How to Implement Safe Work System for Chemical Management

A safe work system is a formal work procedure based on a systematic hazard assessment. It defines safe working methods to ensure hazards are eliminated or risks are minimised. A safe work system integrates workers, machinery, and materials to establish safe working conditions and forms part of the employer’s general duties under Section 15 of the Occupational Safety and Health Act 1994. At the workplace, a safe work system comprises fully documented hazard precautions and safe working conditions that are used in job training.

Components of a Safe Work System

A comprehensive safe system of work examines the following elements:

• Place of Work (e.g. layout, access, and housekeeping)
• People (e.g. competency, training, and supervision)
• Machinery, Plant, and Equipment (e.g. suitability, maintenance, and safety features)
• Materials (e.g. chemical properties, hazards, stability, and compatibility)
• Environment (e.g. ventilation, lighting, temperature, and noise)

Steps in Developing a Safe Work System

There are five steps to develop a safe work system:

• Assess the task
• Identify the hazards
• Define safe methods
• Implement the system
• Monitor the system

Assessing the Task

When assessing the task, consider:

• What is used
• Who performs the task
• Where is the task carried out
• How is the task performed

Identifying the Hazards

Identifying hazards involves examining all potential sources of harm, including:

• Chemical Hazards (e.g. toxicity, corrosivity, flammability, and reactivity)
• Physical Hazards (e.g. heat, cold, noise, pressure, and moving machinery)
• Environmental Hazards (e.g. confined spaces, poor ventilation, and wet surfaces)
• Ergonomic Hazards (e.g. manual handling, repetitive tasks, and awkward postures)

Defining Safe Methods

Safe methods should clearly outline:

• Preparations and authorisations required before starting the work
• Step-by-step work sequence
• Safe work methods
• Means of access and egress whenever applicable
• Procedures for dismantling, disposal, etc. after the task is completed

Implementing the System

Once defined, the safe work system must be:

• Communicated to all relevant employees
• Integrated into training programs
• Supported by supervision and proper resources

Monitoring the System

Regular monitoring ensures that:

• The system is workable and understood by employees
• Procedures are being followed correctly and are effective
• Changes in work conditions are identified and addressed

Forms of Safe Work Systems Based on Risk

Safe work systems may vary in form depending on the risk level. Below is the hierarchy of controls according to the level of risk encountered from highest risk to lowest risk:

• Permit to Work (PTW) 
• Lockout Tagout (LOTO) 
• Safe Operating Procedure (SOP)
• Rules and Procedures
• Verbal Instructions

Permit to Work (PTW)

A PTW is a formal, written safety control system used for high-risk tasks. It describes the work to be carried out, hazards present, and safety precautions required to prevent injury, incidents, or damage. Examples of jobs that require PTW are work at heights, work in confined spaces, work using heavy machinery, and work near high voltage power lines. A PTW should:

• Define the scope of work
• Detail how the area will be made safe
• Identify remaining hazards and required precautions
• Specify checks before returning to normal operation
• Identify the person responsible for controlling the work

Lockout Tagout (LOTO)

LOTO is a safety procedure ensuring that dangerous equipment is isolated and rendered inoperative before maintenance or repair work. LOTO prevents equipment starting unexpectedly while workers are exposed to hazardous conditions. LOTO procedures include:

• Isolation of hazardous energy sources
• Application of a lock device and a tag identifying authorised worker 
• Possession of the key limited only to authorised worker
• Verification of isolation before starting maintenance or repair work
• Removal of lock done exclusively by authorised worker

Safe Operating Procedure (SOP)

An SOP provides clear, written, step-by-step instructions on how to carry out tasks safely. Components of an SOP are:

• Detailed work procedures
• Precautions before, during, and after the task
• Emergency procedures
• Required PPE and safety equipment

Rules and Procedures 

Rules and procedures guide employees on how to perform tasks safely and reduce risks. Rules and procedures may be displayed as signages, labelling and markings, or safety notices. Examples of rules and procedures include:

• Mandatory PPE in designated zones
• Prohibition of unauthorised entry to hazardous areas
• Regular cleaning of contaminated surfaces
• Prohibiting eating, drinking, and smoking in contaminated areas

Verbal Instructions

Verbal instructions are used for non-routine work or short-duration tasks where formal procedures are not necessary. Verbal instructions must be limited to simple and low-risk activities. It must be understood by the worker and given by a competent person in a clear and concise manner. Examples include:

• Instructions on relocating non-hazardous materials
• Directions for general housekeeping
• Brief warnings about temporary hazards