Think about the systems you use every day to make your life easier, like the water that flows from your taps and the bulbs that light up when you flip a switch. These outcomes happen because there are systems in place to channel water or power through specific pathways, producing the same, reliable result each time.
Now imagine what would happen if those pathways weren’t clearly defined or maintained. If the pipes weren’t connected properly, you might turn on the tap and find no water or completely flood your kitchen. In the same way, when a system isn’t clear or consistently followed, the results can be unpredictable and, in many cases, hazardous.
This is where a health and safety management system (SMS) comes in. Just like electrical or water systems, a SMS creates a uniform pathway for managing safety risks. A good safety management system ensures that every worker, across every department or location, knows how safety is to be managed and what is expected of them. Additionally, it serves as evidence that the system is being followed, which is particularly important during audits or investigations.
But before we get ahead of ourselves, let’s start from the top.
What is a Safety Management System?
A safety management system (SMS) is a structured and consistent approach to managing health and safety in the workplace. It ensures that hazards are identified, risks are assessed, and effective controls are in place to prevent harm to people.
However, a system doesn’t have to be documented to be a system.
What Is a ‘System’?
In legal terms, a safety management system refers to a robust and consistent process for managing risk – not necessarily a set of documents. A system might be entirely embedded in the way people work day to day, communicated through training, supervision, and ongoing reinforcement.
Documentation can support consistency, especially in large or complex organisations, but too much of it can be counterproductive. It can slow people down, confuse them, and ultimately undermine the very purpose of the system. Think of documentation like camping gear: you need the essentials to stay safe and comfortable, but too little can leave you in trouble. Pack everything but the kitchen sink, and you’ll spend more time rummaging through your car than enjoying the trip.
What Does a Safety Management System Look Like?
A safety management system can take many forms including:
- documents and procedures,
- diagrams and workflows,
- training videos or toolbox talks,
- whiteboards in the crib room, or even
- verbal instructions backed by solid supervision
What it should look like depends on what will best help your workers:
- Know the hazards and risks
- Understand the required controls
- Follow the expected ways of working
The key is that your system works in practice, not just on paper.
Do I Need a Safety Management System?
Yes, every business must have a safety management system. Under Australian work health and safety laws, you have a legal duty to manage risks, and a system of work that supports that obligation is essential.
But that doesn’t mean you need a 100-page manual. The law does not require documentation, it requires that risks are managed, that control measures are effective, and that workers are given the right information, instruction, training, and supervision.
Should My System Align with ISO Standards?
International standards like ISO 45001 provide a useful framework for managing safety, but they’re not a legal requirement.
Before considering ISO alignment, your system should first and foremost meet your legal obligations. Then, based on your business’ size, complexity, and maturity, you might decide to align with standards such as ISO 45001 to strengthen governance, improve consistency, or meet client expectations.
ISO 45001 is built around the Plan-Do-Check-Act (PDCA) cycle. PDCA is a broader management method that drives continual improvement and can be applied to any system, not just safety. Even if a client chooses not to formally align with ISO 45001, they can still use the PDCA approach to plan their health and safety initiatives, implement them, review performance, and take action to improve. This gives a structured, flexible way to manage safety without the need to fully commit to ISO certification or formal compliance.
How Should I Structure My Documentation?
Where documentation is useful, it helps to structure it in layers:
- Policies: Outline the organisation’s intent and commitment to safety.
- Standards: Define expectations that apply across the business.
- Procedures or guides: Provide step-by-step instructions for specific tasks or activities.
This layered approach avoids over complication, helps workers find what they need, and supports a system that reflects how work is really done.
How to Communicate a Safety Management System
A safety management system is not just a formality, it’s a communication tool.
Traditionally, a SMS took the form of written procedures and manuals, but the way we consume information today has changed. No one reads lengthy PDFs anymore, particularly younger generations. A 2020 study by University of Queensland found that:
- students’ attention levels in lectures start declining after 10-15 minutes; and
- incorporating interactive activities every 15 minutes was shown to improve engagement and information retention.
Using communication tools, such as videos, animations, and digital platforms can make critical safety information far more engaging and easier to understand. This ensures that safety information is not only documented but also more memorable.
If you need help creating or communicating your safety management system, our WHS experts are here to help. Complete our contact us form today and we’ll be in touch.