Creating Safety Management Systems
Documentation
Definition
Documentation sets out the policies, procedures, forms, and tools to be used in managing safety. It gives you a framework and structure for risk-based decision making.
Steps
Step 1 Collate and review the documents that make up your safety management system
Guidance
Every organisation is different - your documents need to suit you and your people. There is no right or wrong way, but it is worth:
- Keeping in mind the objective – for example is the document a policy, a procedure, a checklist, a form
- Keeping in mind the audience – what prior knowledge do they have, what language do they use, how much time do they have?
- Being concise – make it short and readable, include only the key steps
- Seeking input from critical friends and intended users of the documents
- Reviewing regularly – check whether what is documented can and is being implemented and is working as intended.
- Sharing them – documents are there to be used, so make sure people know where to find them
Checklist
☐ Are the documents collated in one place?
☐ Do staff and volunteers know where to find the documents?
☐ Do you test and review the documents?
☐ What do staff and volunteers think of the documents? Are they easy to use, accessible, useful?
☐ Can you trace what happens in practice back to the documentation?
☐ Is there anything in the documentation that can’t be implemented?