Safety Management 14 March 2023

How to set up a Safety Management System

What is a safety management system – SMS (HSMS)?

A safety management system is a collection of documents that formalises all the aspects of health and safety within your company. What you do to make sure nobody gets injured.

What is included?

As much as you need – all businesses are different. However, typically:

Responsibility and appointments
Policy and Procedure
Hazard and risk management
Training and competency
Contractor management
Incidents and accidents
Checklists and registers
Vehicle, asset, plant and equipment management

How can we help you?

We supply a safety file software package called Zardocs Compliance, which for the last 8 years has been helping businesses set up their safety management systems quickly and correctly.

In preparing a safety system, make sure it is ‘company specific’.

First steps to set up a Safety Management System

The first step is to look at the task and establish what hazards and risks you are likely to find. Once the hazards are identified, determine how you are going to perform the task in a safe manner.

There are many questions to consider. e.g.:

Who is going to do what, and is that person suitably trained and competent to perform the task?

A safety file will also let the client/contractor know who is in charge, and who is responsible for what, so we need to appoint a responsible person to a range of different roles, as stated by the Health and Safety Act.

What equipment and tools will be used?
Do you have written ‘Safe operating procedures’ for each of the tools used?

Have you documented a safe way to perform the task? More importantly, has this all been communicated to the workers involved?
Read the blog on Method Statements to see some more questions that should be considered.

Training is very important in reducing the chances of accidents, so you need to have ‘Toolbox talks’ with your workers, who need to sign a confirmation that you have done this and that they understand.
Zardocs has a big selection of Toolbox Talks for you to choose from.  Typically, a ‘Toolbox Talk’ will only last about 10-15 minutes.

There is a range of registers that need to be included to make sure all tools and equipment are correctly recorded before going to the site.

When preparing a safety file, include a detailed ‘Safety Plan’ that will cover 45+ different components that need to be considered.

View all the safety documents

Check out the full list in a Safety Plan.  You don’t need them all. We will show you the commonly used documents. Only select those needed.

Your safety file will also include your company policies (which are generally NOT site-specific). This will include Health and Safety Policy, Drugs and alcohol policy, Covid policies and procedures. You will also need to state waste and housekeeping policies and procedures, vehicle policies, etc.

When preparing the safety file, read it carefully, and make sure only site-specific data is included. e.g. If you are not working at height, do not include work at height details.

Communicating safety

Once prepared, it is important to communicate the content to all involved with the project.

Then,  get those workers to sign acknowledgement that they understand the contents.

At the time of tender, the contractor should have presented you with their overall site risk assessment and safety requirements.

Make sure your safety file will comply with their requirements.

Why use Zardocs?

Zardocs is a computer software system designed specifically for South African use, and ties in with common practice for creating safety files.

We have detailed VIDEOS to help you setup your system. Use Q-Safe and get your safety file set up quickly. And, once done, setting up your next one can be done in a fraction of the time.

We can also set it up for you.

Call us if you have questions.

Did you know that we can set it up for you?

We do all the hard work. Single project only.