Introduction
Who doesn’t love policies and procedures? Creating and maintaining them can feel like the bane of your life. But they serve a very important purpose, and keeping them current is important.
In this article, we’ll look at
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How they are foundational to ensuring that organisations comply with the law
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How they form part of a safe work environment for their employees
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Some common challenges
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Ways to keep them current
In a future article, we’ll look at best practices, keeping them updated and overcoming non usage.
The legal side of health and safety in the United Kingdom is grounded in the Health and Safety at Work Act 1974. These laws mandate that employers provide a safe workplace, free from known hazards, and establish a legal framework within which policies and procedures are developed and implemented.
Beyond compliance, effective health and safety policies have many benefits, including reduced workplace accidents and financial savings from avoiding fines and litigation.
While health and safety policies and procedures are important for any organisation, they shouldn’t be seen as a pain. Yet, sometimes they are, and hence, they are left in a 'dusty drawer', never to see the light of day. However, we recommend that you dust them off because keeping them relevant and up to date demonstrates a commitment to health and safety and the welfare of the workforce and could save you from fines for non-compliance.
Health and Safety Policies are the broad statements of principles and objectives concerning the health and safety of employees within the workplace.
Procedures, on the other hand, are step-by-step instructions that detail how to carry out specific tasks or operations safely. They are the operational elements that implement the broader principles outlined in the policies.
Overview of the Types of Policies and Procedures Most Organisations Need
While some organisations may have specific policies and procedures, however, in general, you will need:
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General Health and Safety Policy
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Risk Assessment Procedures
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Emergency Procedures
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First Aid Procedures
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Workplace Equipment Procedures
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Health and Safety Training Procedures
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Reporting and Investigating Incident Procedures
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Consultation and Communication Procedures
All of these create a comprehensive framework for managing health and safety in the workplace. Collectively, these will help you comply with legal requirements and promote a culture of safety.
It's important that you are up-to-date and aware of which of these are relevant to you and what your responsibilities are.
Protecting Employees and Employers
This may seem like obvious stuff, but it's worth reiterating.
For Employees
Health and safety policies and procedures are designed to safeguard employees from workplace risks. They provide clear guidelines on safe practices, inform employees about their rights, and educate them on the steps to take in the event of an emergency. By adhering to these guidelines, employees can perform their duties in a safe environment, reducing their risk of suffering from work-related injuries or illnesses.
Our question is, do your employees know about them, and have they read them?
Chances are that they were reviewed at induction and not since. It’s worth regularly inviting employees to review them and sign that they understand them.
For Employers
From the employer's perspective, they demonstrate your commitment to a safe workplace, which is not only a legal requirement but also a moral obligation. Implementing comprehensive health and safety measures can significantly reduce the likelihood of accidents, minimising the risk of legal action, compensation claims, and costly downtime.
When did you last review them, and are the people who created them still in your organisation?
We know that it’s easier said than done keeping them up to date, and often when people leave, it’s the last thing to think about when they walk out of the door.
The Necessity of Health and Safety Documents
The HSWA sets the foundation, requiring employers to ensure, as far as is reasonably practicable, the health, safety, and welfare of all their employees. For businesses with five or more employees, this includes an obligation to have a written health and safety policy. The HSE website has some guidelines.
This policy should be regularly reviewed and updated to reflect organisational or procedure changes. Moreover, the Management of Health and Safety at Work Regulations 1999 further necessitates the assessment of risks and the implementation of practical measures to manage those risks, which should also be documented, particularly for significant hazards.
Certain industries and activities are subject to additional specific regulations that may require further documentation. For example, the Construction (Design and Management) Regulations 2015 require construction projects to have a construction phase plan detailing health and safety arrangements and site rules.
We know we need them, so let's explore who is responsible for what.
Responsibility and Management of Health and Safety Documentation
Employers are primarily responsible for ensuring the health and safety of their employees and anyone affected by their business activities. This includes:
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Developing, implementing, and updating health and safety policies and procedures.
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Providing adequate training and resources to support compliance.
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Regularly reviewing and assessing health and safety measures for effectiveness.
Employees, on the other hand, are responsible for:
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Following the health and safety policies and procedures established by their employer.
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Reporting any health and safety concerns or incidents to their supervisors or designated health and safety representatives.
And, of course, there are always challenges…
Common Challenges in Maintaining Current Policies and Procedures
Maintaining current health and safety policies and procedures can be challenging due to:
1. Compliance Complexity: The legal and regulatory landscape is often complex and can be daunting for businesses to navigate, especially small and medium-sized enterprises (SMEs) with limited resources.
2. Resource Constraints: Financial, human, and time resources are significant constraints. Prioritising health and safety updates may compete with other business needs, making it difficult to allocate adequate resources.
3. Employee Engagement: Ensuring that all employees are engaged and understand the importance of health and safety policies is a common hurdle. Without buy-in from the workforce, even well-written policies may not be effectively implemented or followed.
4. Rapidly Changing Work Environments: The nature of work and workplace environments is evolving rapidly, with trends such as remote work, flexible hours, and new technologies. These changes can outpace the ability of health and safety policies to remain relevant and effective, requiring frequent revisions to address new risks and scenarios.
5. Knowledge and Expertise Gaps: Organisations, particularly smaller ones, may lack the in-house expertise necessary to understand and implement the latest health and safety standards and practices. This knowledge gap can lead to policies that are either overly generic or not fully compliant with the latest regulations.
6. Information Overload: With an abundance of regulations, guidelines, and best practices to consider, organisations can suffer from information overload. This can lead to difficulty in discerning which policies need updating and appropriately prioritising those changes.
7. Monitoring and Enforcement: Finally, the challenge of monitoring compliance with health and safety policies and enforcing them consistently across all levels of an organisation can be daunting. This requires a sound system for tracking adherence and addressing noncompliance, which can be resource-intensive to maintain.
We know we need them, and there will be many more, so let's explore how to keep them current.
Keeping Policies and Procedures Up to Date
These are just some of the ideas for keeping them up to date.
1. Subscription to Legal Updates: Sign up for newsletters or updates from sources such as the Health and Safety Executive (HSE) or legal firms specialising in health and safety law. This ensures immediate notification of any legal changes.
2. Industry Associations and Networks: Joining industry associations can provide valuable insights into emerging best practices and shared challenges. These platforms often offer resources and forums for discussing compliance strategies.
3. Professional Development and Training: Encourage continuous professional development among your health and safety staff. Attending conferences, seminars, and training courses can keep your team informed about the latest trends and legislative changes.
4. Internal Compliance Reviews: Regularly schedule internal audits or reviews to assess the alignment of your policies and procedures with current laws and industry standards. This can identify areas needing updates or adjustments.
5. Have A Knowledge Champion. As the name suggests, this is someone who looks after and champions policies and procedures. Preferably someone who loves this stuff.
And Finally
In this first article, we looked at how policies and procedures are foundational to ensuring that organisations comply with the law and form part of a safe work environment for their employees. We reviewed some common challenges and looked at a few ways to keep them current.
What we wanted to do was to give you a gentle nudge to review them to ensure that they are current before your next risk assessment.
Also, consider checking in with your Ligtas consultant, who can advise you and sign up for our newsletter.