Every good organization wants to keep workers safe and healthy. No matter what your industry or how big your workplace, it's vital to keep on top of the latest occupational health and safety (OH&S) standards.

In 2018, the UK adopted BS EN ISO 45001 aimed at improving health and safety and eliminating or minimizing risk. In 2019–20 700,000 workers in Britain sustained a non-fatal injury and 111 workers were killed. Some 38.8 million days were lost to workplace injuries and illness in 2019-20, costing an estimated £10.6 billion.

To assist users in implementing BS EN ISO 45001, BSI produced general guidelines in the form of four supporting documents:

• BS 45002-0:2018 Occupational health and safety management systems – General guidelines for the application of ISO 45001

• BS 45002-1:2018 Occupational health and safety management systems – General guidelines for the application of ISO 45001 – Part 1: Guidance on managing occupational health

• BS 45002‑2:2019 Occupational health and safety management systems – General guidelines for the application of ISO 45001 – Part 2: Risks and opportunities

• BS 45002‑3:2018 Occupational health and safety management systems – General guidelines for the application of ISO 45001 – Part 3: Guidance on incident investigation

Part 2 of the standard series provides guidance through the process of identifying risks in your workplace, planning control measures, and evaluating the effectiveness of your system.

Safeguarding psychological wellbeing with standards

The impact of stress on workers can be profound. Although occasional stressful periods can help workers to become more resilient and develop skills, frequent or prolonged stress begins to take a toll on the mind and body. The rate of self-reported work-related ill health has increased in recent years, rising from around 1,500 per 100,000 workers in 2018-19 to over 2,000 in 2019-20.

Most psychosocial hazards in the workplace have a common theme: people feel they are not trusted or respected. Harmful factors include high workloads, tight deadlines, a lack of control or autonomy over how work is completed, and being treated harshly.

BS ISO 45003, published in June 2021, was developed to help organizations use a health and safety management system based on BS EN ISO 45001 to manage psychological health within the workplace. It helps users to identify psychosocial hazards and sets out examples of measures that can produce improvements.

Health and safety risk in context

Of course, a large factory using dangerous materials has different health and safety considerations from those of a small office. However, wherever you work, your context is, above all, about people. You need to take account of all interested parties – those affected by your OH&S system – and get everyone on board.

Senior management should lead on the system, not just leave OH&S to a designated officer. OH&S should be embedded into the organization's business strategy and a safe workplace culture fostered. Shareholders need to invest money into safety prevention and lead by example.

However, it will probably be those people working closest to the hazards who will have the best knowledge of them. Listen to all personnel and provide training where necessary. The more they can be involved in shaping strategy, the more likely they are to implement it correctly.

Don't forget those outside your organization. Contractors might require training and they may also offer you good practice and knowledge.

Finally, note that regulators can prosecute or close a business if it breaks the law.

To learn how to identify the right standards for your organization’s needs, click here.

Planning: Identifying health and safety hazards

A step-by-step approach will help you on the way to achieving a healthy, safe workplace.

Start by thinking about what can harm people – in terms of both safety and health. 

Remember that safety hazards typically involve specific incidents, whereas health effects can be instant or may emerge only gradually.

Hazards range from slips, trips, and falls to life-threatening conditions. They can be physical (e.g. working at height), chemical (e.g. exposure to fumes), biological (e.g. bacteria), psychological (e.g. harassment), mechanical (e.g. sharp objects), electrical (e.g. faulty equipment), or natural (e.g. floods).

Then you need to think about which hazards may apply to your workplace. Look around your premises and read information from your suppliers. Examine your records. Have there been any past incidents?

Remember to consider both regular activities and occasional activities like maintenance, and possible emergencies such as fires or even terrorist attacks.

Above all, talk to your personnel. Their knowledge is vital – as is their buy-in.

Planning: Assessing health and safety risks

Now consider whether the hazard is likely, and how serious the impact would be if it were to happen. Risks must be either eliminated or as low as reasonably practicable ('ALARP'). 

What opportunities to improve are there – for example, changes to the working environment or how work is organized? What will make the biggest impact?

If your organization is going through a period of change, strike while the iron's hot. Build OH&S measures into the new structure.

Don't forget to consider risks not just to people but to your system. Coordinate emergency plans with your neighbouring workplaces where appropriate. When setting objectives, ensure that they are manageable and achievable, that everyone knows their own responsibilities and that time frames are realistic. Finally, keep an eye on the Health and Safety Executive website to stay abreast of legal and regulatory requirements.

Mitigating health and safety risks

Once you have identified and prioritized your workplace hazards, it's time to act.

This is where a 'hierarchy of controls is crucial. If the top action is not feasible, try the next one down until you find one – or more than one – that will work. The hierarchy of controls is as follows:

• Elimination (remove the hazard completely)

• Substitution (use something less dangerous – e.g. using scaffolding instead of ladders)

• Engineering controls (practical changes to reduce risk, such as machine guards)

• Administrative controls (raising awareness through signs, instructions, and training)

• Personal protective equipment (e.g. masks)

You must also be ready to respond to emergencies, which may not always happen as you imagine. Although drills and desk-based scenarios are essential, make sure they don't lead to complacency.

Ready, steady, implement

You need time, money, and people. How much of each depends, of course, on how risky your business is. Too much red tape can be counterproductive if workers ignore written processes in favour of getting on with their jobs.

Start from the point of view that your workers know best. Give them time to think about risks and to act. Make sure that everyone is competent to perform duties without putting themselves or others at risk; to identify hazards and manage risks, and to deal with emergency situations. Review these competencies regularly.

It's also essential to communicate your system and any changes. How you communicate depends on the type and size of your business. Conversation works in some scenarios; the intranet is effective in others.

Continually monitor and evaluate progress

Finally, to ensure that your system is effective, you must monitor and evaluate your performance. That will require prioritization:

• Focus on legal requirements, including any recent changes, and any other requirements, such as those agreed with your supply chain or parent company

• Prioritize your largest risks, such as fire. Inspect your escape routes periodically and measure the time taken for evacuation during drills

• Conduct periodic internal audits of every process and location in your OH&S system. Focus on areas with the highest risk. If you have both factory and office activities, then audit the factory more closely

• Check whether risk assessments are up to date, whether workers understand risk assessment and have the necessary competencies, whether an assessment of changing risks is taking place, and whether opportunities are being taken to eliminate hazards and reduce risk

Ensure your organization is operating to health and safety best practices by adding standards BS EN ISO 45001 and BS ISO 45003 to your collection today.

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