Dealing with all the challenges facing your business can be complex and time-consuming. When you're under pressure, it's all too easy to look for a quick fix rather than the best solution or to overlook key health and safety issues.

Having a health and safety management system in place helps you take control. It sets out how to handle key activities, so that everyone knows the right way of doing things. It also lets you apply a consistent, structured approach to tasks and see what's working well, and where you could make improvements.

Your health and safety management system could take the form of:

• a recognised national or international standard
• a sector-specific framework
• in-house standards, procedures or codes

Key management standards

Two organisations produce a range of management standards:

• the British Standards Institution (BSI)
• the International Organization for Standardization (ISO)

The standards bring together the experience of business managers and other experts of what works best. Using one of these recognised management standards can be more effective than designing your own system from scratch.

The standards don't tell you exactly what you should do. Instead, they provide a framework for developing your system. They help you identify the key issues, but are flexible enough to allow you to produce a system that's right for your individual business.

The following standards from the BSI show you how to design and run a safety management system:

• ISO 45001
• BS 45002-0:2018

The Healthy and Safety Executive's standard, HSG65, shows its approach to managing health and safety.

There are also sector-specific frameworks such as the high-level framework for process safety management.

You may choose to be assessed against health and safety management standards by either an internal or an external auditor. Successful assessment lets you publicise the fact that you have an effective management system. See control and review your management systems.

Taking a systematic approach to management makes managing your business easier.  It can also make your management more effective. You work out the best way to handle each key activity and make sure that everyone uses the same approach every time.

A consistent approach like this reduces the number of mistakes and the cost of correcting problems. It also reduces the level of risk and ensures that you comply with laws. This can positively influence your business:

• Improved health and safety performance by your business. This reduces the costs associated with accidents and incidents.
• Improved awareness of legal requirements reduces the chance that you will commit any offences. The Health and Safety Executive for Northern Ireland (HSENI) may regulate your business with a lighter touch if it is well managed.
• If employees see that you are actively looking after their health and safety, relations and morale will improve.
• The public see that you are taking a responsible attitude towards your employees. This improves your image and helps generate positive PR for your business.
• Improving the efficiency of your business reduces your costs.
• You can demonstrate to your insurers that you are controlling risk effectively. This may help lower your insurance premiums.
• Banks and investors will be more willing to finance your business if you can show that it is well managed.
• Business partners have more confidence in your business. Larger companies and government agencies may only buy from businesses that can show effective management systems.

Confidence in your management systems will be highest if you can show that you comply with recognised management standards, such as health and safety British standards.

Management systems generally follow a 'plan-do-check-act' model:

• Plan - identify the key legal requirements and establish your overall policy. See key health and safety management legal obligations.
• Do - decide what procedures you need and implement them.
• Check - set targets and objectives, and assess whether you are achieving them. See control and review your management systems.
• Act - take steps to continually improve the system. For example, you might want to update procedures if you introduce new equipment or processes. You may decide to provide better training if you have problems in a particular area.

In the short term, introducing a new management system involves extra work and costs time and money. Employees may find it difficult to see what's in it for them, and resist the changes involved. Top-level management commitment is key. Effective communication with employees is also a vital part of making it happen.

You have a legal responsibility for the health and safety of everyone affected by your business. This includes:

• employees
• subcontractors
• visitors
• customers
• members of the public affected by your products or services.

You are also responsible for the environmental impact of your business.

Carrying out risk assessments is a key part of controlling health and safety and environmental hazards. See health and safety risk assessment and carry out an environmental review of your business.

An effective health and safety management system can help you to meet these and other legal obligations. For more detailed information on key requirements, read health and safety basics for business.

Health and safety policy

You must also have a health and safety policy. If your business has five or more employees, the policy must be in writing. See write a health and safety policy for your business. 

Your policy should cover three key areas:

• your commitment to managing health and safety and what you want to achieve
• how you organise management and who is responsible for doing what
• practical arrangements, such as safety procedures and staff training

The policy itself should include details of how you will achieve your aims. For example, your policy might include a commitment to reduce accidents and practical steps to help with this.

You also need to ensure that employees understand the policy and follow the right procedures. See provide health and safety training.

Liability insurance

An effective health and safety management system can help you to meet these and other legal obligations. For more detailed information on key requirements, read health and safety basics for business.

If you have employees, you must also have employers' liability insurance worth at least £5 million. This is so you can meet the cost of damages and legal fees should any employee be injured or made ill as a result of working for you. However, you should look carefully at your risks and liabilities. Consider whether you need insurance cover of more than £5 million. In practice, most insurers offer cover of at least £10 million. Public liability insurance covers you for similar costs as a result of a claim from a member of the public. To find out more about insurance for your business, browse insurance for business property.

Keeping informed

As part of an effective health and safety management system, you should identify and comply with the laws that affect your business. There may be special rules for your business - for example, if you work with potentially dangerous substances.

You also need to be able to keep up to date with any changes in legislation. Your trade association may publish updates or you may want to take advice. The Health & Safety Executive for Northern Ireland (HSENI) provide information on health and safety legislation.

Proper documentation is an important part of controlling your management system.

As a minimum, you must meet your legal obligations for record keeping:

• You must record and report fatal and major injuries, diseases and dangerous occurrences. You must also report over-three-day absences that are work related. See first aid, accidents and ill-health in the workplace.
• If you employ five or more people, you must keep written records of your health and safety risk assessments. See health and safety risk assessment.
• If you employ five or more people, you must also have a written health and safety policy. See write a health and safety policy for your business.

But keeping records isn't just about complying with the law. It's a key part of helping you manage your business. By writing down policies and procedures, you make it clear how things should be done.

Set health and safety targets

Monitoring how well your procedures work is also an essential part of effective management. Your management system should include targets and objectives that are SMART:

• specific
• measurable
• achievable
• realistic
• time-bound 

For example, your targets could include halving the number of accidents within two years.

If you aren't achieving your objectives and targets, you need to change the way you do things. For example, keep having slips or trips in the same area, you'll need to either:

• review the flooring
• change your premises so people don't need to walk in that area

See measure performance and set targets. 

Improving health and safety management

You should also review your management system itself to check that the system is working and to consider how you can improve it. For example, you should check that risks are being properly controlled. You should also check you are following the right procedures when you find problems. Regular audits like this confirm that the management system is working the way you want it to. This helps you to manage health and safety effectively.

You may find external audits of your system helpful. You will need these if you are working towards a recognised management standard. See health and safety management standards.

Dealing with all the challenges facing your business can be complex and time-consuming. When you're under pressure, it's all too easy to look for a quick fix rather than the best solution or to overlook key health and safety issues.

Having a health and safety management system in place helps you take control. It sets out how to handle key activities, so that everyone knows the right way of doing things. It also lets you apply a consistent, structured approach to tasks and see what's working well, and where you could make improvements.

Your health and safety management system could take the form of:

• a recognised national or international standard
• a sector-specific framework
• in-house standards, procedures or codes

Key management standards

Two organisations produce a range of management standards:

• the British Standards Institution (BSI)
• the International Organization for Standardization (ISO)

The standards bring together the experience of business managers and other experts of what works best. Using one of these recognised management standards can be more effective than designing your own system from scratch.

The standards don't tell you exactly what you should do. Instead, they provide a framework for developing your system. They help you identify the key issues, but are flexible enough to allow you to produce a system that's right for your individual business.

The following standards from the BSI show you how to design and run a safety management system:

• ISO 45001
• BS 45002-0:2018

The Healthy and Safety Executive's standard, HSG65, shows its approach to managing health and safety.

There are also sector-specific frameworks such as the high-level framework for process safety management.

You may choose to be assessed against health and safety management standards by either an internal or an external auditor. Successful assessment lets you publicise the fact that you have an effective management system. See control and review your management systems.

Taking a systematic approach to management makes managing your business easier.  It can also make your management more effective. You work out the best way to handle each key activity and make sure that everyone uses the same approach every time.

A consistent approach like this reduces the number of mistakes and the cost of correcting problems. It also reduces the level of risk and ensures that you comply with laws. This can positively influence your business:

• Improved health and safety performance by your business. This reduces the costs associated with accidents and incidents.
• Improved awareness of legal requirements reduces the chance that you will commit any offences. The Health and Safety Executive for Northern Ireland (HSENI) may regulate your business with a lighter touch if it is well managed.
• If employees see that you are actively looking after their health and safety, relations and morale will improve.
• The public see that you are taking a responsible attitude towards your employees. This improves your image and helps generate positive PR for your business.
• Improving the efficiency of your business reduces your costs.
• You can demonstrate to your insurers that you are controlling risk effectively. This may help lower your insurance premiums.
• Banks and investors will be more willing to finance your business if you can show that it is well managed.
• Business partners have more confidence in your business. Larger companies and government agencies may only buy from businesses that can show effective management systems.

Confidence in your management systems will be highest if you can show that you comply with recognised management standards, such as health and safety British standards.

Management systems generally follow a 'plan-do-check-act' model:

• Plan - identify the key legal requirements and establish your overall policy. See key health and safety management legal obligations.
• Do - decide what procedures you need and implement them.
• Check - set targets and objectives, and assess whether you are achieving them. See control and review your management systems.
• Act - take steps to continually improve the system. For example, you might want to update procedures if you introduce new equipment or processes. You may decide to provide better training if you have problems in a particular area.

In the short term, introducing a new management system involves extra work and costs time and money. Employees may find it difficult to see what's in it for them, and resist the changes involved. Top-level management commitment is key. Effective communication with employees is also a vital part of making it happen.

You have a legal responsibility for the health and safety of everyone affected by your business. This includes:

• employees
• subcontractors
• visitors
• customers
• members of the public affected by your products or services.

You are also responsible for the environmental impact of your business.

Carrying out risk assessments is a key part of controlling health and safety and environmental hazards. See health and safety risk assessment and carry out an environmental review of your business.

An effective health and safety management system can help you to meet these and other legal obligations. For more detailed information on key requirements, read health and safety basics for business.

Health and safety policy

You must also have a health and safety policy. If your business has five or more employees, the policy must be in writing. See write a health and safety policy for your business. 

Your policy should cover three key areas:

• your commitment to managing health and safety and what you want to achieve
• how you organise management and who is responsible for doing what
• practical arrangements, such as safety procedures and staff training

The policy itself should include details of how you will achieve your aims. For example, your policy might include a commitment to reduce accidents and practical steps to help with this.

You also need to ensure that employees understand the policy and follow the right procedures. See provide health and safety training.

Liability insurance

An effective health and safety management system can help you to meet these and other legal obligations. For more detailed information on key requirements, read health and safety basics for business.

If you have employees, you must also have employers' liability insurance worth at least £5 million. This is so you can meet the cost of damages and legal fees should any employee be injured or made ill as a result of working for you. However, you should look carefully at your risks and liabilities. Consider whether you need insurance cover of more than £5 million. In practice, most insurers offer cover of at least £10 million. Public liability insurance covers you for similar costs as a result of a claim from a member of the public. To find out more about insurance for your business, browse insurance for business property.

Keeping informed

As part of an effective health and safety management system, you should identify and comply with the laws that affect your business. There may be special rules for your business - for example, if you work with potentially dangerous substances.

You also need to be able to keep up to date with any changes in legislation. Your trade association may publish updates or you may want to take advice. The Health & Safety Executive for Northern Ireland (HSENI) provide information on health and safety legislation.

Proper documentation is an important part of controlling your management system.

As a minimum, you must meet your legal obligations for record keeping:

• You must record and report fatal and major injuries, diseases and dangerous occurrences. You must also report over-three-day absences that are work related. See first aid, accidents and ill-health in the workplace.
• If you employ five or more people, you must keep written records of your health and safety risk assessments. See health and safety risk assessment.
• If you employ five or more people, you must also have a written health and safety policy. See write a health and safety policy for your business.

But keeping records isn't just about complying with the law. It's a key part of helping you manage your business. By writing down policies and procedures, you make it clear how things should be done.

Set health and safety targets

Monitoring how well your procedures work is also an essential part of effective management. Your management system should include targets and objectives that are SMART:

• specific
• measurable
• achievable
• realistic
• time-bound 

For example, your targets could include halving the number of accidents within two years.

If you aren't achieving your objectives and targets, you need to change the way you do things. For example, keep having slips or trips in the same area, you'll need to either:

• review the flooring
• change your premises so people don't need to walk in that area

See measure performance and set targets. 

Improving health and safety management

You should also review your management system itself to check that the system is working and to consider how you can improve it. For example, you should check that risks are being properly controlled. You should also check you are following the right procedures when you find problems. Regular audits like this confirm that the management system is working the way you want it to. This helps you to manage health and safety effectively.

You may find external audits of your system helpful. You will need these if you are working towards a recognised management standard. See health and safety management standards.

Dealing with all the challenges facing your business can be complex and time-consuming. When you're under pressure, it's all too easy to look for a quick fix rather than the best solution or to overlook key health and safety issues.

Having a health and safety management system in place helps you take control. It sets out how to handle key activities, so that everyone knows the right way of doing things. It also lets you apply a consistent, structured approach to tasks and see what's working well, and where you could make improvements.

Your health and safety management system could take the form of:

• a recognised national or international standard
• a sector-specific framework
• in-house standards, procedures or codes

Key management standards

Two organisations produce a range of management standards:

• the British Standards Institution (BSI)
• the International Organization for Standardization (ISO)

The standards bring together the experience of business managers and other experts of what works best. Using one of these recognised management standards can be more effective than designing your own system from scratch.

The standards don't tell you exactly what you should do. Instead, they provide a framework for developing your system. They help you identify the key issues, but are flexible enough to allow you to produce a system that's right for your individual business.

The following standards from the BSI show you how to design and run a safety management system:

• ISO 45001
• BS 45002-0:2018

The Healthy and Safety Executive's standard, HSG65, shows its approach to managing health and safety.

There are also sector-specific frameworks such as the high-level framework for process safety management.

You may choose to be assessed against health and safety management standards by either an internal or an external auditor. Successful assessment lets you publicise the fact that you have an effective management system. See control and review your management systems.

Taking a systematic approach to management makes managing your business easier.  It can also make your management more effective. You work out the best way to handle each key activity and make sure that everyone uses the same approach every time.

A consistent approach like this reduces the number of mistakes and the cost of correcting problems. It also reduces the level of risk and ensures that you comply with laws. This can positively influence your business:

• Improved health and safety performance by your business. This reduces the costs associated with accidents and incidents.
• Improved awareness of legal requirements reduces the chance that you will commit any offences. The Health and Safety Executive for Northern Ireland (HSENI) may regulate your business with a lighter touch if it is well managed.
• If employees see that you are actively looking after their health and safety, relations and morale will improve.
• The public see that you are taking a responsible attitude towards your employees. This improves your image and helps generate positive PR for your business.
• Improving the efficiency of your business reduces your costs.
• You can demonstrate to your insurers that you are controlling risk effectively. This may help lower your insurance premiums.
• Banks and investors will be more willing to finance your business if you can show that it is well managed.
• Business partners have more confidence in your business. Larger companies and government agencies may only buy from businesses that can show effective management systems.

Confidence in your management systems will be highest if you can show that you comply with recognised management standards, such as health and safety British standards.

Management systems generally follow a 'plan-do-check-act' model:

• Plan - identify the key legal requirements and establish your overall policy. See key health and safety management legal obligations.
• Do - decide what procedures you need and implement them.
• Check - set targets and objectives, and assess whether you are achieving them. See control and review your management systems.
• Act - take steps to continually improve the system. For example, you might want to update procedures if you introduce new equipment or processes. You may decide to provide better training if you have problems in a particular area.

In the short term, introducing a new management system involves extra work and costs time and money. Employees may find it difficult to see what's in it for them, and resist the changes involved. Top-level management commitment is key. Effective communication with employees is also a vital part of making it happen.

You have a legal responsibility for the health and safety of everyone affected by your business. This includes:

• employees
• subcontractors
• visitors
• customers
• members of the public affected by your products or services.

You are also responsible for the environmental impact of your business.

Carrying out risk assessments is a key part of controlling health and safety and environmental hazards. See health and safety risk assessment and carry out an environmental review of your business.

An effective health and safety management system can help you to meet these and other legal obligations. For more detailed information on key requirements, read health and safety basics for business.

Health and safety policy

You must also have a health and safety policy. If your business has five or more employees, the policy must be in writing. See write a health and safety policy for your business. 

Your policy should cover three key areas:

• your commitment to managing health and safety and what you want to achieve
• how you organise management and who is responsible for doing what
• practical arrangements, such as safety procedures and staff training

The policy itself should include details of how you will achieve your aims. For example, your policy might include a commitment to reduce accidents and practical steps to help with this.

You also need to ensure that employees understand the policy and follow the right procedures. See provide health and safety training.

Liability insurance

An effective health and safety management system can help you to meet these and other legal obligations. For more detailed information on key requirements, read health and safety basics for business.

If you have employees, you must also have employers' liability insurance worth at least £5 million. This is so you can meet the cost of damages and legal fees should any employee be injured or made ill as a result of working for you. However, you should look carefully at your risks and liabilities. Consider whether you need insurance cover of more than £5 million. In practice, most insurers offer cover of at least £10 million. Public liability insurance covers you for similar costs as a result of a claim from a member of the public. To find out more about insurance for your business, browse insurance for business property.

Keeping informed

As part of an effective health and safety management system, you should identify and comply with the laws that affect your business. There may be special rules for your business - for example, if you work with potentially dangerous substances.

You also need to be able to keep up to date with any changes in legislation. Your trade association may publish updates or you may want to take advice. The Health & Safety Executive for Northern Ireland (HSENI) provide information on health and safety legislation.

Proper documentation is an important part of controlling your management system.

As a minimum, you must meet your legal obligations for record keeping:

• You must record and report fatal and major injuries, diseases and dangerous occurrences. You must also report over-three-day absences that are work related. See first aid, accidents and ill-health in the workplace.
• If you employ five or more people, you must keep written records of your health and safety risk assessments. See health and safety risk assessment.
• If you employ five or more people, you must also have a written health and safety policy. See write a health and safety policy for your business.

But keeping records isn't just about complying with the law. It's a key part of helping you manage your business. By writing down policies and procedures, you make it clear how things should be done.

Set health and safety targets

Monitoring how well your procedures work is also an essential part of effective management. Your management system should include targets and objectives that are SMART:

• specific
• measurable
• achievable
• realistic
• time-bound 

For example, your targets could include halving the number of accidents within two years.

If you aren't achieving your objectives and targets, you need to change the way you do things. For example, keep having slips or trips in the same area, you'll need to either:

• review the flooring
• change your premises so people don't need to walk in that area

See measure performance and set targets. 

Improving health and safety management

You should also review your management system itself to check that the system is working and to consider how you can improve it. For example, you should check that risks are being properly controlled. You should also check you are following the right procedures when you find problems. Regular audits like this confirm that the management system is working the way you want it to. This helps you to manage health and safety effectively.

You may find external audits of your system helpful. You will need these if you are working towards a recognised management standard. See health and safety management standards.