What is a WHSMS (Work Health and Safety Management System)?

What is a WHSMS (Work Health and Safety Management System)?

Work Health and Safety Management Systems (WHSMS) are a set of documents that outline how WHS is managed within an organisation. These documents include a WHSMS Manual, Policies and Procedures. A WHSMS may also be called a:

• Safety Management System,

• Health and Safety Management System, or

• Occupational Health and Safety Management System.

Need AS/NZS ISO 45001 Certification? Call us now or check out our detailed guide:

• What is ISO 45001 Certification and How Do I Get Certified?

WHS Management Systems are designed to identify and control hazards, reduce the likelihood of accidents and incidents, and improve overall safety performance.

A Work Health and Safety Management System (WHSMS) in use on site — illustrating the policies, procedures, registers and records that work together to manage WHS risks systematically.

WHS Documentation

A WHS Management System contains documentation that describes how the organisation ensures the safety of workers. Examples of WHSMS documentation:

• Policies:

  • Work Health and Safety

  • Drug and Alcohol

  • Fitness for Work

• Procedures:

  • Risk Management

  • Subcontractor Management

  • Manual Handling

• Registers:

  • Master Document Register

  • SDS Register

  • Training Register

  • Corrective Actions Register

• Form and Tools:

  • Inductions

  • Safety Inspections

  • Safe Work Method Statements

  • Safe Operating Procedures

These documents can either be paper-based or cloud-based / digital.

WHS Policies

WHS Policies are usually short, overarching statements that guide an organisation's thinking, attitude, or values towards the management of safety risks.

A Work Health and Safety Management System (WHSMS) in use on site — illustrating the policies, procedures, registers and records that work together to manage WHS risks systematically.

Policies are often signed by the director and displayed on the office wall or website.

WHS Procedures

WHS procedures are usually longer documents that give step-by-step guidance on how an organisation manages safety issues, for example, a First Aid Procedure or Risk Management Procedure.

A Work Health and Safety Management System (WHSMS) in use on site — illustrating the policies, procedures, registers and records that work together to manage WHS risks systematically.

WHS Registers

WHS Registers are usually Excel spreadsheets that are used to organise, track or view data. For example, a Master Document Register tracks all the documents within a WHSMS (as well as review dates and approvals).

A Work Health and Safety Management System (WHSMS) in use on site — illustrating the policies, procedures, registers and records that work together to manage WHS risks systematically.

WHS Forms and Tools

WHS Forms and Tools are the front-end documentation that are used by workers and managers to assist in managing WHS. Examples include WHS Inductions, Inspections or Safe Work Method Statements (SWMS).

A Work Health and Safety Management System (WHSMS) in use on site — illustrating the policies, procedures, registers and records that work together to manage WHS risks systematically.

What is ISO 45001:2018?

The ISO standard for WHS Management Systems is called ISO 45001:2018 Occupational health and safety management systems. Australia has "adopted" the standard and renamed it AS/NZS 45001:2018. The standard covers:

A Work Health and Safety Management System (WHSMS) in use on site — illustrating the policies, procedures, registers and records that work together to manage WHS risks systematically.

Implementing a WHS Management System that complies with AS/NZS 45001:2018 demonstrates that your organisation is performing to the highest international standard of WHS.

Benefits of WHS Management Systems

WHS Management Systems protect workers and ensure a safe workplace. According to Safe Work Australia, the total cost of workplace injuries and illnesses in Australia in the 2017-18 financial year was estimated to be $61.8 billion, which represents 4.1% of the country's GDP. This cost includes both direct and indirect costs, such as:

1. Direct costs: Medical expenses, workers' compensation payments, and the cost of replacing damaged equipment.

2. Indirect costs: Lost productivity, absenteeism, and the cost of training replacement workers.

The WHSMS can also help boost a company's reputation and help win larger contracts. Other reasons to have a WHS Management System include:

A Work Health and Safety Management System (WHSMS) in use on site — illustrating the policies, procedures, registers and records that work together to manage WHS risks systematically.

Risk Management via a WHSMS

The code of practice "How to manage work health and safety risks" provides risk management requirements for businesses. In general, WHS risk management has the following 4 steps:

A Work Health and Safety Management System (WHSMS) in use on site — illustrating the policies, procedures, registers and records that work together to manage WHS risks systematically.

Step 1 – Identify Hazards

Hazards can be identified by

• Consultation with:

  • Workers,

  • Managers,

  • Contractors,

• WHS Inspections,

• Reviewing the WHS Act, Regulations, Codes of Practice or WHS Alerts, and

• Incident Reports and Investigations.

Step 2 – Assess Risks

A risk matrix is used to assess the risk in terms of likelihood and consequence and is scored from Low to Catastrophic.

A Work Health and Safety Management System (WHSMS) in use on site — illustrating the policies, procedures, registers and records that work together to manage WHS risks systematically.

Step 3 – Implement Controls

Controls are ways that we can protect ourselves and others. Controls can be categorised in order of Most Effective to Least Effective (the hierarchy of controls):

A Work Health and Safety Management System (WHSMS) in use on site — illustrating the policies, procedures, registers and records that work together to manage WHS risks systematically.

Step 4 – Monitor and Review

Controls should be monitored and reviewed to ensure they remain effective. Controls can be monitored and reviewed by:

• Ongoing supervision,

• Consultation with workers,

• WHS inspections,

• Internal audits, and

• Analysing incident and near-miss reports.

How to Develop a WHSMS

Conduct an assessment of workplace hazards to understand your risks. Review the relevant codes of practice and engage stakeholders, including workers, to develop policies and procedures. Finally, implement these measures with effective communication, training, and monitoring processes to ensure continuous improvement.

To build your own WHSMS, check out our free resources:

• Free Policies

• Free Procedures

• Free Forms and Tools

• Free Plant Risk Assessments

• Free Verifications of Competency

Alternatively, to purchase our easy-to-use "off the shelf" WHSMS, contact us.

How Do I Get ISO Certified?

We help organisations get ISO certified. Contact us to learn more.

To become certified to ISO 45001, organisations must go through a certification process that involves an independent assessment of their Work Health and Safety Management Systems by a certified third-party auditor. This assessment is designed to verify that the organisation's WHSMS meets the requirements of the standard.

Once the organisation has been certified, they are required to undergo yearly surveillance audits to ensure that they continue to meet the requirements of the standard.

How Can Leaders Demonstrate Commitment?

Leadership start at the top, and so does safety! Leaders can demonstrate commitment by:

A Work Health and Safety Management System (WHSMS) in use on site — illustrating the policies, procedures, registers and records that work together to manage WHS risks systematically.

WHS leadership is crucial because it sets the safety culture's tone, demonstrating that health and safety are prioritised at all organisational levels. Strong leadership in WHS can be demonstrated by taking ownership, providing resources and setting objectives.

The Role of Software in WHS Management Systems

While a WHSMS can be paper-based, many organisations now utilise dedicated software platforms to manage their health and safety processes. WHS software digitises policies, procedures, registers, and forms, making them easily accessible, updateable, and reportable across the workforce.

These systems often include features for incident reporting and investigation, hazard management, risk assessments, training records, and compliance tracking. By centralising data and automating workflows, WHS software can significantly improve efficiency, reduce administrative burden, and enhance the accuracy of safety records. It also supports better communication and consultation, as workers can access relevant documents and report concerns directly through the platform.

Choosing the right software involves considering the organisation's size, industry, specific WHS risks, and integration with existing business systems. Implementing a WHS software solution can streamline compliance efforts and provide real-time insights into safety performance.

A Summary of WHSMS

Work health and safety management systems (WHSMS) are a systematic approach to managing safety that aims to:

• Improve legal compliance

• Reduce the likelihood of accidents and incidents

• Continuously improve WHS performance

The WHSMS contains various documents (policies and procedures) to manage WHS in the workplace.