What is a safety management system – SMS (HSMS)?
A safety system is a collection of documents that formalises all the aspects of health and safety within your company. What you do to make sure nobody gets injured.
What is included?
As much as you need – all businesses are different. However, typically:
- Responsibility and appointments
- Policy and Procedure
- Hazard and risk management
- Training and competency
- Contractor management
- Incidents and accidents
- Checklists and registers
- Vehicle, asset, plant and equipment management
How can we help you?
We supply a safety system software package called Zardox that, for the last 8 years, has helped businesses set up their safety management systems quickly and correctly.
In preparing a safety system, make sure it is ‘company specific’.
First steps to set up a Safety Management System
The first step is to look at the task and identify the hazards and risks you are likely to find. Once the hazards are identified, determine how you will perform the task safely.
There are many questions to consider. e.g.:
Who is going to do what, and is that person suitably trained and competent to perform the task?
A safety file will also let the client/contractor know who is in charge and who is responsible for what, so we need to appoint a responsible person for a range of roles, as required by the Health and Safety Act.
What equipment and tools will be used?
Do you have written ‘Safe operating procedures’ for each of the tools used?
Have you documented a safe way to perform the task? More importantly, has all of this been communicated to the workers involved?
Read the blog on Method Statements to see some more questions that should be considered.
Training is very important in reducing the risk of accidents, so you need to have ‘Toolbox talks’ with your workers, who need to sign to confirm that you have done this and that they understand.
SafetyWorx has a big selection of Toolbox Talks for you to choose from. Typically, a ‘Toolbox Talk’ lasts about 10-15 minutes.
There is a range of registers that need to be included to make sure all tools and equipment are correctly recorded before going to the site.
When preparing a safety file, include a detailed ‘Safety Plan’ covering 45+ components to consider.
View all the safety documents
Check out the full list in a Safety Plan. You don’t need them all. We will show you the commonly used documents. Only select those needed.
Your safety file will also include your company policies (which are generally NOT site-specific). This will include Health and Safety Policy, Drugs and Alcohol Policy, and COVID policies and procedures. You will also need to state waste and housekeeping policies and procedures, vehicle policies, etc.
When preparing the safety file, read it carefully and ensure only site-specific data is included. e.g. If you are not working at height, do not include work at height details.
Communicating safety
Once prepared, it is important to communicate the content to all involved with the project.
Then, get those workers to sign an acknowledgement that they understand the contents.
At the time of tender, the contractor should have presented you with their overall site risk assessment and safety requirements.
Make sure your safety file will comply with their requirements.
Why use Zardox?
Zardox is a computer software system designed specifically for Health & Safety Systems and aligns with common practices for creating safety files.
We have detailed VIDEOS to help you set up your system. Use Zardox and get your safety file set up quickly. And once done, setting up your next one can take a fraction of the time.
We can also set it up for you.
Call us if you have questions.
Did you know that we can set it up for you?
We do all the hard work. Single project only.
