What is a WHSMS? Safety Management Systems Explained

This guide explains what a WHS management system (WHSMS), also called a safety management system, is and what it contains. You will learn its core components, why your business needs one, how it links to ISO 45001 and how to develop, certify and maintain your own system.

If you would like a consultant to build or review your system, see our WHS management systems service. To plan your rollout, start from our free health and safety management plan template.

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.

In Australia, OHS terminology evolved into work health and safety (WHS) after the adoption of the model WHS laws in 2012. Despite the change in terminology, the general principles and objectives of an OHS management system and a WHS management system are the same.

Core components of a safety management system

Every effective safety management system includes the following elements:

• Safety policy: a documented commitment to WHS signed by senior leadership

• Hazard identification and risk assessment: systematic processes to find and evaluate workplace risks

• Control measures: documented controls applied following the hierarchy of controls

• Safe work procedures: step-by-step instructions for performing high-risk tasks safely

• Training and competency: records of induction, task training and ongoing competency assessment

• Incident reporting and investigation: processes to report, investigate and learn from incidents and near misses

• Inspections and audits: regular reviews of workplace conditions and system effectiveness

• Management review: periodic senior leadership review of system performance

Why Your Business Needs a Safety Management System

Under Australian WHS legislation, every person conducting a business or undertaking (PCBU) has a primary duty of care to ensure workers' health and safety so far as is reasonably practicable. A well-implemented safety management system is the most effective way to achieve and demonstrate this duty. It also helps your business with:

• Risk identification and control: finding hazards and developing measures to control or eliminate them.

• Legal compliance: meeting relevant health and safety legislation and standards, reducing the risk of penalties.

• Productivity: employees are less likely to be absent due to work-related injuries or illnesses.

• Cost savings: preventing incidents avoids medical expenses, compensation claims and legal penalties, and can lower insurance costs.

• Reputation and tenders: a visible commitment to safety improves your reputation with employees, customers and suppliers and gives you an advantage in tender processes.

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.

ISO 45001 can be used by any organisation, whatever its size or activities. It shares the high-level structure of other ISO management system standards, so it can be integrated with ISO 9001 and ISO 14001. With the introduction of ISO 45001 in 2018, both AS/NZS 4801 and OHSAS 18001 were superseded. Moving to ISO 45001 involves a comprehensive review of the existing system, identifying gaps and an action plan to close them; see our guide to transitioning from AS/NZS 4801 to ISO 45001.

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.

For a step-by-step rollout, see our guide to the WHSMS implementation plan.

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.

Maintaining and Improving Your System

Once your system is implemented and certified, maintain and continually improve it through regular monitoring, audits, management reviews and corrective actions. The system should adapt to changes in your workplace, such as new processes, equipment or personnel, and regular training and awareness activities help all employees understand their roles and responsibilities.

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.

Spire Safety App: put your policies, procedures, registers and forms in one place your team can use anywhere, even offline. See the Spire Safety App in action.

Further Reading

• Occupational Health and Safety Management Systems: a review of their effectiveness (Safe Work Australia archive)
• What is ISO 45001 Certification and How Do I Get Certified? (Spire Safety)