NEBOSH IG1 – Element 2: How Health and Safety Management Systems Work and What They Look Like
Introduction
Effective health and safety management does not happen by chance. Organizations need structured systems that guide them in planning, implementing, monitoring, and improving safety practices. Element 2 of NEBOSH IG1 explores the Plan-Do-Check-Act (PDCA) model, the purpose and importance of health and safety policy, and the key elements of a management system.
Health and safety management systems (HSMS) ensure that safety becomes a part of daily operations rather than an afterthought. A good system helps organizations:
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Control risks.
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Comply with legal requirements.
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Improve safety culture.
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Achieve continual improvement.
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2.1 The “Plan, Do, Check, Act” (PDCA) Model
The PDCA cycle is a recognized approach to managing any system, including health and safety. It ensures a systematic and continuous improvement process.
2.1.1 Plan
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Identify hazards and risks through risk assessments.
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Set objectives to reduce incidents and improve safety.
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Develop policies and procedures to define how risks will be managed.
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Allocate resources such as budget, personnel, and training.
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Establish legal compliance requirements.
Example:
A construction company planning high-rise work must identify fall risks, plan safe work procedures, provide harnesses, and train workers.
2.1.2 Do
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Implement the plan in daily activities.
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Provide training and awareness to employees.
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Ensure supervision and communication at all levels.
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Introduce safe systems of work (permits, procedures, PPE use).
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Encourage worker participation in safety programs.
Example:
Introducing a hot work permit system when welding or cutting is carried out to prevent fire risks.
2.1.3 Check
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Monitor performance using inspections, audits, and incident reports.
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Collect data on accident frequency, near misses, and compliance.
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Compare results with objectives and legal standards.
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Identify areas of weakness.
Example:
Regular site inspections may reveal workers not wearing helmets properly, showing a need for refresher training.
2.1.4 Act
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Review the system to identify improvements.
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Correct non-conformities (CAPA – Corrective and Preventive Actions).
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Update risk assessments and policies.
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Share lessons learned with employees.
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Commit to continual improvement.
Example:
If accident statistics show frequent hand injuries, the organization might introduce better gloves, redesign tools, or improve supervision.
2.1.5 Benefits of PDCA in Health and Safety
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Provides a structured approach.
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Ensures compliance with law and standards.
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Promotes continuous improvement.
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Engages both management and employees.
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Reduces accidents and associated costs.
2.2 Purpose and Importance of Setting Health and Safety Policy
A health and safety policy is a written statement that shows the organization’s commitment to managing safety. It sets the direction and provides a framework for the HSMS.
2.2.1 Purpose of Policy
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Defines the organization’s intent regarding health and safety.
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Demonstrates management commitment.
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Provides a reference point for setting objectives and monitoring performance.
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Helps comply with legal requirements.
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Communicates expectations to employees and contractors.
2.2.2 Structure of a Policy
A typical policy has three parts:
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Statement of Intent (General Policy Statement):
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Declares the employer’s overall commitment to health and safety.
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States the aim to protect employees and others.
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Often signed by top management.
Example:
“Our company is committed to ensuring, so far as reasonably practicable, the health, safety, and welfare of all employees, contractors, and visitors.” -
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Organization Section:
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Explains who is responsible for what.
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Includes roles of managers, supervisors, employees, safety officers.
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Assigns accountability clearly.
Example:
Site managers ensure compliance with permit-to-work systems; workers must wear PPE at all times. -
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Arrangements Section:
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Details the practical measures to implement policy.
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Covers procedures such as training, first aid, fire safety, risk assessments, PPE, accident reporting, and emergency arrangements.
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2.2.3 Importance of Policy
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Provides a clear vision and direction for the organization.
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Demonstrates legal compliance and due diligence.
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Builds trust with employees and stakeholders.
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Helps prevent confusion about responsibilities.
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Forms the foundation of a positive safety culture.
2.3 Key Elements of a Health and Safety Management System
Most health and safety management systems are based on recognized standards (e.g., ISO 45001, ILO-OSH 2001, HSG65). Although terminology varies, key elements are common:
2.3.1 Policy
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Sets out the organization’s health and safety intentions.
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Provides a commitment to continuous improvement.
2.3.2 Organizing
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Ensures roles, responsibilities, and accountabilities are clear.
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Promotes worker participation in safety decisions.
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Encourages effective communication and consultation.
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Provides competence and training to staff.
Example:
A company appoints a safety officer, trains supervisors, and involves workers in risk assessments.
2.3.3 Planning and Implementing
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Identify hazards and assess risks.
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Set health and safety objectives.
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Decide on control measures using the hierarchy of control.
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Allocate resources (time, money, people).
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Develop safe systems of work.
Example:
An oil and gas company identifies explosion risks, installs gas detection systems, trains staff, and develops an emergency evacuation plan.
2.3.4 Measuring Performance
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Use active monitoring (inspections, safety audits, observation tours).
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Use reactive monitoring (accident reports, near misses, sick leave records).
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Benchmark against industry standards.
Example:
Monthly site safety inspections reveal improvement in PPE usage after training campaigns.
2.3.5 Reviewing Performance
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Regular management reviews of policies, systems, and objectives.
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Analysis of accident statistics and audit results.
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Feedback from employees and stakeholders.
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Update plans to reflect lessons learned.
2.3.6 Audit
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A formal, systematic process to check whether the HSMS is effective.
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Identifies strengths, weaknesses, and compliance gaps.
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Provides recommendations for improvement.
Example:
A third-party audit finds inadequate fire drills; management responds by scheduling quarterly drills.
Practical Examples of HSMS in Action
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Construction Sector:
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Permit-to-work systems for confined space entry.
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Daily toolbox talks to reinforce safety rules.
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Routine inspection of scaffolding.
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Manufacturing Industry:
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Lockout/Tagout procedures to control energy during maintenance.
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Noise monitoring to protect hearing.
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Machine guarding for moving parts.
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Healthcare Sector:
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Infection control protocols.
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Safe disposal of sharps and medical waste.
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Stress management programs for staff.
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Benefits of a Strong Health and Safety Management System
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Reduced workplace injuries and illnesses.
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Better legal compliance.
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Improved productivity and efficiency.
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Enhanced worker confidence and morale.
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Lower insurance premiums and costs.
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Positive corporate reputation.
Conclusion
Element 2 emphasizes that health and safety management is most effective when structured through a management system. The PDCA model ensures systematic planning, implementation, monitoring, and improvement. A clear policy provides direction, while the key elements of organizing, planning, measuring, reviewing, and auditing ensure effectiveness.
Organizations that embrace these principles not only protect their workers but also achieve long-term financial and reputational benefits. Ultimately, a robust health and safety management system builds a safer, healthier, and more sustainable workplace.
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