Knowledge Transfer: Encourage experienced workers to share their knowledge, insights, and best practices related to hazard identification and safety.
   • Regular Feedback: Promote open communication between mentors and mentees, allowing for continuous learning and improvement.
3. Re-Assignment:
   • Job Rotation: Consider rotating workers through different roles within the organization to broaden their experience and competencies.
   • Re-Training: When re-assigning workers to new roles, provide them with the necessary training to perform their new tasks safely.
4. Hiring or Contracting Competent Persons:
   • Recruitment: When hiring new employees, ensure that they possess the required competencies or the potential to acquire them.
   • Contracting: Consider outsourcing certain tasks or roles to external contractors who have demonstrated expertise in hazard identification and safety.
5. Cross-Training:
   • Cross-Train Workers: Provide opportunities for workers to gain knowledge and skills outside of their primary job roles, enhancing their overall competence.
   • Emergency Response Teams: Cross-train workers to be part of emergency response teams, ensuring they are competent in handling critical situations.
6. Feedback and Continuous Improvement:
   • Regularly assess the effectiveness of these actions by monitoring safety performance metrics, conducting competency assessments, and seeking feedback from workers.
   • Adjust training and development initiatives based on the results of these evaluations to continually improve competency development efforts.
7. Performance Reviews:
   • Incorporate competency assessments into workers’ performance reviews to gauge their ability to identify hazards and maintain safety.
   • Use performance reviews as an opportunity to discuss further training and development needs.
8. Documentation and Records:
   • Maintain records of all competency-related actions, including training completion, mentoring sessions, re-assignments, and external contracting.
   • These records provide a clear trail of the organization’s commitment to competency development and compliance with regulations.
9. Communication and Reporting:
   • Communicate the organization’s commitment to competency development and safety to all employees.
   • Encourage workers to report any concerns or needs related to competency, training, or safety.
10. Root Cause Analysis:
    • In the event of incidents or accidents, conduct thorough root cause analysis to determine if competency gaps played a role. Address any identified issues promptly.

By implementing these actions and continuously evaluating their effectiveness, organizations can ensure that their workers are equipped with the necessary competence to identify hazards, prevent accidents, and maintain a safe and healthy work environment. Competent workers are a fundamental component of a successful occupational health and safety program.

Documented Information required

Documents:

1. Competency Framework: Organizations should have a documented competency framework that outlines the specific skills, knowledge, and abilities required for each job role within the organization, including those related to hazard identification and OH&S.
2. Competency Plans: Document individualized competency development plans for workers, detailing the training, education, and experience required for each role to acquire and maintain the necessary competencies.
3. Training Materials: Maintain training materials and content used for educating workers, including materials related to hazard identification and safe work practices.
4. Job Descriptions: Document clear and up-to-date job descriptions for each role, highlighting the OH&S responsibilities associated with each position.
5. Training Records: Maintain records of workers’ training attendance, completion, and results, including records of hazard identification and safety training.

Records:

1. Competency Assessments: Keep records of competency assessments for workers, including the results of tests, practical assessments, and observations related to hazard identification and OH&S.
2. Performance Reviews: Document the results of workers’ performance reviews, which should include assessments of their ability to apply acquired competencies in their roles.
3. Mentorship and Coaching Records: If mentorship or coaching programs are in place, maintain records of mentorship sessions and coaching interactions.
4. Competency Improvement Plans: If workers require additional training or support to meet competency requirements, keep records of the development and implementation of competency improvement plans.
5. Records of Certification: If workers obtain relevant certifications or qualifications, maintain records of these certifications, including their expiration dates and any associated renewal processes.
6. Training Effectiveness Records: Monitor and document the effectiveness of training programs through feedback, evaluations, and the impact on safety performance metrics.
7. Communication Records: Keep records of communications related to competency development, including internal communications, announcements, and training schedules.
8. Competency-related Incidents or Near Misses: Document any incidents or near misses related to competency gaps and the corrective actions taken to address them.
9. Competency-related Non-Conformities: Maintain records of any identified non-conformities related to competency, along with the corrective and preventive actions taken to prevent recurrences.
10. Competency-related Audits and Inspections: Document the results of audits and inspections related to competency and the implementation of corrective actions.
11. Competency-related Communication with Regulatory Authorities: If required, maintain records of communication with regulatory authorities regarding competency-related matters.
12. Records of Competency Development Progress: Maintain records that track the progress of workers in acquiring and maintaining competencies, especially as it relates to hazard identification and OH&S.

Example of Competency plan

Objective: The objective of this competency plan is to ensure that our Occupational Health and Safety Specialists have the skills, knowledge, and abilities necessary to effectively identify hazards, assess risks, and implement safety measures to maintain a safe working environment.

Employee Name: [Employee’s Name]

Position: Occupational Health and Safety Specialist

Review Period: [Date]

Competency Requirements:

1. Hazard Identification and Risk Assessment:
   • Ability to identify potential workplace hazards.
   • Proficiency in assessing the risks associated with identified hazards.
   • Knowledge of risk assessment methodologies.
2. Safety Regulations and Standards:
   • Understanding of local, state, and national OH&S regulations.
   • Familiarity with industry-specific safety standards.
3. Emergency Response:
   • Capability to respond effectively to workplace emergencies.
   • Knowledge of evacuation procedures, first aid, and emergency equipment.
4. Communication and Reporting:
   • Strong communication skills for reporting hazards, incidents, and near misses.
   • Ability to communicate safety guidelines and procedures to employees.
5. Training and Education:
   • Continuous learning and professional development related to OH&S.
   • Keeping up-to-date with industry best practices.

Competency Development Plan:

Training and Education:

• [Date]: Complete an accredited OH&S training course covering hazard identification, risk assessment, and safety regulations.
• [Date]: Attend a workshop on emergency response procedures and first aid certification.
• [Date]: Participate in ongoing professional development courses related to OH&S.

On-the-Job Training:

• [Date]: Shadow an experienced OH&S Specialist to gain practical experience in hazard identification and risk assessment.
• [Date]: Participate in hazard identification and risk assessment exercises as part of a team.
• [Date]: Lead a hazard identification and risk assessment project under supervision.

Mentoring and Coaching:

• [Date]: Be assigned a mentor from the senior OH&S team to provide guidance and support.
• [Date]: Regularly meet with the mentor to discuss progress and address questions or challenges.
• [Date]: Conduct peer coaching sessions with colleagues to enhance hazard identification skills.

Certification and Qualifications:

• [Date]: Obtain a recognized OH&S certification, such as [Certification Name].
• [Date]: Attend advanced courses in emergency response and safety management.

Performance Reviews:

• [Date]: Conduct a performance review to assess competency development progress.
• [Date]: Review performance evaluations and identify areas for improvement.

Feedback and Continuous Improvement:

• Solicit feedback from colleagues and supervisors regarding competency development.
• Use feedback to make necessary adjustments to the competency development plan.

Documentation and Records:

• Maintain records of completed training, certifications, and competency assessments.
• Regularly update the competency plan based on progress and changing job requirements.

Review and Monitoring:

• Review the competency plan annually to ensure alignment with organizational needs.
• Continuously monitor safety performance metrics to gauge the effectiveness of competency development efforts.

ISO 45001:2018 Requirements

The organization shall determine and provide the resources needed for the establishment, implementation, maintenance and continual improvement of the OH&S management system.

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

Examples of resources include human, natural, infrastructure, technology and financial. Examples of infrastructure include the organization’s buildings, plant, equipment, utilities, information technology and communications systems, and emergency containment systems.

Determining the resources needed for an Occupational Health and Safety (OH&S) Management System is a crucial step in ensuring the system’s effectiveness in preventing workplace injuries and illnesses. Here’s a step-by-step guide on how an organization can determine the resources required:

1. Ensure that top management is committed to OH&S and understands its importance.
2. Clearly define the scope of your OH&S Management System (e.g., specific locations, departments, processes). Set clear objectives and targets for OH&S performance.
3. Identify workplace hazards and assess their risks. Prioritize hazards based on severity and likelihood.
4. Identify relevant OH&S laws and regulations applicable to your industry and location.
5. Determine the resources needed to achieve your OH&S objectives. These can include:
   • Human Resources: Determine the number of personnel needed for OH&S roles (e.g., OH&S manager, safety officers, first aiders).
   • Training: Identify training needs for employees, including OH&S awareness and specific job-related safety training.
   • Equipment and Facilities: Assess the need for safety equipment, personal protective equipment (PPE), safety signage, and first-aid supplies.
   • Technology: Consider software for incident reporting, data management, and monitoring compliance.
   • Time: Allocate time for OH&S activities, such as inspections, incident investigations, and safety meetings.
   • Financial Resources: Estimate the budget required for OH&S initiatives, including training, equipment purchases, and ongoing maintenance.
   • Consultants or External Services: Assess whether you need to hire external experts or consultants for specific OH&S needs.
6. Develop a risk management plan that outlines how resources will be allocated to control identified hazards and reduce risks.
7. Create a detailed plan that outlines the allocation of resources, responsibilities, and timelines.
8. Regularly review and update the resource plan to ensure it remains aligned with changing organizational needs and OH&S objectives. Continuously monitor resource utilization to identify any inefficiencies or shortfalls.
9. Ensure that all employees are aware of the OH&S resource plan and their responsibilities. Provide training to employees on how to use safety resources effectively.
10. Maintain records of resource allocation, training, equipment maintenance, and incident reports as evidence of compliance.
11. Continuously seek opportunities to improve OH&S resource allocation and management based on data and feedback.
12. If your organization seeks OH&S certification (e.g., ISO 45001), undergo audits to ensure compliance with the established resource plan.

Remember that resource allocation for OH&S should be dynamic and adaptable to changing circumstances. Regular reviews and updates are essential to maintain the effectiveness of your OH&S Management System. Additionally, involving employees in the process and fostering a culture of safety can contribute significantly to the success of your OH&S initiatives.

Resources needed

An effective Occupational Health and Safety (OH&S) Management System requires a variety of resources to ensure the safety and well-being of employees and compliance with relevant regulations. Here are some key resources needed for an OH&S Management System:

1. Human Resources:
   • OH&S Manager or Coordinator: Responsible for overall management of the OH&S system.
   • Safety Officers: Personnel responsible for conducting safety inspections, incident investigations, and ensuring compliance.
   • First Aid Personnel: Trained individuals to provide immediate medical assistance in case of injuries or illnesses.
   • Emergency Response Team: Personnel trained to respond to workplace emergencies.
   • Health and Safety Committee: A group of employees and management representatives who collaborate on safety matters.
2. Training and Development:
   • OH&S Training Programs: Training for employees on safety procedures, hazard identification, and emergency response.
   • Training Materials: Development and maintenance of training materials and resources.
   • Training Facilities: Adequate spaces and equipment for conducting training sessions.
3. Safety Equipment and PPE (Personal Protective Equipment):
   • Safety Gear: Helmets, gloves, safety glasses, ear protection, respiratory protection, etc., as needed for specific job tasks.
   • Safety Equipment: Fire extinguishers, first-aid kits, safety showers, eye wash stations, etc.
   • Safety Signage: Warning signs, exit signs, and other safety-related signs.
4. Technology and Tools:
   • Incident Reporting Software: Systems for reporting and tracking workplace incidents and near misses.
   • OH&S Management Software: Tools for managing safety documentation, policies, procedures, and compliance.
   • Monitoring Equipment: Devices for measuring exposure to hazards, such as noise, chemicals, or radiation.
   • Safety Inspections and Audit Tools: Checklists and software for conducting safety inspections and audits.
5. Financial Resources:
   • Budget: Allocation of funds for OH&S initiatives, training, equipment, and ongoing maintenance.
   • Insurance: Coverage for workplace accidents and liability.
6. Time:
   • Allocated time for safety-related activities, including safety meetings, training sessions, and incident investigations.
7. Consultants and Experts:
   • External experts or consultants for specialized safety assessments, audits, or training.
8. Documentation and Recordkeeping:
   • OH&S Policies and Procedures: Documentation of safety policies and procedures.
   • Incident Reports: Records of workplace accidents, near misses, and investigations.
   • Training Records: Documentation of employee training and certifications.
   • Safety Manuals: Comprehensive guides for employees on safety protocols.
9. Communication Resources:
   • Communication channels for disseminating safety information to employees.
   • Safety Posters and Notices: Visual aids to reinforce safety messages.
10. Legal and Regulatory Resources:
    • Access to and knowledge of relevant OH&S laws and regulations.
    • Legal counsel for compliance and guidance.
11. Employee Involvement:
    • Employee participation and engagement in safety initiatives and programs.
12. Continuous Improvement:
    • Resources allocated for evaluating and improving the OH&S Management System.
13. Emergency Response Plans:
    • Development and implementation of plans for responding to workplace emergencies.
14. Safety Culture:
    • Resources dedicated to fostering a culture of safety within the organization.
15. External Relationships:
    • Collaborative relationships with relevant authorities, agencies, and industry associations for information sharing and best practices.

It’s important to note that the specific resources needed may vary depending on the size, industry, and complexity of the organization. Regular assessment and review of resource allocation are essential to maintain and improve the effectiveness of the OH&S Management System.Providing the necessary resources for an Occupational Health and Safety Management System (OHS MS) is essential for creating a safe and compliant workplace. Here’s how organizations can ensure the provision of these resources:

1. Start with a commitment from senior management to prioritize occupational health and safety within the organization. Their endorsement sets the tone for resource allocation.
2. Allocate a specific budget for OH&S initiatives. This budget should cover personnel, equipment, training, and ongoing maintenance.
3. Develop a comprehensive resource plan that outlines the specific needs for the OHS MS. This plan should cover human resources, equipment, training, and other essentials.
4. Identify the most critical resources required for immediate implementation. Prioritize resources based on risk assessment and regulatory requirements.
5. Involve employees in the resource planning process. They can provide valuable insights into the specific equipment or training needs for their roles.
6. Provide training and education to employees, including managers and supervisors, on the importance of OH&S and the role they play in ensuring safety.
7. Hire or designate individuals to fill roles related to OH&S. Ensure that these roles are adequately staffed based on the size and complexity of the organization.
8. Purchase and maintain necessary safety equipment and personal protective equipment (PPE). Ensure that equipment is regularly inspected and replaced as needed.
9. Invest in OH&S management software and tools to streamline processes, such as incident reporting, risk assessment, and compliance tracking.
10. Develop and implement comprehensive training programs for employees, covering topics such as hazard identification, emergency response, and safe work practices.
11. Establish and support safety committees composed of employees from various departments. These committees can help identify safety needs and promote a culture of safety.
12. Invest in monitoring equipment and measurement tools to assess workplace conditions and exposure to hazards.
13. Allocate resources to stay informed about and comply with OH&S laws and regulations specific to your industry and location.
14. Dedicate resources to regularly review and improve the OHS MS based on data, feedback, and lessons learned.
15. Establish communication channels for reporting safety concerns, incidents, and near misses. Allocate resources for prompt incident investigations and corrective actions.
16. Encourage and support employee involvement in safety initiatives. Provide resources for their active participation and feedback.
17. Allocate resources for maintaining proper documentation, records, and reporting systems required for compliance and continuous improvement.
18. If necessary, engage external experts, consultants, or organizations to provide specialized knowledge or assistance in specific areas of OH&S management.
19. Continuously review and assess the effectiveness of resource allocation to ensure that the OHS MS remains robust and responsive to changing needs.
20. Allocate resources for periodic internal and external audits to assess compliance with OH&S standards and regulatory requirements.

By systematically planning, budgeting, and dedicating resources to occupational health and safety, organizations can create a safer work environment and reduce the risk of workplace incidents and injuries. Regular monitoring and adjustment of resource allocation are crucial to maintaining the effectiveness of the OHS MS over time.

Documented Information required

Documents:

1. Resource Needs Assessment: This document should outline the methodology used to assess the organization’s resource needs for the OH&S management system. It may include details on the hazard assessment, legal and regulatory requirements, and OH&S objectives and targets that informed the resource allocation decisions.
2. Resource Allocation Plan: This document specifies how the organization plans to allocate resources for its OH&S management system. It should include information on budget allocation, human resources assignments, procurement plans for equipment and PPE, and training program development.
3. Training Plans: The organization should have documented training plans that outline the training needs of its employees, including OH&S training programs. These plans should detail the content, frequency, and methods of training.
4. Equipment and PPE Records: Maintain records of safety equipment and PPE procurement, inspection, and maintenance. Ensure that records include information such as equipment specifications, inspection dates, and maintenance activities.
5. Budget Allocation Records: Document the allocation of financial resources for OH&S activities, including budget approvals and expenditure records related to OH&S management.
6. Roles and Responsibilities: Document the roles and responsibilities of personnel responsible for OH&S within the organization. This may include job descriptions, reporting structures, and responsibilities related to OH&S management.

Records:

1. Resource Allocation Records: Maintain records of resource allocation decisions, including details on the budget allocated for OH&S activities and personnel assignments.
2. Training Records: Keep records of employee training, including attendance sheets, training materials, and training program completion certificates. These records demonstrate that employees have received necessary OH&S training.
3. Equipment and PPE Inspection and Maintenance Records: Document inspection and maintenance activities for safety equipment and personal protective equipment. Records should include dates of inspections, details of any deficiencies found, and actions taken to address these issues.
4. Incident Reports: Record details of workplace incidents, near misses, and accidents. These records should include information on the nature of the incident, the individuals involved, and corrective actions taken.
5. Audit and Certification Records: Maintain records of internal and external OH&S audits, including audit reports, findings, corrective actions, and evidence of compliance with ISO 45001 requirements.
6. Communication Records: Document communications related to resource allocation and OH&S, including meeting minutes, emails, and other forms of communication that demonstrate a commitment to providing necessary resources.
7. Monitoring and Review Records: Keep records of OH&S performance monitoring and reviews, including data collected, analysis results, and decisions made based on the reviews.
8. Continuous Improvement Records: Document actions taken to continually improve the resource allocation process and the effectiveness of the OH&S management system.

Example of Resource need assessment related to OHSMS

Scope: The assessment covers all aspects of the organization’s OHSMS, including hazard identification, risk assessment, compliance with legal requirements, employee training, and incident management.

1. Hazard Assessment:

• Methodology: Use a combination of workplace inspections, employee input, and historical incident data to identify and assess workplace hazards.
• Resources Needed:
  • Trained personnel to conduct hazard assessments.
  • Safety equipment (e.g., sensors, monitoring devices).
  • Documentation tools (e.g., checklists, hazard assessment forms).

2. Legal and Regulatory Compliance:

• Methodology: Review local, national, and international OH&S laws and regulations to identify requirements applicable to the organization’s operations.
• Resources Needed:
  • Legal experts or consultants for interpreting and monitoring regulatory compliance.
  • Access to legal databases or subscriptions for up-to-date information.

3. OH&S Objectives and Targets:

• Methodology: Review organizational goals and objectives, consult with relevant stakeholders, and identify specific OH&S objectives and targets.
• Resources Needed:
  • Involvement of key personnel and stakeholders.
  • Data analysis tools for setting measurable objectives.

4. Training and Education:

• Methodology: Identify training needs through employee surveys, job analyses, and review of incident reports.
• Resources Needed:
  • Training programs and materials.
  • Qualified trainers or external trainers.
  • Training facilities and equipment.

5. Personnel Allocation:

• Methodology: Determine the number of OH&S personnel required based on the organization’s size, complexity, and identified risks.
• Resources Needed:
  • Recruitment and hiring process.
  • Job descriptions and responsibilities.

6. Equipment and PPE:

• Methodology: Identify the types and quantities of safety equipment and PPE required for different job roles and hazards.
• Resources Needed:
  • Procurement budget.
  • Equipment inspection and maintenance procedures.

7. Technology and Tools:

• Methodology: Evaluate the need for OH&S management software, incident reporting tools, and monitoring equipment.
• Resources Needed:
  • Budget for software and equipment purchase.
  • IT support for implementation and maintenance.

8. Financial Resources:

• Methodology: Estimate the budget required to fund OH&S initiatives, including training, equipment purchase, maintenance, and external resources.
• Resources Needed:
  • Financial analysis and budgeting tools.
  • Approval processes for budget allocation.

9. Communication and Documentation:

• Methodology: Establish communication channels for reporting safety concerns, incident reporting, and maintaining records.
• Resources Needed:
• Communication tools and systems.
• Document management systems for recordkeeping.

10. Continuous Improvement:

• Methodology: Allocate resources for ongoing monitoring, assessment, and improvement of the OHSMS.
• Resources Needed:
  • Data analysis tools.
  • Personnel for conducting reviews and implementing improvements.

11. Employee Involvement:

• Methodology: Engage employees in safety initiatives through regular feedback mechanisms and participation in safety committees.
• Resources Needed:
  • Time for employees to participate.
  • Resources for safety committee meetings and activities.

Example of OHS resources allocation plan

Organization Name: ABC Manufacturing Inc.

Period Covered: [Specify the fiscal year or applicable time frame]

Objective: To ensure the availability and effective utilization of resources required to establish, implement, maintain, and continually improve our OHS Management System.

1. Human Resources Allocation:

• OHS Manager: Jane Smith
  • Responsibilities: Overall management of the OHSMS, policy development, and compliance oversight.
  • Allocation: Full-time position.
• Safety Officers (2): John Doe and Sarah Johnson
  • Responsibilities: Conduct safety inspections, incident investigations, and training.
  • Allocation: Full-time positions.
• First Aid Team: (10 members)
  • Responsibilities: Provide immediate medical assistance in case of injuries or illnesses.
  • Allocation: Part-time roles with specific team members designated.

2. Training and Education:

• OHS Training Programs:
  • Development and delivery of training programs.
  • Allocation: Budget allocated for training materials, trainers, and facilities.
• Training Coordinator: Mark Wilson
  • Responsibilities: Coordinate and track employee training.
  • Allocation: Part-time role in addition to other responsibilities.

3. Equipment and Personal Protective Equipment (PPE) Procurement:

• Safety Equipment: Purchase and maintain safety equipment (e.g., fire extinguishers, safety showers).
• PPE: Procure and distribute PPE as per hazard assessments.

4. Technology and Tools:

• OHS Management Software: Procurement, implementation, and maintenance of software for incident reporting and data management.
• Monitoring Equipment: Purchase and maintain monitoring equipment for assessing workplace hazards.

5. Financial Resources:

• Budget Allocation: Allocate $100,000 annually for OHS initiatives, including training, equipment purchases, and maintenance.
• Emergency Response Fund: Maintain a reserve fund of $20,000 for unforeseen OHS emergencies.

6. Communication and Documentation:

• Communication Channels: Establish an internal reporting system for safety concerns and incidents.
• Document Management: Implement a document management system for recordkeeping.

7. Legal and Regulatory Compliance:

• Legal Counsel: Contract with a legal firm for legal advice and regulatory compliance monitoring.

8. Continuous Improvement:

• Ongoing Monitoring: Assign responsibility to the Safety Officers for ongoing hazard assessment and compliance monitoring.
• Continuous Improvement Team: Form a team to review OHSMS effectiveness quarterly.

9. Employee Involvement:

• Safety Committee: Establish and support a Safety Committee composed of employees from various departments.

6.2.1 OH&S objectives

The organization shall establish OH&S objectives at relevant functions and levels in order to maintain and continually improve the OH&S management system and OH&S performance.
The OH&S objectives shall:
a) be consistent with the OH&S policy;
b) be measurable (if practicable) or capable of performance evaluation;
c) take into account:
1) applicable requirements;
2) the results of the assessment of risks and opportunities (see 6.1.2.2 and 6.1.2.3);
3) the results of consultation with workers (see 5.4) and, where they exist, workers’
representatives;
d) be monitored;
e) be communicated;
f) be updated as appropriate.

6.2.2 Planning to achieve OH&S objectives

When planning how to achieve its OH&S objectives, the organization shall determine:
a) what will be done;
b) what resources will be required;
c) who will be responsible;
d) when it will be completed;
e) how the results will be evaluated, including indicators for monitoring;
f) how the actions to achieve OH&S objectives will be integrated into the organization’s business processes.
The organization shall maintain and retain documented information on the OH&S objectives and plans to achieve them.

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

A.6.2.1 OH&S objectives
Objectives are established to maintain and improve OH&S performance. The objectives should be linked to risks and opportunities and performance criteria which the organization has identified as being necessary for the achievement of the intended outcomes of the OH&S management system. OH&S objectives can be integrated with other business objectives and should be set at relevant functions and levels. Objectives can be strategic, tactical or operational:
a) strategic objectives can be set to improve the overall performance of the OH&S management system (e.g. to eliminate noise exposure);
b) tactical objectives can be set at facility, project or process level (e.g. to reduce noise at source);
c) operational objectives can be set at the activity level (e.g. the enclosure of individual machines to
reduce noise).

The measurement of OH&S objectives can be qualitative or quantitative. Qualitative measures can be approximations, such as those obtained from surveys, interviews and observations. The organization is not required to establish OH&S objectives for every risk and opportunity it determines.
A.6.2.2 Planning to achieve OH&S objectives
The organization can plan to achieve objectives individually or collectively. Plans can be developed for multiple objectives where necessary. The organization should examine the resources required (e.g. financial, human, equipment, infrastructure) to achieve its objectives. When practicable, each objective should be associated with an indicator which can be strategic, tactical or operational.

1) Establishment of OH&S objectives

In the context of ISO 45001, OH&S objectives refer to specific goals and targets related to occupational health and safety. These objectives are intended to help organizations enhance their OH&S performance and reduce workplace risks and hazards. Here are some key points related to establishing OH&S objectives in accordance with ISO 45001:

• Begin by understanding the internal and external context of your organization. Consider factors such as your industry, the nature of your work, the size of your workforce, and the regulatory environment. This understanding will help you set relevant and meaningful objectives.
• Ensure that you are aware of and in compliance with all relevant OH&S laws, regulations, and standards in your industry and location. These requirements will provide a baseline for your objectives.
• Perform a thorough risk assessment of your workplace. Identify hazards, assess risks, and prioritize them based on their severity and likelihood. This assessment will help you determine where to focus your efforts.
• Involve employees, safety representatives, and other relevant stakeholders in the process of setting OH&S objectives. Gather their input and insights to ensure that objectives are practical and achievable.
• OH&S objectives should be SMART: Specific, Measurable, Achievable, Relevant, and Time-bound. Each objective should be clear, quantifiable, realistic, and have a specific timeframe for achievement. For example, “Reduce the number of workplace accidents by 20% within the next year.”
• Ensure that your OH&S objectives align with your organization’s OH&S policy. Objectives should support the broader goals and commitments outlined in the policy.
• Given the results of your risk assessment and the input from stakeholders, prioritize the most critical OH&S objectives. Focus on areas where there are significant risks and opportunities for improvement.
• Clearly define who within your organization is responsible for each OH&S objective. Assign ownership and accountability to individuals or teams.
• Identify key performance indicators (KPIs) and metrics that will be used to measure progress toward each objective. These metrics should provide data to track and evaluate performance.
• Develop processes and systems for monitoring and measuring progress toward the objectives. Ensure that data is collected regularly and accurately.
• Document the OH&S objectives, including details like the specific objective, responsible parties, KPIs, and timeframes. Communicate the objectives to all relevant employees and stakeholders to ensure everyone is aware of the organization’s safety goals.
• Develop action plans or initiatives to achieve each objective. Specify the steps, resources, and timelines needed to reach the goals.
• Conduct regular reviews and assessments of progress toward the OH&S objectives. Evaluate the effectiveness of your actions and interventions.
• Based on the progress reviews, make necessary adjustments to action plans and strategies. Continually seek opportunities for improvement and adapt as needed to achieve your objectives.
• Recognize and celebrate achievements when objectives are met or milestones are reached. This helps motivate employees and reinforces the importance of workplace safety.
• Keep records of your OH&S objectives, progress, and achievements. Be prepared to report on your performance to internal and external stakeholders as needed.

Here are some examples of SMART OH&S objectives:

1. Reduce the Lost Time Injury Frequency Rate (LTIFR) by 15% within the next 12 months.
   • This objective focuses on reducing workplace injuries that result in lost workdays, thereby enhancing employee safety.
2. Conduct monthly safety training sessions for all employees and achieve a 100% attendance rate by the end of the year.
   • This objective emphasizes employee training and ensures that all employees receive essential safety education.
3. Implement a Near Miss Reporting System and aim to receive at least 50 near miss reports per month within the next six months.
   • This objective encourages employees to report near misses, which can help identify potential hazards before accidents occur.
4. Reduce the number of slips, trips, and falls in the workplace by 20% within the next quarter by implementing improved signage and floor maintenance procedures.
   • This objective addresses a specific safety issue (slips, trips, and falls) and outlines actions to reduce incidents.
5. Achieve a 100% compliance rate with all relevant OH&S regulations and standards during the annual audit.
   • This objective focuses on legal compliance and ensures that the organization adheres to all applicable safety requirements.
6. Reduce ergonomic-related complaints by 25% within six months by providing ergonomic assessments and workstation improvements.
   • This objective addresses the specific issue of ergonomic risks and aims to improve employee comfort and health.
7. Conduct monthly safety inspections in all departments and ensure that 100% of identified hazards are addressed within two weeks of discovery.
   • This objective emphasizes regular safety inspections and prompt hazard correction.
8. Achieve a 90% reduction in employee exposure to hazardous chemicals by implementing safer handling procedures and equipment over the next year.
   • This objective focuses on reducing employee exposure to hazardous substances, which can lead to long-term health issues.
9. Establish and regularly update emergency response plans for all potential workplace emergencies, including fires, chemical spills, and natural disasters.
   • This objective ensures that the organization is prepared to respond effectively to various types of emergencies.
10. Promote a safety culture by conducting quarterly safety awareness campaigns, involving all employees, and achieving a 95% participation rate.
    • This objective emphasizes the importance of fostering a safety-oriented mindset among employees.
11. Implement a “Stop Work” policy empowering employees to halt work if they identify unsafe conditions, and ensure that all reports are addressed promptly and effectively.
    • This objective encourages a culture of safety and empowers employees to take proactive measures to prevent accidents.

2) Establish OH&S objectives at relevant functions and levels

Establishing Occupational Health and Safety (OH&S) objectives at relevant functions and levels within an organization is crucial for several important reasons:

1. When OH&S objectives are set at various functions and levels, they can be aligned with the broader organizational goals and strategies. This ensures that health and safety considerations are integrated into the overall business objectives, making them more effective and relevant.
2. Different functions within an organization may face unique occupational health and safety risks and challenges. Setting specific objectives at these levels allows for targeted risk mitigation efforts. For example, manufacturing, logistics, and office environments may have different safety concerns, and objectives can be tailored accordingly.
3. Establishing objectives at relevant functions and levels assigns ownership and accountability for OH&S performance. When employees and teams have specific objectives to meet, they are more likely to take ownership of safety-related tasks and activities.
4. Involving employees at various levels in the establishment of OH&S objectives promotes greater employee engagement and participation in safety initiatives. When employees have a say in setting objectives, they are more likely to be committed to achieving them.
5. OH&S objectives at different levels encourage communication and collaboration among different parts of the organization. Departments and teams can share best practices and lessons learned, leading to improved overall safety performance.
6. With objectives set at relevant functions and levels, organizations can tailor their safety interventions and programs to address specific needs. For instance, training programs can be customized to address the unique risks associated with each department or role.
7. Setting objectives at different levels allows organizations to allocate resources more efficiently. Resources can be directed where they are needed most to achieve specific safety objectives, rather than adopting a one-size-fits-all approach.
8. OH&S objectives at various functions and levels support a culture of continuous improvement. Regular reviews of performance against these objectives lead to ongoing enhancements in safety practices and processes.
9. Different functions may be subject to different legal and regulatory requirements related to occupational health and safety. Setting objectives at relevant levels helps ensure compliance with specific regulations and standards applicable to those areas.
10. Having objectives at various levels enables organizations to measure progress and performance more effectively. Key performance indicators (KPIs) can be established to track safety metrics and assess whether objectives are being met.
11. Employees and teams are often motivated by clear objectives and the opportunity for recognition. Meeting safety objectives can be celebrated and recognized, reinforcing the importance of safety throughout the organization.

In summary, establishing OH&S objectives at relevant functions and levels is a strategic approach that promotes a safer workplace, enhances organizational alignment, and ensures that safety considerations are integrated into all aspects of the business. It also fosters a culture of safety and continuous improvement, ultimately leading to better overall OH&S performance.

3) OH&S objective shall be established to maintain and continually improve the OH&S management system and OH&S performance

Occupational Health and Safety (OH&S) objectives play a significant role in maintaining and continually improving the OH&S management system and overall OH&S performance within an organization. Here’s how OH&S objectives contribute to continuous improvement:

1. OH&S objectives provide clear, specific, and measurable goals related to safety and health performance. These objectives set a direction for improvement efforts and serve as targets for the organization to work towards.
2. By setting objectives, organizations identify and prioritize key areas for improvement. This helps in allocating resources and efforts where they are needed most, addressing the most significant safety risks and concerns.
3. OH&S objectives often target specific hazards or high-risk areas. Achieving these objectives involves implementing measures to reduce or eliminate these risks, leading to a safer work environment.
4. Objectives are accompanied by key performance indicators (KPIs) and metrics that enable organizations to track progress. Regular monitoring and measurement of performance provide insights into whether safety improvements are being realized.
5. The process of setting and working towards OH&S objectives encourages organizations to collect data and feedback. This information can be used to identify trends, patterns, and areas where further improvement is necessary. Lessons learned from achieving or not achieving objectives can be applied to future initiatives.
6. OH&S objectives are typically reviewed periodically to assess progress and relevance. This review process ensures that objectives remain aligned with organizational goals and that they adapt to changing circumstances, new risks, or emerging best practices.
7. Involving employees in the development and achievement of OH&S objectives fosters a culture of safety and engagement. When employees are part of the process, they are more likely to contribute ideas for improvement and take ownership of safety initiatives.
8. OH&S objectives often include compliance with legal and regulatory requirements. Meeting these objectives ensures that the organization remains in good standing with authorities, avoiding potential legal issues and penalties.
9. Setting and achieving OH&S objectives demonstrates the organization’s commitment to safety to employees, stakeholders, and the public. It enhances the organization’s reputation and can attract and retain talent.
10. Organizations can use their OH&S objectives to benchmark their performance against industry standards and best practices. This can lead to the adoption of more effective safety measures and approaches.
11. OH&S objectives require organizations to document their plans and actions, enhancing accountability. This documentation ensures that responsibilities are clear and that actions are carried out as intended.
12. Pursuing OH&S objectives requires leadership support and a culture that values safety. Continuously striving to meet objectives sets a positive tone from the top, reinforcing the importance of safety throughout the organization.
13. OH&S objectives promote a sustainable approach to safety. Continuous improvement efforts ensure that safety measures and practices are not stagnant but evolve to address new challenges and changing circumstances.

In summary, OH&S objectives serve as a roadmap for organizations to maintain and continually improve their OH&S management system and safety performance. They drive focused efforts, data-driven decision-making, and a commitment to creating and maintaining a safe and healthy workplace for employees and stakeholders. Regularly reviewing and adjusting these objectives is essential to adapt to changing conditions and maintain a strong safety culture.

4) The OH&S objectives shall be consistent with the OH&S policy

OH&S objectives should be consistent with the organization’s OH&S policy. This alignment ensures that the objectives are in harmony with the overarching principles, commitments, and values outlined in the policy. Here’s why this consistency is essential:

1. When OH&S objectives align with the OH&S policy, it demonstrates a clear and unified commitment from top management to employees and stakeholders. It reinforces the organization’s dedication to creating a safe and healthy workplace.
2. OH&S objectives provide specific, actionable goals that help translate the broad statements in the policy into practical actions. This alignment ensures that efforts are directed toward achieving the policy’s objectives.
3. The OH&S policy sets the framework for the organization’s OH&S efforts, defining its goals and principles. The objectives, in turn, provide a more detailed and measurable framework for implementing the policy effectively.
4. Consistency between the policy and objectives helps avoid confusion. Employees and stakeholders can better understand how the organization’s commitment to safety is translated into tangible actions and improvements.
5. When objectives are consistent with the policy, it is easier to hold individuals and teams accountable for achieving those objectives. Everyone can clearly see how their work ties back to the overarching OH&S goals.
6. Employees are more likely to engage with and support OH&S initiatives when they see that the objectives are in line with the organization’s stated values and priorities.
7. When objectives align with the policy, it simplifies communication about OH&S matters. Employees and stakeholders can refer to the policy and objectives as a unified framework for understanding and discussing safety issues.
8. Consistent alignment ensures that OH&S objectives are continually reviewed and updated in a way that reflects the evolving priorities and commitments outlined in the policy. This promotes a culture of continuous improvement in safety.

5) The OH&S objectives shall be measurable (if practicable) or capable of performance evaluation

Occupational Health and Safety (OH&S) objectives should be measurable and capable of performance evaluation. This is a fundamental requirement for effective OH&S management systems, and it serves several important purposes:

1. Measurable objectives provide a clear basis for assessing whether progress is being made toward achieving OH&S goals. Without measurable criteria, it would be challenging to determine whether the objectives have been met.
2. Measurable objectives rely on data and performance indicators to track progress. This data enables organizations to make informed decisions about OH&S improvements, allocate resources efficiently, and identify areas that require further attention.
3. Measurable objectives assign responsibility and accountability for their achievement. When objectives have clear performance indicators, it’s easier to determine who is responsible for tracking progress and taking corrective actions if necessary.
4. Performance evaluation of measurable objectives is a key driver of continuous improvement. By analyzing data and results, organizations can identify trends, patterns, and areas where additional measures are needed to enhance OH&S performance.
5. Measurable objectives allow organizations to compare their performance against industry benchmarks, best practices, and internal historical data. This benchmarking helps organizations set realistic and achievable goals.
6. Measurable objectives help organizations identify and manage OH&S risks effectively. When an objective is tied to a specific risk reduction target, it becomes easier to assess whether the risk has been adequately addressed.
7. Clear and measurable objectives facilitate communication within the organization. Employees, management, and stakeholders can easily understand the objectives and track progress without ambiguity.
8. Measurable objectives support the verification of compliance with OH&S regulations and standards. Regulatory bodies often require organizations to demonstrate that they have measurable objectives in place to ensure compliance.
9. Measurable objectives provide a sense of achievement when they are met. This can motivate employees and teams to actively participate in safety initiatives and work toward achieving the objectives.
10. Transparency in OH&S performance is essential for building trust among employees, stakeholders, and regulatory authorities. Measurable objectives and performance evaluations contribute to this transparency.
11. Organizations can allocate resources more effectively when they have measurable objectives. They can determine which initiatives are yielding the best results and adjust resource allocation accordingly.
12. Measurable objectives and performance evaluations provide documentation of safety efforts. This documentation can be valuable in audits, inspections, and reporting to regulatory authorities.

6) The OH&S objectives shall take into account applicable requirements

Occupational Health and Safety (OH&S) objectives must take into account the applicable OH&S requirements. This is a fundamental principle of OH&S management systems and is essential for ensuring that an organization complies with relevant laws, regulations, and standards while working to improve its safety performance. Here’s why considering applicable OH&S requirements when setting objectives is critical:

1. OH&S requirements, including laws and regulations, specify the minimum standards for workplace safety. By incorporating these requirements into OH&S objectives, organizations ensure that they are operating within the bounds of the law.
2. OH&S requirements often identify specific hazards and risks that need to be addressed. Setting objectives that align with these requirements helps organizations prioritize risk reduction efforts and protect employees from known dangers.
3. Many OH&S requirements are designed to prevent accidents, injuries, and illnesses. By aligning objectives with these requirements, organizations take proactive steps to prevent incidents before they occur.
4. Compliance with OH&S requirements often involves reporting certain incidents or data to regulatory authorities. Setting objectives related to reporting and data collection ensures that the organization is prepared to meet these obligations.
5. Customers, clients, investors, and other stakeholders may expect organizations to adhere to OH&S requirements. Demonstrating alignment with these requirements can enhance an organization’s reputation and relationships with stakeholders.
6. Compliance with OH&S requirements builds credibility and trust among employees, customers, regulators, and the public. Meeting or exceeding these requirements reinforces the organization’s commitment to safety.
7. Non-compliance with OH&S requirements can lead to legal and financial consequences, reputational damage, and operational disruptions. Aligning objectives with these requirements helps mitigate the risk of non-compliance.
8. Considering OH&S requirements when setting objectives ensures that safety initiatives are comprehensive and address all relevant aspects of workplace safety. This holistic approach leads to a more effective OH&S management system.
9. Setting objectives that align with OH&S requirements encourages organizations to continuously review and update their safety practices and procedures to remain in compliance with changing regulations.
10. Objectives tied to OH&S requirements often require the collection and maintenance of specific records and documentation. This ensures that the organization has a complete and accurate record of its safety efforts, which can be crucial in audits and inspections.

When establishing OH&S objectives, organizations should conduct a thorough review of the applicable OH&S requirements that pertain to their industry and location. This review should inform the selection of objectives and the development of strategies to meet them. Additionally, organizations should regularly monitor changes in OH&S requirements and adjust their objectives and practices accordingly to maintain compliance and safety.

7) The OH&S objectives shall take into account the results of the assessment of risks and opportunities

Occupational Health and Safety (OH&S) objectives should take into account the results of the assessment of OH&S risks and opportunities. This is a fundamental principle of OH&S management systems, as outlined in ISO 45001:2018, and it plays a crucial role in ensuring that an organization’s safety objectives are both relevant and effective. Here’s why considering the results of the risk and opportunity assessment is essential:

1. The assessment of OH&S risks and opportunities helps organizations identify which hazards and risks are most significant and require immediate attention. By aligning objectives with the results of this assessment, organizations prioritize actions that address the most critical safety concerns.
2. Setting objectives based on identified risks and opportunities allows organizations to proactively manage and mitigate potential workplace hazards. This proactive approach helps prevent accidents and incidents before they occur.
3. By considering the results of the risk and opportunity assessment, organizations can allocate resources more effectively. They can focus resources on areas where the greatest risks exist or where the potential for improvement is the highest.
4. Objectives linked to risk and opportunity assessment results support a culture of continuous improvement. Organizations can monitor progress in reducing identified risks and maximizing opportunities for OH&S enhancement.
5. Integrating risk and opportunity assessment results into objectives ensures that safety objectives align with the organization’s broader strategic goals and priorities. This alignment strengthens the overall business case for OH&S.
6. When employees see that objectives are based on a comprehensive assessment of risks and opportunities, they are more likely to engage in safety initiatives. This involvement can lead to better safety outcomes.
7. Addressing identified risks and opportunities often aligns with regulatory requirements for OH&S management. By setting objectives that reflect these requirements, organizations ensure compliance with relevant laws and standards.
8. Objectives tied to risk and opportunity assessment results provide clear benchmarks for performance monitoring. Organizations can measure progress in mitigating risks and capitalizing on opportunities.
9. Relying on the results of the assessment ensures that OH&S objectives are grounded in data and evidence. This data-driven approach helps organizations make informed decisions about safety initiatives.
10. : Objectives based on risk and opportunity assessment results provide documentation of the organization’s commitment to safety and its efforts to manage OH&S risks effectively. This documentation is valuable in audits and reporting.

When establishing OH&S objectives, organizations should conduct a thorough assessment of OH&S risks and opportunities within their specific context. This assessment should consider internal and external factors that may impact safety, such as changes in technology, work processes, legal requirements, and stakeholder expectations. By integrating the results of this assessment into their objectives, organizations can create a more robust and tailored OH&S management system that leads to improved safety performance.

8) The OH&S objectives shall take into account the results of consultation with workers and, where they exist, workers’ representatives

Occupational Health and Safety (OH&S) objectives should take into account the results of consultation with workers and, where they exist, workers’ representatives. Involving employees and their representatives in the establishment of OH&S objectives is not only a best practice but also a requirement in many OH&S management systems standards, such as ISO 45001:2018. Here’s why this consultation is essential:

1. Workers are often the individuals most familiar with the daily safety challenges and hazards in their specific job roles. Consulting with workers and their representatives ensures that their valuable insights and expertise are considered when setting safety objectives.
2. Workers can provide practical input on the feasibility and attainability of safety objectives. Their feedback can help ensure that objectives are both ambitious and achievable within the workplace.
3. Involving workers in the process of setting objectives fosters a sense of ownership and commitment to safety. When employees have a say in defining the objectives, they are more likely to be engaged in achieving them.
4. Engaging workers in consultation promotes a safety culture where employees actively participate in safety initiatives, report hazards, and take responsibility for their own safety and the safety of their colleagues.
5. Workers can help identify specific safety priorities that may not be apparent to management. Their perspective can shed light on emerging risks and areas requiring immediate attention.
6. Consultation with workers and their representatives creates an ongoing feedback loop. Workers can report on the effectiveness of safety measures and suggest improvements, contributing to continuous improvement efforts.
7. In some jurisdictions, regulatory requirements mandate worker involvement in OH&S decision-making processes. Consulting with workers and their representatives ensures legal compliance.
8. The consultation process encourages open and transparent communication between workers, management, and their representatives regarding safety matters. This communication can lead to better collaboration and understanding.
9. Involving workers and their representatives demonstrates trust and respect for their perspectives and contributions. It fosters a positive working environment and mutual respect between all parties.
10. In situations where there may be differences of opinion regarding safety priorities or objectives, consultation provides a forum for discussion and resolution, helping to avoid conflicts.
11. In many countries, workers’ representatives have legal rights and protections related to their involvement in OH&S matters. Respecting these rights is important for legal compliance and ethical considerations.

When consulting with workers and their representatives, organizations should ensure that the process is meaningful, inclusive, and respectful of diverse viewpoints. It’s also important to provide feedback to workers on how their input influenced the establishment of OH&S objectives. This transparent communication reinforces the organization’s commitment to safety and employee well-being.

9) The OH&S objectives shall be be monitored

Occupational Health and Safety (OH&S) objectives must be monitored as part of an effective OH&S management system. Monitoring OH&S objectives is a critical process that ensures that progress toward achieving safety goals is tracked and evaluated regularly. Here are key reasons why monitoring OH&S objectives is essential:

1. Monitoring allows organizations to assess the progress being made toward achieving their OH&S objectives. It helps answer questions like whether the organization is on track to meet its safety targets.
2. Monitoring provides a basis for measuring OH&S performance against established objectives. It involves collecting data and performance indicators related to safety, allowing for quantitative assessment.
3. By regularly monitoring OH&S objectives, organizations can detect issues or deviations from the intended course early on. This enables timely corrective action to address potential problems and prevent incidents.
4. Monitoring generates data and information that can be used for informed decision-making. It helps organizations identify trends, patterns, and areas that require attention.
5. Monitoring assigns responsibility and accountability for achieving OH&S objectives. When progress is tracked, it becomes clear who is responsible for taking corrective actions if the objectives are not being met.
6. Organizations can allocate resources more effectively by monitoring. They can adjust resource allocation based on the progress made toward objectives and focus efforts where they are needed most.
7. Monitoring supports a culture of continuous improvement. Organizations can analyze data and performance results to identify areas where safety measures and processes can be enhanced.
8. Regular monitoring results in the documentation of safety efforts and progress. This documentation can be valuable for internal reporting, audits, and communication with stakeholders.
9. Monitoring ensures that the organization remains in compliance with OH&S requirements and standards. It provides evidence of adherence to regulations and commitment to safety.
10. Monitoring enables organizations to conduct regular performance reviews related to OH&S objectives. These reviews can be used to evaluate the effectiveness of safety initiatives and make necessary adjustments.
11. Regular monitoring supports transparent communication within the organization. Employees and stakeholders can stay informed about safety performance and objectives.
12. Monitoring results provide feedback that can be used for organizational learning. Lessons learned from progress tracking can inform future safety initiatives.
13. Monitoring and recognizing progress toward OH&S objectives can motivate employees and teams. Acknowledging achievements reinforces the importance of safety and encourages continued efforts.

Monitoring OH&S objectives typically involves the collection of relevant data, analysis of that data, and reporting on the findings. It should be carried out systematically and consistently to ensure that safety objectives are met and that the workplace remains safe and healthy for all employees and stakeholders.

10) OH&S objective shall be communicated

Occupational Health and Safety (OH&S) objectives must be communicated effectively within an organization. Communication of OH&S objectives is a critical step in ensuring that everyone within the organization understands and aligns with the safety goals and priorities. Here are key reasons why communicating OH&S objectives is essential:

1. Communication ensures that all employees and relevant stakeholders are aware of the OH&S objectives. Awareness is the first step in engaging individuals in safety initiatives.
2. Communicating objectives helps align everyone within the organization with the same safety goals and priorities. It ensures that safety efforts are consistent across all functions and levels.
3. Clear communication of OH&S objectives helps employees and stakeholders understand the importance of safety and how their roles contribute to achieving safety goals.
4. Communicating objectives and recognizing achievements can motivate employees and teams to actively participate in safety initiatives and work toward achieving the objectives.
5. When individuals know the OH&S objectives, they are more likely to take ownership of safety-related tasks and actions. They understand that safety is a collective responsibility.
6. Transparent communication about safety objectives fosters trust within the organization. Employees and stakeholders appreciate open and honest communication regarding safety matters.
7. Effective communication ensures that employees are aware of and understand safety policies and standards, promoting compliance with safety regulations and requirements.
8. Communication channels provide mechanisms for employees to report safety concerns, hazards, and incidents. Open lines of communication support the reporting of safety issues.
9. Communication is essential for conveying information related to safety training and education programs. Employees need to know how to stay safe in their roles.
10. In the event of emergencies or crisis situations, well-established communication channels are crucial for relaying safety instructions and information.
11. : Communication extends to external stakeholders, such as contractors, suppliers, and regulatory authorities. Informing these parties about safety objectives and initiatives is important for collaboration and compliance.
12. Communication helps maintain a culture of continuous improvement in safety. Feedback and suggestions from employees and stakeholders can lead to refinements in safety practices.

Effective communication of OH&S objectives involves various methods and channels, including written documents, training sessions, safety meetings, posters, digital communications, and regular updates. It’s important to tailor the communication approach to the specific needs and preferences of the audience.Additionally, organizations should encourage open and two-way communication, where employees and stakeholders can provide feedback, ask questions, and report safety concerns without fear of reprisal. This open dialogue supports a culture of safety and helps organizations achieve their OH&S objectives more effectively.

11) OH&S objective shall be updated as appropriate

Occupational Health and Safety (OH&S) objectives should be updated as appropriate. Regularly reviewing and, if necessary, revising OH&S objectives is a fundamental component of an effective OH&S management system. Here are several key reasons why updating OH&S objectives is important:

1. The workplace environment is dynamic, and new risks and opportunities may emerge over time. Updating objectives allows organizations to respond to changing circumstances and evolving OH&S challenges.
2. OH&S objectives should support a culture of continuous improvement. Regular updates enable organizations to set new, more ambitious objectives, building on past achievements and lessons learned.
3. OH&S objectives should remain aligned with the broader goals and strategic direction of the organization. Updates may be necessary to ensure that safety objectives are consistent with the organization’s evolving priorities.
4. As new OH&S risks are identified or existing risks change, objectives may need to be updated to address these risks effectively. This ensures that safety measures remain current and relevant.
5. OH&S regulations and standards may change over time. Organizations need to review and update objectives to ensure that they remain in compliance with the latest legal requirements.
6. Feedback from employees, stakeholders, and performance monitoring may reveal opportunities for improvement. Updating objectives based on this feedback allows organizations to address areas where safety measures can be enhanced.
7. Objectives may need to be updated to reallocate resources to areas of greater priority or need. This ensures that resources are effectively deployed to achieve safety goals.
8. Over time, the organization’s safety priorities may shift. Updating objectives helps maintain a clear focus on the most critical safety issues and aligns efforts accordingly.
9. Regularly setting and updating objectives can motivate and engage employees. Employees are more likely to stay engaged when they see that the organization is committed to ongoing improvement in safety.
10. Updated objectives provide documentation of the organization’s commitment to safety and its efforts to manage OH&S risks. This documentation can be valuable for audits, reporting, and compliance verification.

When updating OH&S objectives, organizations should follow a systematic process that includes:

1. Review the existing objectives and assess their effectiveness in light of changing circumstances and new information.
2. Engage with employees, workers’ representatives, and relevant stakeholders to gather input and insights regarding the need for updates.
3. Reassess OH&S risks and opportunities to determine whether changes are warranted.
4. If updates are deemed necessary, set new objectives that reflect the current safety priorities and align with the organization’s goals.
5. Communicate the updated objectives to all relevant parties to ensure everyone is aware of the changes.
6. Implement action plans and initiatives to achieve the updated objectives.
7. Continuously monitor progress toward the updated objectives and adjust strategies as needed.
8. Maintain documentation of the updated objectives and the rationale behind the changes.

By regularly reviewing and updating OH&S objectives, organizations can stay proactive in managing safety, adapt to changing conditions, and maintain a strong commitment to the well-being of their employees and stakeholders.

12) When planning how to achieve its OH&S objectives, the organization shall determine what will be done; what resources will be required; who will be responsible; when it will be completed;

When an organization plans how to achieve its Occupational Health and Safety (OH&S) objectives, it should consider the following key elements:

1. What will be done: This involves defining the specific actions, tasks, and measures that need to be implemented to work toward achieving the OH&S objectives. These actions should be clear, actionable, and aligned with the objectives.
2. What resources will be required: Identifying the necessary resources is essential for the successful execution of the planned actions. Resources may include personnel, equipment, materials, training, budget, and time.
3. Who will be responsible: Assigning responsibility ensures that individuals or teams are accountable for carrying out the planned actions. Each task or action should have a designated person or group responsible for its execution.
4. When it will be completed: Establishing timelines and deadlines is crucial for managing and tracking progress toward the objectives. Clearly defining when each action or task should be completed helps ensure timely achievement of the objectives.

These elements help organizations create a detailed and actionable plan for achieving their OH&S objectives. A well-structured plan facilitates effective implementation, monitoring, and evaluation of progress, ultimately contributing to improved workplace safety and health.

13) The organization to determine how the results will be evaluated, including indicators for monitoring

Evaluating the results of Occupational Health and Safety (OH&S) objectives is a critical step in assessing the effectiveness of an organization’s OH&S management system. To effectively evaluate these results, organizations should establish key performance indicators (KPIs) and monitoring indicators that align with their OH&S objectives. Here’s how this process works:

1. Establishing KPIs: Key Performance Indicators are specific, measurable metrics that provide a clear picture of how well an organization is progressing toward its OH&S objectives. These KPIs should be directly related to the objectives and should be defined in a way that allows for quantitative measurement. Examples of OH&S KPIs might include:
   • Lost Time Injury Frequency Rate (LTIFR): Measures the number of lost time injuries per million hours worked.
   • Near Miss Reporting Rate: Tracks the number of near misses reported over a specific period.
   • Compliance with Regulatory Requirements: Measures the organization’s compliance rate with OH&S laws and regulations.
   • Safety Training Completion Rate: Calculates the percentage of employees who have completed required safety training.
2. Setting Monitoring Indicators: Monitoring indicators are specific data points or observations that are collected regularly to track progress. These indicators are typically more detailed than KPIs and help organizations detect trends, emerging issues, or areas requiring immediate attention. Examples of OH&S monitoring indicators might include:
   • Daily inspection reports of safety equipment and work areas.
   • Monthly reports on the number and types of safety incidents.
   • Quarterly assessments of safety culture and employee perceptions.
   • Real-time monitoring of air quality in areas where hazardous substances are used.
3. Collecting Data: Organizations should collect data related to the established KPIs and monitoring indicators. This data may come from incident reports, inspections, employee surveys, equipment sensors, and other relevant sources.
4. Analysis: Analyzing the collected data is crucial to understanding trends and identifying areas that require improvement. Data analysis can help organizations determine whether they are on track to achieve their OH&S objectives.
5. Comparison: Organizations should compare the data with the established KPIs and objectives. This comparison helps assess whether the organization is meeting its targets or if adjustments are needed.
6. Reporting: Regular reporting on the results of the evaluation should be conducted to keep stakeholders informed. Reports should include both quantitative data (KPIs) and qualitative information (observations from monitoring indicators).
7. Action and Improvement: Based on the results of the evaluation, organizations should take action to address any identified issues or opportunities for improvement. This may involve revising safety procedures, increasing training efforts, or implementing new safety measures.
8. Continuous Review: The process of evaluating OH&S objectives should be continuous. Organizations should regularly review their KPIs and monitoring indicators, updating them as needed to align with changing objectives and priorities.

By establishing KPIs and monitoring indicators and consistently evaluating the results, organizations can gain insights into their OH&S performance, make informed decisions, and continuously improve their safety management systems to create safer and healthier workplaces.

14) The Organization should determine how the actions to achieve OH&S objectives will be integrated into the organization’s business processes

Integrating the actions to achieve Occupational Health and Safety (OH&S) objectives into an organization’s business processes is a best practice for ensuring that safety is an inherent part of the organization’s operations. This integration helps create a culture of safety and ensures that safety considerations are woven into every aspect of the business. Here’s why it’s important and how it can be achieved:

Importance of Integration:

1. Seamless Implementation: Integrating safety actions into business processes ensures that safety measures are seamlessly incorporated into daily operations. It becomes the natural way of doing business.
2. Consistency: When safety actions are part of business processes, they are consistently applied across all functions and levels of the organization, reducing the risk of oversights or inconsistencies.
3. Efficiency: Integrating safety actions can improve efficiency by streamlining safety-related tasks and reducing duplication of efforts. Safety becomes an inherent part of productivity.
4. Resource Optimization: By aligning safety actions with business processes, organizations can allocate resources more efficiently to support both safety and operational goals.
5. Risk Reduction: Integrating safety actions helps identify and address safety risks in real time, reducing the potential for incidents and accidents.
6. Employee Engagement: When safety is integrated into daily processes, employees are more likely to engage in safety initiatives because it becomes a natural part of their work.

Ways to Integrate Safety Actions into Business Processes:

1. Safety Policies and Procedures: Develop and document clear safety policies and procedures that are integrated into the organization’s broader policies and procedures.
2. Training and Education: Ensure that safety training and education are integrated into employee onboarding and ongoing development programs.
3. Risk Assessment: Incorporate regular risk assessments and hazard identification as part of project planning and decision-making processes.
4. Safety Metrics and Reporting: Include safety metrics and reporting as key performance indicators in management dashboards and reports.
5. Supply Chain and Procurement: Evaluate safety performance and compliance when selecting suppliers and contractors.
6. Emergency Preparedness: Integrate emergency response and evacuation plans into facility management and operations.
7. Continuous Improvement: Implement mechanisms for employees to provide feedback on safety concerns and suggestions for improvements as part of regular performance reviews and team meetings.
8. Change Management: Integrate safety considerations into change management processes to ensure that safety is not compromised during organizational changes or process updates.
9. Communication: Regularly communicate safety updates, reminders, and successes through existing communication channels, such as company meetings, newsletters, and digital platforms.
10. Leadership Commitment: Ensure that senior leadership demonstrates a strong commitment to safety by setting an example and actively participating in safety initiatives.

By integrating safety actions into business processes, organizations can create a safer and healthier workplace while also enhancing operational efficiency and sustainability. This approach reinforces the organization’s commitment to safety and makes it a fundamental aspect of its corporate culture.

Examples of Planning to achieve OH&S objectives

Objective 1: Reduce the Lost Time Injury Frequency Rate (LTIFR) by 15% within the next year.

Planning Activities:

1. Risk Assessment: Conduct a comprehensive risk assessment to identify the most common causes of injuries in the workplace.
2. Action Plans: Develop action plans that address the identified risks. For example:
   • Implement additional safety training programs.
   • Enhance personal protective equipment (PPE) usage.
   • Conduct regular safety inspections and audits.
3. Resource Allocation: Allocate budget and personnel to support the action plans. Ensure that adequate resources are available for training, inspections, and PPE procurement.
4. Timeline: Create a timeline for implementing each action plan, specifying start and end dates for each initiative.
5. Responsibilities: Assign clear responsibilities to individuals or teams for the execution of action plans.
6. Communication: Communicate the safety objectives and action plans to all employees and stakeholders, emphasizing the importance of their roles in achieving the objectives.
7. Monitoring and Reporting: Establish a system for ongoing monitoring and reporting of progress toward the LTIFR reduction goal.

Objective 2: Enhance Emergency Response Preparedness for Fire Incidents.

Planning Activities:

1. Risk Assessment: Identify potential fire hazards and evaluate their impact on employee safety.
2. Emergency Response Plan: Develop a comprehensive emergency response plan that includes evacuation procedures, fire extinguisher locations, and designated assembly points.
3. Training: Plan and conduct fire safety training for all employees, including proper evacuation procedures and fire extinguisher use.
4. Drills: Schedule regular fire drills to ensure that employees are familiar with emergency procedures.
5. Equipment and Facilities: Evaluate the need for additional firefighting equipment and ensure proper maintenance of existing equipment.
6. Communication: Establish a communication plan for alerting employees to fire incidents and providing guidance during emergencies.
7. Resources: Allocate funds for training, equipment maintenance, and fire safety signage.
8. Testing and Review: Develop a schedule for testing the effectiveness of the emergency response plan and making necessary improvements based on feedback and findings.

Objective 3: Reduce Workplace Ergonomic-Related Complaints by 20% in Six Months.

Planning Activities:

1. Ergonomic Assessment: Conduct ergonomic assessments of workstations to identify potential issues contributing to complaints.
2. Action Plans: Develop action plans based on ergonomic assessments. For example:
   • Provide ergonomic training to employees.
   • Adjust workstations and seating arrangements.
   • Implement a rotation schedule to reduce repetitive motions.
3. Resource Allocation: Allocate resources for ergonomic training, workstation adjustments, and any necessary equipment or tools.
4. Timeline: Set specific deadlines for completing action items within the action plans.
5. Responsibilities: Assign responsibility for each action item to individuals or teams.
6. Communication: Communicate the importance of ergonomic awareness and inform employees about the changes being made to improve ergonomics.
7. Monitoring: Establish a system for ongoing monitoring of complaints and ergonomic improvements.
8. Documentation: Maintain records of ergonomic assessments, action plans, and their outcomes.

15) The organization shall maintain and retain documented information on the OH&S objectives and plans to achieve them.

Documents:

1. OH&S Policy: The organization’s documented OH&S policy, which provides a framework for setting OH&S objectives.
2. Scope of the OH&S Management System: A document that defines the boundaries and applicability of the OH&S management system within the organization.
3. Risk and Opportunity Assessment: Documentation of the process used to identify, assess, and evaluate OH&S risks and opportunities. This includes documentation of criteria used for risk assessment.
4. OH&S Objectives: Documented OH&S objectives that are specific, measurable, achievable, relevant, and time-bound (SMART).
5. Action Plans: Documents outlining the actions, responsibilities, and timelines for achieving the OH&S objectives.
6. Change Management Procedure: A documented procedure for assessing and managing changes that could impact OH&S objectives and planning.
7. Legal and Other Requirements: Documentation of legal and regulatory requirements related to OH&S, as well as information on how the organization ensures compliance.
8. Communication Plan: A documented plan outlining how OH&S objectives and progress will be communicated to relevant stakeholders within and outside the organization.

Records:

1. Evidence of OH&S Objectives: Records demonstrating the establishment of OH&S objectives, including meeting minutes, approval records, or related documentation.
2. Evidence of Risk and Opportunity Assessment: Records of the OH&S risk and opportunity assessment process, including risk assessments, risk registers, and reports.
3. Action Plan Records: Records of action plans, including details of responsible parties, deadlines, and progress updates.
4. Monitoring and Measurement Records: Records of data and information collected to monitor and measure OH&S performance against established objectives. This includes data related to key performance indicators (KPIs) and monitoring indicators.
5. Management Review Records: Documentation of management reviews related to OH&S objectives and planning, including meeting minutes and action items.
6. Communication Records: Records of communication efforts related to OH&S objectives and planning, such as reports, emails, and correspondence.
7. Change Management Records: Records of changes made to the OH&S objectives, plans, or processes, along with documentation of how these changes were assessed and implemented.
8. Training Records: Records of training and awareness programs related to OH&S objectives and planning, including attendance records and training materials.
9. Evidence of Legal Compliance: Records demonstrating compliance with legal and other OH&S requirements, such as permits, licenses, and regulatory reports.
10. Records of Consultation: Records of consultations with workers and, where they exist, workers’ representatives regarding OH&S objectives and planning.

Example of procedure for establishing OH&S objectives and planning to achieve them

Purpose: The purpose of this procedure is to establish a systematic process for defining, documenting, and planning the organization’s OH&S objectives and actions to achieve those objectives.

Scope: This procedure applies to all functions, activities, and levels within the organization.

Responsibilities:

• Top Management: Responsible for overall leadership and commitment to the establishment of OH&S objectives and the allocation of necessary resources.
• OH&S Management Representative (if applicable): Responsible for coordinating and overseeing the OH&S objectives and planning process.
• Department Heads and Supervisors: Responsible for identifying department-specific OH&S objectives and action plans.
• Employees: Responsible for actively participating in the OH&S objectives and planning process, providing input, and following established safety procedures.

Procedure Steps:

Step 1: Identification of OH&S Risks and Opportunities

• 1.1. Conduct a comprehensive OH&S risk and opportunity assessment, considering both internal and external factors that may affect the organization’s OH&S performance.
• 1.2. Document the results of the risk and opportunity assessment, including identified hazards, risks, opportunities, and their significance.

Step 2: Establishing OH&S Objectives

• 2.1. Based on the results of the risk and opportunity assessment, establish clear and measurable OH&S objectives. Ensure that these objectives are consistent with the organization’s OH&S policy.
• 2.2. OH&S objectives should be SMART (Specific, Measurable, Achievable, Relevant, Time-bound) and aligned with the organization’s strategic goals and legal requirements.
• 2.3. Ensure that OH&S objectives are documented, approved, and communicated to relevant personnel.

Step 3: Planning Actions to Achieve OH&S Objectives

3.1. Develop action plans for each OH&S objective, specifying:

• What actions will be taken: Clearly outline the specific tasks, activities, or projects required to achieve the objectives.
• Who will be responsible: Assign responsibility for each action or task to a specific individual or team.
• When it will be completed: Set realistic timelines and deadlines for each action.
• Resources required: Identify the resources (personnel, equipment, budget, etc.) needed to execute the actions effectively.

3.2. Ensure that action plans are documented, reviewed, and approved by the responsible parties.

Step 4: Integration into Business Processes

• 4.1. Integrate OH&S objectives and related action plans into relevant business processes and functions, such as production, procurement, maintenance, and HR.
• 4.2. Ensure that OH&S considerations are included in decision-making processes, project planning, and change management.

Step 5: Communication and Implementation

• 5.1. Communicate OH&S objectives and action plans to all relevant employees and stakeholders, ensuring that everyone is aware of their roles and responsibilities.
• 5.2. Implement the action plans according to the established timelines and monitor progress regularly.

Step 6: Performance Monitoring and Review

• 6.1. Monitor and measure OH&S performance against established objectives and KPIs, collecting relevant data and records.
• 6.2. Conduct regular management reviews to assess the effectiveness of OH&S objectives and planning, considering changes in context and performance data.

Step 7: Continuous Improvement

• 7.1. Identify areas for improvement through performance reviews, feedback, and evaluation of action plans.
• 7.2. Update OH&S objectives and action plans as needed to ensure alignment with changing circumstances and priorities.
• 7.3. Document and communicate improvements made as a result of this process.

Step 8: Documentation and Records

• 8.1. Maintain records of OH&S objectives, risk assessments, action plans, performance data, and management reviews as evidence of compliance with this procedure.
• 8.2. Ensure that relevant personnel have access to and can reference these records when needed.

Step 9: Review and Revision

Periodically review and update this procedure to ensure its effectiveness and alignment with ISO 45001 requirements and organizational changes.

Example of monitoring of OH&S objectives

Objective 1: Reduce the Lost Time Injury Frequency Rate (LTIFR) by 10% in the next year.

Monitoring and Measurement Activities:

1. Data Collection: Collect data on the number of lost time injuries (LTIs) each month.
2. Data Analysis: Calculate the LTIFR for each month using the formula: LTIFR = (Number of LTIs / Total Hours Worked) x 1,000,000.
3. Comparison to Target: Compare the calculated LTIFR for each month to the target reduction rate of 10%.
4. Root Cause Analysis: Investigate the causes of LTIs to identify trends and patterns.
5. Action Planning: Develop and implement action plans to address identified causes and prevent future LTIs.
6. Review of Action Plans: Assess the effectiveness of the action plans in reducing LTIs.
7. Communication: Communicate LTIFR trends, progress, and safety measures to employees and management.
8. Management Review: Present LTIFR data and progress reports in management review meetings.

Objective 2: Increase the percentage of employees completing annual safety training to 100%.

Monitoring and Measurement Activities:

1. Training Records: Maintain records of safety training completion for all employees.
2. Regular Audits: Conduct regular audits of training records to ensure accuracy and completeness.
3. Communication: Communicate training requirements and deadlines to employees.
4. Training Assessment: Assess the effectiveness of safety training programs through evaluations and feedback from participants.
5. Employee Surveys: Include questions related to safety training in employee satisfaction surveys.
6. Action Planning: Identify and address barriers to training completion, such as scheduling conflicts or resource limitations.
7. Documentation: Maintain documentation of training completion rates and actions taken to improve them.

Objective 3: Reduce the number of workplace ergonomic-related complaints by 20% within the next six months.

Monitoring and Measurement Activities:

1. Complaint Tracking: Maintain a record of all ergonomic-related complaints reported by employees.
2. Data Analysis: Analyze the frequency and nature of complaints over time.
3. Root Cause Analysis: Investigate the underlying causes of ergonomic-related complaints, such as poorly designed workstations.
4. Ergonomic Assessments: Conduct ergonomic assessments of workstations to identify potential issues.
5. Action Planning: Develop action plans to address identified ergonomic issues and improve workplace ergonomics.
6. Review of Action Plans: Evaluate the effectiveness of the action plans in reducing complaints.
7. Communication: Communicate the importance of ergonomic awareness and the availability of ergonomic assessments to employees.
8. Documentation: Maintain records of complaints, assessments, action plans, and outcomes.