HSEQs: How often should health and safety policy be reviewed?

Health and safety policies are designed to keep everyone safe at work – from employees, to contractors, visitors and members of the public. However, they can only do the job they are designed to do if they remain relevant, fitting the work environment and staff make-up, and encompassing all the processes, equipment and tasks required to deliver the work.

For this reason, it is important to review your health and safety policy from time to time, to ensure it is able to do the job it is intended to do.

How often should health and safety policy be reviewed?

Health and safety policies should be reviewed regularly to ensure they remain current and fit for purpose. How often a review is conducted depends on a range of factors including the industry and the size of the business.

The Health and Safety Executive (HSE) recommends a review takes place at least once a year, although one may be required within that time if there is a material change in business circumstances.

When should you review your health and safety policy?

There is no set requirement for when health and safety policies need to be reviewed, but good practice suggests the following are circumstances that are likely to warrant a review:

• A change in health and safety legislation
• Moving to a new site
• Expanding the workspace
• Increasing staff strength
• Adopting new processes or equipment
• Employee concerns about health and safety
• An accident or injury in the workplace

A change in health and safety legislation
It goes without saying that a change in the law means your business may need to do things differently. With this in mind, health and safety policy should be reviewed in the light of any regulation changes or alteration to the HSE’s advice and guidance.

Moving to a new site
Moving business premises may mean new hazards and risks to consider. If the move enables an expansion of the workforce or installation of new equipment, these are other reasons to conduct a review.

Expanding the workspace
Likewise, a simple expansion of the existing workspace may require a review of health and safety policy if it enables the business to take on more staff or install new equipment, or if there is a resulting change in the risk profile of the workspace.

Increasing staff strength
A higher volume of people on a work site may increase some risks as well as create new and different health and safety hazards in itself. All new staff should be informed of health and safety policies and procedures.

Adopting new processes or equipment
Any new processes or workplace activities that are introduced into a business should be included in its health and safety policy. Likewise, if new or replacement equipment is installed, the policy should be updated with information on how employees may safely operate that new equipment.

Employee concerns about health and safety
It is an employer’s duty to keep everyone safe at work, and this includes listening to employee feedback and acting on any concerns they raise about health and safety in the workplace. Where concerns are raised, health and safety policy should be reviewed in light of the concerns, and updated as required to mitigate them.

An accident or injury in the workplace
Health and safety policies are designed to prevent accidents and injuries in the workplace. Therefore, if an accident or injury occurs, it is a sign that something may have been missed. Employers must investigate any accident, injury or claim of work-related ill-health. As part of this investigation process, if hazards and health risks are identified that were missed in risk assessments and safety policies, those documents should be updated accordingly.

At iSB Group, we can help organisations to evaluate how their workplace hazards combine with other factors to influence the PPE and workplace equipment they should provide to their employees. To find out more, download our warehouse risk assessment checklist or visit our online store to view the latest health and safety products.