NEBOSH IGC – IG1 Lecture 3: Health and Safety Management System – Overview
📖 Introduction
Accidents and ill-health at work rarely occur by chance. Most of the time, they are the result of poor planning, inadequate controls, or lack of monitoring. To prevent this, organizations need a structured way to manage risks.
That’s where a Health and Safety Management System (HSMS) comes in. It provides a framework for identifying hazards, controlling risks, and continuously improving safety performance. Without such a system, safety efforts may be inconsistent, reactive, or dependent on individuals rather than the organization as a whole.
Think of a health and safety management system like the “engine” of workplace safety. It doesn’t just prevent accidents — it helps businesses save money, build trust, and improve efficiency.
🎯 Learning Outcomes
✅ Define what a Health and Safety Management System is
✅ Explain why it is important for all types of organizations
✅ Describe the five key elements of a safety management system
✅ Understand how the cycle of continuous improvement works
🏗️ What Is a Health and Safety Management System?
A Health and Safety Management System is a planned, organized approach to health and safety. It works in the same way as systems for finance, quality, or environment.
Instead of reacting only when something goes wrong, it helps organizations:
• Identify risks before they cause harm
• Put in place effective controls
• Monitor whether controls are working
• Learn and improve over time
📌 Example: In a warehouse, without a system, workers might handle loads however they like. But with a system in place, the employer sets lifting policies, provides training, checks performance, and reviews accident data to make improvements.
🔑 The Five Key Elements of a HSMS
1️⃣ Policy – Setting Direction
The policy is a written statement of intent. It tells everyone in the company: “We care about safety,” “We will follow the law,” and “We will protect workers and others.”
A good policy has three parts:
• Statement of intent — signed by senior management to show commitment
• Organization — who does what in health and safety
• Arrangements — how safety will be managed day-to-day
📌 Example: A construction firm’s policy might include zero tolerance for unsafe scaffolding and commitment to provide ongoing training.
2️⃣ Organising – People and Culture
Even the best policy is useless if people don’t know their role. Organising means:
• Assigning clear responsibilities to managers, supervisors, and workers
• Ensuring competence through training and supervision
• Promoting a culture where safety is valued as much as productivity
Safety culture is especially important. If workers believe “management doesn’t care,” they are less likely to follow rules or report hazards. But when leaders show visible commitment (wearing PPE, stopping unsafe work), workers follow their example.
3️⃣ Planning – Risk Assessment and Controls
Planning means looking ahead to prevent problems. It involves:
• Identifying hazards in all tasks
• Assessing risks (likelihood × severity)
• Applying control measures in order of priority (the “hierarchy of control”)
• Setting objectives (e.g., reduce manual handling injuries by 20%)
📌 Example: In a food factory, risk assessment identifies slippery floors as a hazard. Controls may include anti-slip mats, prompt cleaning, footwear requirements, and regular inspections.
4️⃣ Measuring Performance – Checking Reality
It’s not enough to plan and hope for the best. Organizations must check if their safety system is working.
• Active monitoring: checking conditions before accidents happen (inspections, audits, PPE compliance checks).
• Reactive monitoring: learning from what has already gone wrong (accidents, incidents, sickness absence, complaints).
📌 Example: If near-miss slips are recorded frequently in one area, managers must investigate and improve housekeeping before a serious injury occurs.
5️⃣ Reviewing and Auditing – Learning and Improving
No system is perfect. Reviewing and auditing are about asking:
• Are we meeting our policy commitments?
• Have objectives been achieved?
• What lessons have we learned from accidents or inspections?
• What do we need to change?
Auditing may be internal or external. It gives an independent check on whether the system works. Reviews keep the system alive and relevant to changing circumstances.
📌 Example: After a fire drill, management reviews how quickly workers evacuated, identifies weaknesses, and improves emergency arrangements.
🔄 The Cycle of Continuous Improvement (PDCA)
The HSMS is often based on the Plan–Do–Check–Act (PDCA) cycle:
📝 Plan — Identify hazards, assess risks, set objectives
🔧 Do — Implement policies, controls, and training
🔍 Check — Monitor performance, investigate incidents
🔄 Act — Review and improve systems, update policies
This cycle never ends. Each time you go through it, safety performance should get stronger.
💡 Why Is a HSMS Important?
• Ensures compliance with legal duties
• Reduces costs by preventing accidents and downtime
• Builds trust with clients, insurers, and regulators
• Protects workers, boosting morale and productivity
• Supports long-term business sustainability
Without a system, health and safety becomes reactive — problems are only fixed after harm occurs. With a system, organizations are proactive — risks are controlled before harm happens.
📌 Case Snapshot
A logistics company experienced frequent manual handling injuries. They adopted a management system approach:
• Policy: commitment to reduce back injuries
• Organising: appointed a manual handling coordinator
• Planning: completed risk assessments on lifting tasks
• Measuring: tracked near misses and absence data
• Reviewing: introduced mechanical aids after an audit
Result: Lost-time injuries dropped by 70% in two years. Insurance premiums fell, and staff reported higher job satisfaction.
📝 Mini Quiz (Self-Check)
1️⃣ List the five key elements of a Health and Safety Management System.
2️⃣ Give one example of active monitoring and one of reactive monitoring.
3️⃣ Why is continuous improvement important in health and safety?
🔑 Summary
A Health and Safety Management System is the backbone of workplace safety. It provides structure, consistency, and continuous improvement through five key elements: policy, organising, planning, measuring, and reviewing. By following this system, organizations protect people, comply with the law, and improve efficiency.
🚀 What’s Next in IG1
Lecture 4: Health and Safety Policy – What & Why
We will explore the first element of the management system in detail — the safety policy. You will learn what it includes, why it matters, and how it demonstrates management commitment.