At the core of any business, there should be a sound workplace health and safety (WHS) management system. This is because ensuring a safe working environment is not only a legal responsibility but also “the right thing” and good business practice.
Here we discuss paper and software-based WHS management systems, the key components and benefits of successful ones, and how our WHS software bundle Rapid One can help streamline yours today.
What is a WHS management system?
A WHS management system is a framework or plan that clearly outlines how your organisation identifies hazards and manages risks to reduce the likelihood of occurrence of workplace injuries and illness. It should provide employees, contractors, and visitors with clear guidelines for following safety protocols.
How to choose between paper-based and software-based WHS management systems?
Traditionally, many businesses used a paper-based document management model. Paper-based systems are tangible, visible, and can be accessed by anyone even if they do not have good computer knowledge. You can easily photocopy the documents and such systems are recognised by law (in fact, the law may require you to have certain documents only in paper format for them to be considered valid).
Paper-based systems can make collaboration challenging and editing difficult. There will come a time when storage space becomes an issue, as well as the costs of stationery and managing documents etc.
In contrast, software-based systems such as Rapid One, can offer many benefits. They might require an initial investment which you will need to budget for, but they will ensure your data and policies are kept safe via backups or cloud-based systems. You will also be able to promote knowledge sharing via digital records and receive real-time updates when anything changes. Software-based systems also eliminate paper filing and make quality control easier via access controls.
What are the key components of a good WHS management system?
A comprehensive WHS management system will cover the following six components:
1. Safety induction and training
No matter how good your plan is in theory, unless you have adequate induction and training programs, your system will not be effective.
Well-trained staff are one of your biggest assets when it comes to implementing workplace health and safety plans, whereas poorly trained staff can put an organisation and its people at risk.
Rapid’s online induction software is designed with this in mind. With a centralised induction platform and training for your workforce and contractors, you’ll achieve streamlined onboarding and ongoing compliance maintenance.
2. Risk management
You’ll never eliminate all of the risks in your workplace, so it is important to have strong risk management controls in place.
Risk assessments help to identify workplace hazards. Once a hazard has been identified, it is important to consider whether occupational safety measures are required to minimise the existing hazard. Rapid Risk software makes enterprise risk management simple by giving you one central location to report, store, and follow up on all of your company’s risks.
3. Incident reporting and management
A framework for reporting and managing incidents as they occur is also important. Promoting a culture of health and safety in your organisation – where everyone feels safe to speak out if they see something – can save lives and reduce unnecessary costs.
You can easily improve your business’s ability to investigate, gain insights and implement corrective actions with Rapid’s incident management solution.
4. WHS audits and asset management
Essential to reducing risk, audits are a central part of any robust workplace safety management system.
By registering your assets and conducting audits you can ensure compliance is maintained across all areas of your business.
With its fast and straightforward interface, Rapid’s audit software empowers you to manage the entire audit lifecycle with ease.
Recommended reading: Step-by-step guide to conducting effective workplace audits
5. Hazardous materials
There is a universal system already in place under workplace health and safety legislation for hazardous chemicals.
The Globally Harmonised System (GHS) is an internationally agreed system of classification and labelling of chemicals and includes harmonised criteria for the classification of:
- physical hazards (e.g. flammable liquids)
- health hazards (e.g. carcinogens)
- environmental hazards (e.g. aquatic toxicity)
Your WHS management system should consider the hazardous materials that are used – or might reasonably be used – in your organisation. Safe Work Australia provides a database of chemical classification to help get you started.
6. Contractor management
Efficiently onboarding and managing your contractors is a key part of fulfilling your WHS requirements.
Rapid Contractor Management enables you manage the entire lifecycle of your contractors from a centralised location. AI features included with our WHS software bundle like RapidCheck can even help you verify that uploaded documents match the submitter’s claims. This simplifies an otherwise arduous administration process.
How will your business benefit from implementing a WHS management system?
A WHS management system can offer many benefits to an organisation. Here are the top seven benefits:
- Improved health and safety – Non-compliance with WHS standards can lead to potentially serious illness, injury or loss of life.
- More profit – Reduced accidents, incidents, and therefore downtime, correlate with reduced costs and fines. This also means lower insurance premiums.
- Easier path to attracting and securing new business – Contractors, suppliers, and investors will all look to organisations that they can trust – and a strong WHS culture is an important indicator of value.
- Increased regulatory compliance – It is a legal requirement to manage workplace health and safety. In Australia, WHS legislation is based on a harm minimisation model – where it is the role of each employer to identify risks in the workplace and implement measures to eliminate those risks. A strong WHS process makes this easy throughout all organisational levels.
- Improved staff relations and morale – Having a comprehensive WHS plan will help you to create an atmosphere where staff feel that they work in a caring, fair, and safe environment. As an outcome, you can hopefully avoid losing valuable team members.
- Improve business efficiency, productivity – A solid WHS management system helps to automate processes and improve efficiencies across all areas of business. The points noted above (increased staff morale, less downtime etc) will lead to improved productivity.
- Maintain a positive public image and enhance your reputation for corporate social responsibility – Implementing a WHS management system shows that you value the physical, social, and mental well-being of your workforce, helping you to maintain a positive public image.
Why Rapid offers the best WHS management system
Having a digital system can improve efficiencies even more when it is integrated to provide a complete solution.
Rapid’s all-in-one subscription bundle Rapid One is designed to provide you with all the tools you need to manage your WHS requirements. This includes managing your workforce’s training and compliance, providing control of access to your sites, and streamlining incident and risk management processes.
Advanced AI safety software like Rapid Monitor can provide insights into previously unseen hazards, and integrations with your favourite software applications mean nothing slows you down.
Learn more about Rapid One and download the brochure here.
Is it time to take a step towards improving your WHS management system?
Some of the world’s leading organisations rely on Rapid’s WHS software to improve safety, manage risks, and streamline WHS processes. Are you ready to join them?
Speak to our Sales team today to see how Rapid’s products can help you.
Like to hear more from Rapid's experts?
Subscribe to the monthly newsletter to receive the latest work health and safety information straight to your inbox.
