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How policies get implemented?
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Answer 1

Step 1: Consultation

When developing your policies and procedures, you must consult with all relevant stakeholders, including health and safety representatives, contractors (particularly those who work with you regularly), and of course your employees.

Consultation should ensure that every person in your workplace understands the importance of company policies and procedures and why they need to be implemented effectively.

It will also ensure that the policies and procedures are realistic and actionable on a daily basis.

Tip: Consultation helps to achieve more effective policies and procedures, and is a greater motivation for employees to follow them.

Step 2: Tailor the policy to your business

The policies and procedures you adopt need to be tailored to the needs of your business, not just lifted straight from a generic manual.

If you use policies and procedures from another source, it is essential that you adapt them to your company and your workplace operations.

Step 3: Define obligations clearly – be specific!

All policies should be short and succinct.

All procedural steps should be set out in clear and plain English.

This will create an ‘auditable standard’, meaning that you create a standard that can be used to measure whether your workplace health and safety obligations are being met or not.

The obligations outlined in an auditable standard should be defined in enough detail that persons in your workplace understand exactly what is expected of them.

Specifically state what actions should be taken. For example, don’t say “dispose of chemicals safely“, but state how this should be done at the site, e.g. “chemicals must be disposed of in the designated approved dangerous goods waste drum“.

Step 4: Make the policy realistic

Make sure your business has the time, resources and personnel to implement the policy.

There is no point in adopting a policy which aspires to the best practice possible if your business cannot realistically adopt the procedures set out.

This is the development stage of the policy and procedure done. Once you have completed these steps, you will have the policies and procedures your company needs to maintain a healthy and safe workplace.

But the next stage is just as important as the development stage, the implementation stage…

Don’t get too excited that you have developed the policies and procedures because without implementing them correctly, they won’t be of any use to you.

Step 5: Publicise the policies and procedures

Put your policies and procedures in writing and make them available to your entire workforce.

If possible, keep all your policies and procedures in a single manual, and make copies readily available to all employees.

Tip: Safety documents should also be published on the company’s intranet if you have one.

Step 6: Train all employees in policies and procedures

You have an obligation to provide adequate information, instruction, supervision and training to your employees.

Ensure that new employees and contractors are trained and familiar with company policies and procedures, and that existing staff receive appropriate training, e.g. annual refresher courses.

Policies and procedures should also be reiterated and discussed with staff regularly at team meetings to ensure that employees remain aware of the importance of the policies and procedures.