Task 4: Working within a health and safety management system

You have recently moved to a new job. You are now responsible for health and safety at a
large, busy retail store that is located on the outskirts of a large town served by good roads.
The store sells do-it-yourself (DIY) and hardware goods, such as tools, equipment, and
hazardous chemicals, to the local businesses and the general public. The organisation that
owns the store has 100 stores nationally and 10 in your area.

The main part of the store is open to customers to view and buy goods. At the back of the
store, through an automatic-opening door, is a large warehouse, where stocks of goods are
arranged on racks of shelving. Only store workers are allowed in the warehouse.
Warehouse workers use forklift trucks (FLTs) to move goods from delivery trucks into the
warehouse. When the store is closed to customers the goods are moved into the main part
of the store to restock shelves.

You report to the overall Store and Warehouse Manager. The warehouse workforce consists
of:
- 20 workers (including 2 shift supervisors) split equally between two 12-hour shifts (08:00
– 20:00 and 20:00 – 08:00) on a rota basis of 4 days on, 4 days off.

Since you started your new job, you have seen a lot of examples of rule-breaking in the
warehouse. For example, you have seen goods stacked in aisles and blocking designated
walkways. Workers have to avoid many obstacles as they walk through the warehouse,
causing them to step into vehicle routes. Workers have told you that there are frequent near
misses between FLTs and workers, and collisions with products causing damage and
spillages. There are no written records of any of these.

There have been many injuries recorded over the years. Most recently, a repeat of a more
serious collision occurred involving a young FLT driver. The brakes were applied too late, as
the driver was distracted by their mobile phone, the FLT skidded on an oil spillage and
knocked goods over onto a passing worker.

On this occasion the worker’s leg was broken, which required urgent hospital treatment.
The hospital is 5 miles (approximately 8km) away from the store. The worker is expected to
be off work for six weeks to recover from the injury. The injured worker is seeking legal
advice in order to make a claim for compensation.

Worker absence and turnover is high in the warehouse. There are no health and safety
worker representatives. Warehouse workers have told you that they have complained to
management about working conditions many times. They rarely see management in the
warehouse. You cannot find any written records of complaints.
You have tried to convince the overall Store and Warehouse Manager that something needs
to be done to improve health and safety in the warehouse. You are told that there is no
money for ‘that kind of thing’, and even if it were available, it would cause too much
disruption to business.

As a result of the recent FLT collision, you were visited by a labour Inspector who has made
a formal order that requires workplace changes to improve the health and safety of the
workers. The Inspector thinks it is only a matter of time before workers are more seriously
injured or even killed in the warehouse. The Inspector also observed that the written risk
assessments are too general and do not reflect the actual risks in the warehouse. The
Inspector wants to see a more effective health and safety management system at their next
visit.

You have discussed with the Inspector possible improvements to health and safety in the
warehouse. The proposed solution involves segregating FLTs and workers with barriers,
pedestrian walkways, designated crossing places and separate entrances for workers and
FLTs. In addition, you tell the Inspector that you will review health and safety performance,
internally and externally, in order to make comparisons.

QUESTION
Task 4: Working within a health and safety management system.

To satisfy the expectations of the Inspector, you have developed a formal safety
management system in line with ISO 45001.

Based on the scenario only, what are the likely benefits to the organisation of having this
formal safety management system? (10 marks)

Answer
1. 1. Reduction in collisions between FLTs and pedestrians: The scenario describes
frequent near misses between FLTs and workers in the warehouse. A formal system will
ensure physical segregation using barriers and designated walkways, reducing collision
risk.
2. 2. Fewer serious injuries and incidents: A worker recently suffered a broken leg due to
an FLT skidding on an oil spill. The system will implement better control measures to
reduce such serious accidents.
3. 3. Improved quality of risk assessments: The Inspector criticised the current
assessments for being too general. ISO 45001 encourages more specific and task-based
assessments, helping identify real hazards like oil spills, mobile phone use, and blocked
walkways.
4. 4. Better monitoring of safety performance: The commitment to reviewing safety
performance internally and externally allows the organisation to measure progress,
identify weaknesses, and benchmark performance.
5. 5. Reduced legal claims and compensation costs: The injured worker is seeking legal
advice for compensation. Preventing similar incidents in future will reduce such legal
and financial risks.
6. 6. Improved employee morale and reduced turnover: The warehouse has high absence
and turnover. Better safety conditions under a formal system can make staff feel valued,
increasing job satisfaction and retention.
7. 7. Development of a strong safety culture: Currently, workers are avoiding obstacles and
risks daily. A formal system promotes a safety-first culture, where hazards are
addressed proactively.
8. 8. Greater management involvement in safety: Workers reported rarely seeing
management in the warehouse. ISO 45001 requires leadership involvement, improving
safety oversight and employee trust.
9. 9. Better compliance with legal duties: The Inspector issued a formal order. The new
system ensures that the company meets legal requirements and avoids enforcement
action or penalties.
10. 10. Improved emergency preparedness: The scenario describes a serious collision but
no mention of emergency response. A formal system includes planning for emergencies,
helping reduce harm and confusion during incidents.
11. 11. Prevention of unsafe storage and obstruction: Goods are stored in aisles and
walkways, creating hazards. The system will introduce rules and checks for safe storage
practices.
12. 12. Encouragement of incident and near miss reporting: Near misses are common but
not recorded. ISO 45001 improves reporting procedures and creates a system for
learning from unsafe events.
13. 13. Better worker consultation and involvement: Workers have complained about
conditions but were ignored. A formal system requires consultation and involvement,
giving workers a voice in safety matters.
14. 14. Improved reputation with stakeholders: The organisation operates 100 stores and is
being watched by the Inspector. A formal system like ISO 45001 improves its image
with regulators, workers, and customers.
15. 15. Structured approach to continuous improvement: The scenario mentions reviewing
performance for improvement. ISO 45001 follows the Plan-Do-Check-Act cycle,
ensuring safety is continuously improved over time.