When building a Work Health and Safety (WHS) Management System, two terms often get used interchangeably: Policies and Procedures. However, they are distinct documents with different purposes.
To pass a WHS audit or tender for government contracts, you need to demonstrate that you have both. A Policy without a Procedure is just a wish; a Procedure without a Policy lacks authority.
What is a Policy? (The "What")
A Policy is a statement of intent. It sets the "Rules" and the strategic direction of the company. It outlines what the company is committed to doing.
Policies are usually short, high-level documents signed by the Managing Director or CEO. They demonstrate leadership commitment to safety.
- Example: Drug and Alcohol Policy
- Statement: "ABC Construction has a zero-tolerance approach to the use of drugs and alcohol in the workplace to ensure the safety of all workers."
What is a Procedure? (The "How")
A Procedure is the operational instruction. It outlines the specific steps and processes required to implement the policy. It explains how the rules are enforced and managed day-to-day.
Procedures are detailed, step-by-step guides used by managers and workers.
- Example: Drug and Alcohol Testing Procedure
- Steps: "1. Random testing will be conducted monthly. 2. If a non-negative result is returned, the worker must stop work immediately. 3. A confirmatory test will be sent to the lab. 4. Disciplinary action will follow a positive result."
Why You Need Both
Auditors and SafeWork Inspectors look for the "Plan, Do, Check, Act" cycle.
- Policy (Plan): You have stated your commitment to safety.
- Procedure (Do): You have a process to make it happen.
- Records (Check): You have evidence (forms/checklists) that the procedure was followed.
If you have a policy that says "We consult with workers," but no procedure explaining how you consult (e.g., Toolbox Talks, Safety Committee), your system is incomplete.
Common Policies and Procedures Required
For a robust WHS Management System, you should typically have:
- WHS Policy & Responsibilities Procedure
- Risk Management Policy & Procedure
- Consultation & Communication Policy & Procedure
- Incident Reporting Policy & Procedure
- Emergency Response Policy & Procedure
Build Your System the Right Way
Creating these documents from scratch can take weeks. BlueSafe provides complete, integrated WHS Management Systems that include all the necessary policies, procedures, and forms, fully aligned with Australian Standards and legislation.
Need a starting point? Browse WHS management systems or specialised management plans.