How to Write a Health and Safety Manual
The workplace safety manual is a volume of
information, procedures, and policies put in place to ensure the safe operation
of equipment, as well as safe contact within the work environment.
The health and safety policy will
clearly outline who is to execute certain safety procedures, as well as when
and how they are to be carried out.
Health and safety manuals are not overly
complicated documents and can be written personally if the right resources are
utilised to ensure they are complete and correct. The health and safety manual
should clearly define your commitment to workplace health and safety, as well
as identify tasks associated with maintaining a safe, professional environment
A good safety manual is fundamental in safely and responsibly managing a job
site. Employees of the company will regularly consult the manual to check on
company policy, find instructions and to ensure they are in compliance with
company procedures.
Steps for Drafting a Health and Safety
Manual.
When drafting
your company's health and safety manual, it is important to keep in mind that
it is not only employees that will read it. Regulators will also take a look at
the document, so it is imperative to include all pertinent information both
parties will need to reference.
1. Write the manual
for those who will use it regularly
The manual
should address the people who will be using it on a regular basis. Use the
following tips to help make certain your procedures are easy to understand:
· Use short, direct sentences,
short paragraphs and simple words to keep the reader’s attention. Make sure all
acronyms are explained either in an introductory section or by introducing them
into the text using parenthesis. Be sure to do the same for any symbols used.
· · Avoid
technical jargon. Use technical terms when necessary, but be sure to provide
clear definitions to avoid unnecessary confusion.
2. Prioritize
the manual’s content
Content within
the manual should be written in a clear and direct manner, with the most
critical safety concerns being the central focus. The manual should begin by
presenting and explaining any preliminary issues before leading into the main
issues and follow up with any remaining concerns or information.
The layout should be easy to read and
understand. The documents should be compiled using proper margins and spacing,
with headings and subheadings to identify text groupings and various topics.
The beginning of your manual should offer a table of contents as well as an
index, and images and drawings used throughout provide excellent visual aids
when strategically placed. Documents should look professional and simple, using
basic black and white text with minimal shading. Use of boldface and italics is
suitable for calling attention to areas of importance.
3. Gather industry standards and follow
government regulations
The International Organization for Standardization (ISO) has developed
standards for specific areas such as food safety management and risk
management. These standards will provide you a starting place to develop your
manuals.
Certain government organizations, such as the
Occupational Safety and Health Administration (OSHA) has stipulations for practices
and procedures that must be adhered to. Be sure you are informed correctly
about what manuals your business requires, and what should be contained within
them. Failure to comply with these regulations can have serious consequences,
including lawsuits and in some cases criminal charges.
4. Be
sure the job is done correctly
With health and
safety manuals being such an important aspect of a company’s structure, it is
vital that they are completed correctly. Taking the time to educate yourself on
the guidelines as well as taking advantage of the available resources can
provide significant help. If you’re unsure as to where to begin, there are
professionals that can help you develop the strongest manuals possible,
providing your employees with a strong tool to use in doing their job. By
allowing a professional to handle the task you can be sure you have a
compliant, well-drafted document.
