Occupational Health and Safety (OHS) Policy Statement - Free Template

Around the world, governments and jurisdictions require employers to have a written occupational health and safety policy that helps promote an impactful occupational health and safety (OHS) program to protect their valued team and workers. A well-planned and researched OHS policy statement is one of the first steps in elevating the safety of staff members, clearly outlining everything your organization wants to achieve in OHS including goals and objectives, as well as strategies and tactics that will involve the team.

Depending on where you work, an OHS policy statement and program may be a legal requirement, but regardless of your local laws, the safety and well-being of your workers should be a #1 priority. Even if it’s not legally required, develop some sort of statement or document that demonstrates the employer’s commitment to health and safety.

Why do you need an OHS policy statement?

As we said above, it may be legally required in your area or jurisdiction to develop an OHS policy statement in your workplace. For example – in Canada, it is mandatory to have such a document. Quite simply, this statement will be an accurate reflection of the safety needs of your workplace and will help apply and implement and existing or new safety protocols and practices.

What should an OHS policy statement include?

By definition, a policy is a:

“Deliberate system of principles to guide decisions and achieve rational outcomes. A policy is a statement of intent and is implemented as a procedure or protocol. Policies are generally adopted by a governance body within an organization.”

So in this case, the “decisions” and “rational outcomes” are those to make your workplace safer and reduce the number of accidents during work. Most organizations develop their policy into 3 primary sections:

• A statement of general position on workplace health and safety that verbally and clearly states your commitment to maintaining a place to work safely as well the general goals you want to achieve.
• A section where you clearly and specifically detail who is responsible for specific safety duties and commitments.
• A third and final section in which the tactics and strategies to mitigate or eliminate the safety hazards are planned. These include ongoing practices and habits to help achieve the goals mentioned.

How to ensure a positive impact on workplace safety

According to the Canadian Centre for Occupational Health and Safety, in order to have an impact, the policy must:

• involve senior management and representatives in the preparation of the policy,
• Be seen as consistent with the workplace's objectives of operating in an efficient and predictable manner,
• Be relevant and appropriate to nature, scale, and OHS hazards and risk associated with that workplaces’ needs (not adopted from another workplace), and
• Be accepted as equal in importance to the workplace's other policy objectives.

And it must cover the following, important issues:

• Senior management's commitment to the establishment of a healthy and safe workplace and to the integration of health and safety into all workplace activities,
• The commitment to comply with applicable OHS legal requirements and other requirements – or better, the intention to treat applicable health and safety legislation as a minimum standard rather than maximum,
• Responsibility of appropriate personnel in maintaining a healthy and safe workplace and to protect the well-being of all persons in the workplace,
• Accountability of all levels of management for carrying out health and safety responsibilities,
• Importance of consultation and co-operation between management and employees for effective implementation of policy and any related programs
• Commitment to continual improvement by conducting regular reviews of the policy,
• Commitment to monitor the policy’s effectiveness by having a method for setting and reviewing OHS objectives and targets,
• That the policy will be documented, posted, and communicated internally as well as externally, as appropriate, and
• Commitment to provide adequate funds and details of how the money will be available.

What makes an OHS policy statement successful?

Ultimately, an OHS policy statement is successful when it satisfies all of the goals and objectives outlined in the original document. But in order to get there, these key points must be considered:

• As it’s been made clear, leadership and management must involve the team members impacted or employee representatives if it is larger organization and policy. It is important to involve team members because not only will benefit the most from the policy, but they can contribute valuable insight and feedback that only people in their positions can provide.
• Make sure the policy’s goals are aligned with the organization’s mission, safety culture, and objectives. On top of that, make sure these goals are realistic and achievable.
• For any new safety protocols or practices, make sure that any appropriate and affected staff are thoroughly and properly trained. But additionally, other staff should be updated about the safety changes within their coworkers’ roles.

• A safety risk assessment is performed of any safety hazards like dangerous equipment or hot summer temperatures.

According to the Canadian Centre for Occupational Health and Safety, in order for it to be effective and impactful, an OHS policy statement should:

• Involve senior management and representatives in the preparation of the policy,
• Be seen as consistent with the workplace's objectives of operating in an efficient and predictable manner,
• Be relevant and appropriate to nature, scale, and OHS hazards and risk associated with that workplaces’ needs (not adopted from another workplace), and

• Be accepted as equal in importance to the workplace's other policy objectives.

How can I implement my OHS policy statement?

Again, depending on the size of the team, you have a number of options and tools to implement the policy statement and its tactics, which can be outlined in some sort of strategy such as an internal communications plan. This plan can detail how the safety policy will be integrated into the organization’s workflow and structure using strategies like orientation meetings for new hires, and short-but-focused training sessions and workshops to teach and educate staff about what the policy statement means to them and what they need to do to make sure it is successful. Additionally, staff can be reminded of the policy in daily meetings, staff events, on the internal site or intranet, or even posters and marketing materials around the workplace.

In wrapping up our discussion on the critical importance of an Occupational Health and Safety Policy Statement, it's essential to recognize that such policies are just the beginning of fostering a safe and secure work environment, especially for lone workers. For those looking to implement comprehensive safety measures, our Lone Worker Safety Solution App offers an innovative approach to ensure the well-being of your employees, providing them with the tools they need to stay safe in any situation. Understanding the diverse needs of different organizations, we have structured our pricing to accommodate businesses of all sizes, ensuring that every team has access to top-tier safety solutions. Moreover, occupational health and safety extend beyond policy statements to encompass various workplace hazards. We encourage you to explore our series on Workplace Hazards to gain a deeper understanding of the potential risks and how to mitigate them effectively. Together, we can create a safer workplace that prioritizes the health and safety of every employee, including those who work alone.