Improving the work environment: a deep dive into key processes

Creating a safe and healthy working environment is a fundamental part of running a successful business. This article focuses on key elements of systematic work environment management (SAM), including work environment policy, risk assessment and follow-up, based on the guidance from the Swedish Work Environment Authority.

Health and safety policy

A well-drafted health and safety policy is the foundation of all health and safety management. It should clearly describe the company's objectives and commitments in relation to health and safety. The policy should cover:

• Goals and visions: Clear and measurable goals for the work environment.
• Responsibility and authority: who is responsible for different aspects of health and safety management.
• Health and safety strategies: Descriptions of how the company plans to achieve its health and safety objectives

Risk assessment

Risk assessment is a key part of SAM. It identifies and evaluates work environment risks in order to take action before they lead to accidents or ill health. The process can be broken down into several steps:

1. Identify risks: Survey the workplace to find potential sources of risk.
2. Assess the risks: Analyze the severity of the identified risks and the likelihood of their occurrence.
3. Documenting the risks: For a written record of all identified risks and their assessed severity.
4. Addressing the risks: taking action to eliminate or reduce risks. This can range from technical solutions to organizational changes and training.
5. Check the actions: Follow up and ensure that the actions taken have had the desired effect. If they have not, further action must be taken.

Action plan

If all risks cannot be addressed immediately, an action plan should be drawn up. The action plan should include:

• Identified risks: a list of the risks that could not be addressed directly.
• Planned actions: Descriptions of the measures to be taken to reduce the risks.
• Responsible persons: Name of the persons responsible for implementing the measures.
• Timeframes: when the different actions should be completed.

Follow-up

Monitoring is a continuous process that ensures that the work environment management leads to the desired improvements. This includes:

1. Regular monitoring: Regular inspections and follow-ups to ensure that measures are implemented and working as intended.
2. Reporting: Compile and report the results of the follow-ups to management and other relevant parties.
3. Action planning: If the follow-up shows that the actions have not had the desired effect, new actions need to be planned and implemented.
4. Documentation: For a continuous documentation of the follow-ups and their results.

Occupational health services

When in-house expertise is not sufficient, occupational health services or other expert help can be brought in. Occupational health services can offer support in areas such as work organization, ergonomics, health sciences and medicine. They should be party-neutral and be able to offer advice based on a holistic view of the work environment, organization and

Conclusion

A systematic approach to health and safety is crucial to creating a safe and healthy workplace. By implementing a clear health and safety policy, conducting thorough risk assessments, drawing up action plans and following up on the measures, companies can ensure that their health and safety management is both effective and sustainable. By also involving occupational health services when needed, additional expertise can be brought in to optimize the work environment.

Take the step towards a better working environment

Creating a safe and healthy workplace is not only an obligation but also an investment in your company's future. By following the guidelines and tips described above, you can ensure that your health and safety management is both effective and sustainable. To gain even more in-depth knowledge and practical tools to improve your work environment, we recommend our 'Better Work Environment (BAM)' course.

Better Work Environment (BAM) - Read more and sign up here