Step-by-Step Policy Creation in the ILO-OHSMS Framework


Creating a strong and clear workplace safety policy might sound like something only legal teams or executives worry about. But in reality, every organization that truly cares about its people should invest in creating one—and the ILO-OHSMS Framework provides a fantastic roadmap to do it right.

If you've ever wondered how some workplaces manage to maintain such high safety standards with almost zero incidents, chances are they follow a systematic model like the International Labour Organization’s Occupational Health and Safety Management System (ILO-OHSMS).

In this guide, we’ll walk you through how to create a solid safety policy using the ILO-OHSMS framework, step by step, in simple and relatable language.

What is the ILO-OHSMS Framework?

The ILO-OHSMS is a globally recognized framework designed by the International Labour Organization to help companies establish a robust occupational health and safety system. It’s not just about ticking boxes or meeting regulations; it's about genuinely reducing hazards and creating a culture of safety in the workplace.

This system isn't just for large corporations. Even small businesses can benefit from implementing this structure.

How OSHA Course Online Supports This Framework

Before diving into the step-by-step process, it's worth noting how the OSHA Course Online can significantly enhance your understanding of workplace hazards. These online trainings help employees and managers identify risks, understand legal responsibilities, and implement preventive actions—skills that directly support policy creation under the ILO-OHSMS model.

For example, a manager who completed an OSHA Course Online recently shared how the knowledge gained helped him restructure their chemical storage policy, which previously led to frequent minor spills. That change, inspired by training, significantly lowered the department’s accident rate.

Let’s now explore the key steps in developing a workplace safety policy under the ILO-OHSMS framework.

Step 1: Understand the Context of Your Organization

Every workplace is different. Before writing anything, you need to understand:

  • The nature of work you do

  • Hazards associated with your activities

  • Legal and other requirements you must follow

  • Stakeholder expectations, including those of workers and clients

Take a manufacturing company, for instance. While heavy machinery might be a major hazard there, in an office setting, ergonomic issues and electrical hazards are more relevant. Knowing your workplace thoroughly sets the stage for a meaningful policy.

Step 2: Get Top Management Commitment

Without leadership buy-in, your policy is just words on paper. You need management to:

  • Understand the importance of workplace safety

  • Allocate resources for implementation

  • Promote a safety-first culture

An anecdote from a logistics company in Lahore shows how vital this is. Their CEO personally attended an occupational health and safety workshop and later mandated weekly toolbox talks. This move led to a 60% drop in near-miss reports.

When the top leads, others follow.

Step 3: Draft the Occupational Health and Safety Policy

Now comes the writing part.

A good safety policy should include:

  • A clear commitment to preventing injuries and illnesses

  • Compliance with applicable laws and standards

  • Continual improvement in health and safety practices

  • Worker participation and consultation

Keep the language simple and direct. Your policy should be understood by everyone—from senior engineers to new interns.

Example Policy Statement:

“We are committed to ensuring a safe and healthy workplace by identifying risks, complying with safety laws, and actively involving all employees in our health and safety initiatives.”

Step 4: Identify Workplace Hazards and Risks

This is where the rubber meets the road. The ILO-OHSMS emphasizes a proactive approach to identifying hazards such as:

  • Mechanical risks (e.g., moving machinery)

  • Biological hazards (e.g., bacteria or viruses)

  • Chemical exposure (e.g., toxic substances)

  • Ergonomic hazards (e.g., poor workstation setup)

  • Psychosocial issues (e.g., stress, harassment)

Involve workers in this process—they often know best what could go wrong in their day-to-day jobs. For example, a lab technician once pointed out that a mislabeled container nearly caused a chemical reaction incident. That feedback led to improved labeling policies company-wide.

Step 5: Define Objectives and Targets

Your policy should translate into actionable goals. Think SMART:

  • Specific

  • Measurable

  • Achievable

  • Relevant

  • Time-bound

Instead of “Improve safety,” try “Reduce slip and fall incidents in Warehouse A by 25% over the next 6 months.”

These objectives can be tracked, reviewed, and adjusted over time.

Step 6: Assign Roles and Responsibilities

People need to know what’s expected of them. This includes:

  • Management responsibilities (policy enforcement, audits)

  • Supervisor duties (training, monitoring)

  • Worker roles (reporting hazards, following procedures)

  • Safety Officer tasks (inspections, investigations)

A clear hierarchy improves accountability. And when everyone knows their part, safety becomes a shared responsibility.

Step 7: Develop Operational Controls

This step involves creating procedures and protocols to control or eliminate identified hazards.

Examples include:

  • Lockout/Tagout procedures for machinery

  • Proper chemical storage and labeling

  • Fire evacuation routes and drills

  • Personal protective equipment (PPE) requirements

Documentation is key. But more importantly, make sure employees are trained on these procedures and understand them well.

Step 8: Monitor and Review Performance

Don’t just “set it and forget it.” Safety policies must be reviewed regularly through:

  • Incident and near-miss reporting

  • Regular audits and inspections

  • Feedback from staff

  • Performance against safety objectives

A manager once joked that reviewing their safety policy was like brushing teeth—“a bit annoying but absolutely necessary.” That regular review helped them detect rising incident trends early and take corrective action before a serious accident happened.

Step 9: Continual Improvement

Safety is a journey, not a destination. Based on your monitoring, make changes when:

  • New hazards are discovered

  • Legal requirements change

  • Incident trends point to weaknesses

  • Feedback reveals gaps

The ILO-OHSMS encourages an environment where continuous learning and improvement are the norm.

Tip: Recognize and reward teams or individuals who contribute great safety ideas. It boosts morale and encourages participation.

Why This Matters More Than Ever

In today’s fast-paced work environment, hazards are constantly evolving. Without a proper system in place, you’re essentially gambling with people’s lives—and your organization’s reputation.

Investing in proper safety management is not just smart; it's the ethical and legal thing to do.

This is where the OSHA Course Online can again play a supporting role. These courses don’t just teach laws—they build awareness, culture, and accountability in your teams.

Read More: If you're exploring how to implement these principles cost-effectively, consider checking OSHA Fee in Pakistan for budget-friendly training options in your region.

Final Thoughts

Creating a policy under the ILO-OHSMS Framework is not about filling out documents for the sake of compliance. It’s about creating a culture where everyone feels safe and empowered to speak up about risks. When done right, it leads to fewer accidents, better morale, and even increased productivity.

Whether you’re a business owner, a safety officer, or just someone trying to make your workplace safer, start with a solid policy—because the foundation matters.

And don’t forget, OSHA Course Online can be your companion on this journey, offering the training and confidence needed to put these ideas into action.

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