Why Policies and Procedures Matter for Workplace Safety

Think of it like driving a car without oil or water. The car might run for a while with gas, but eventually, the engine will break down. A safety management system works the same way—it won’t succeed without the right policies and procedures.

Even if your documents are stored in the cloud, policies are an important part of your company’s "paper trail." They outline your organization’s principles, goals, and responsibilities, both legal and ethical, to guide employees in making safe and informed decisions.

Procedures take it a step further. They provide detailed, step-by-step instructions on how to perform tasks or complete jobs safely and efficiently.

Different organizations might use various terms for these documents. For example:

• "Policies" and "standards" can mean the same thing.
• "Procedures" can also be called work instructions, SOPs, or simply policies.

The key is that policies and procedures work together—you can’t have one without the other. Both are essential for maintaining a safe and effective workplace.

Safety Policies and Procedures: Why They Matter

Why are policies important? They are a critical part of your safety and occupational health management system. Policies and procedures help keep everything running smoothly and ensure everyone knows how to stay safe.

We like to call the key factors in good policies and procedures the "Five C's":

Commitment

​Want to know if a company is serious about safety? Look at its leaders. A strong commitment to safety starts at the top. When policies and procedures are strictly followed and enforced, it shows everyone that safety is a top priority and earns respect across the organization.

Communication

​Safety needs clear communication throughout the entire organization. Policies and procedures create a framework that helps everyone understand their responsibilities and stay accountable. They also serve as a way to share important safety information with employees. Without good communication, safety efforts are likely to fail.

Consistency

​Management can set benchmarks to measure how well tasks are done and how employees behave. For safety and other important actions to work smoothly, everyone needs to perform their tasks consistently and follow the same standards. This makes it easier to repeat and maintain good practices.

Clarity

​Every worker, no matter their role, should clearly understand what’s expected of them—both for their tasks and as part of the organization. When expectations are clear, management can better track and improve performance.

Compliance

Policies and procedures are the foundation of a safety management system. They help organizations follow safety laws and regulations, whether they’re federal, state, or local.

Culture

Policies and procedures might not seem exciting, but they are key to creating a strong and lasting safety culture. These documents help foster safety by:

• Showing management’s commitment to meeting safety standards.
• Clearly explaining what is expected of employees in terms of safety practices and behavior.
• Ensuring fair treatment of all employees during safety-related incidents.
• Building trust between management and employees, which encourages everyone to follow safety systems.
• Stating clearly that bias or favoritism is not acceptable in the workplace.

Inconsistent or disorganized policies can hurt your company. Employees deserve a safety system that grows and adapts with the organization. Using compliance software can help protect your most valuable assets—your employees.

For more information about Safety Management Software and Policy Management Software that works with Microsoft SharePoint and Office 365, visit SP Marketplace.