Certification of a safety management system: What do you need to know?

What is the certification of the occupational safety system?

The certification of the occupational safety system is a process where an independent external party assesses and confirms that an organization's occupational safety practices and systems meet certain internationally or nationally defined standards. This certification demonstrates that the company is committed to ensuring the safety and well-being of its employees in the workplace. The certification process generally includes inspections, documentation assessment, and field audits.

The certification of a workplace safety management system helps organizations identify and manage risks related to workplace safety and develop a systematic approach to their management. This can mean incorporating employee training, risk assessments, and accident prevention into daily activities.

Why is certification important for your business?

Certification brings several significant advantages to companies. Firstly, it enhances the organization's reputation and credibility in the eyes of customers, employees, and other stakeholders. A safety management system certificate demonstrates that the company adheres to industry best practices and is committed to ensuring the well-being of its employees.

Secondly, certification helps to reduce the risk of accidents and work-related illnesses. When a company implements preventive measures and regularly monitors safety-related metrics, it can minimize the impact of hazardous situations and absences on the business. This can also lead to cost savings, as expenses related to accidents, such as compensations and production interruptions, decrease.

Additionally, certification can enhance an organization's competitiveness. Many clients and business partners value companies with a work safety certificate and may even require it as part of their contracts. This opens up opportunities in new markets and helps the company stand out from its competitors.

The most common occupational safety standards: ISO 45001 and others

The certification of occupational safety systems often relies on international or national standards that provide a clear framework for safety management. The most well-known of these standards is ISO 45001, which is a globally recognized management system for improving occupational safety and health.

• ISO 45001: This standard focuses on the management of occupational health and safety within an organization. It helps companies identify and prevent hazards and promotes continuous improvement. ISO 45001 is based on risk-based thinking and integrates safety into the organization's strategy and daily operations.
• OHSAS 18001: Before the introduction of ISO 45001, OHSAS 18001 was the most widely used occupational safety standard. Although this standard has now been replaced by ISO 45001, many companies have transitioned to the new standard by leveraging their previous certification.
• National standards: In some countries, there are their own occupational safety standards that complement international requirements. For example, in Finland, occupational safety legislation imposes strict minimum requirements, the fulfillment of which may be a prerequisite for certification.
• Industry-specific standards: Certain industries, such as construction or the chemical industry, may have specific occupational safety standards that take into account the particular characteristics and risks of the industry.

Regardless of which standard the organization chooses, it is important that management is strongly committed to the development of workplace safety. This means allocating resources, involving employees, and continuously being prepared to improve practices and processes.

Ultimately, the certification of the occupational safety system is not just a formality, but an investment in the company's future. It helps protect the company's most important resource - its employees - and creates a strong foundation for sustainable and responsible business.

Stages of the certification process

The certification process consists of several important steps that help the company prepare and meet the required criteria. Generally, the process proceeds as follows:

• Preliminary study: The company assesses its current situation and identifies any potential gaps in relation to the chosen standard.
• Planning: The company develops an action plan defining responsibilities, resources, and a timeline to achieve certification.
• Implementation: Practical measures such as risk management practices, employee training, and the implementation of security routines are carried out.
• Internal audit: The organization evaluates its own system to ensure it meets the standard's requirements.
• External assessor review: An independent party conducts the inspection and evaluates the functionality and compliance of the system.
• Issuance of the certificate: When all criteria are met, the organization receives an official certificate.

Preparations: How to start?

Preparing for the certification process begins with thorough pre-preparation. The first step is management commitment. It's important that the company's leadership shows strong support and allocates the necessary resources to carry out the process. This may include both financial and personnel resources.

The next step is to assess the current state. This means reviewing the organization's occupational safety practices and processes and comparing them with the requirements of the chosen standard. Identifying gaps helps determine development areas and prioritize necessary actions.

Finally, the company should draft a clear plan. The plan should define goals, responsibilities, and timelines, and ensure that all departments within the organization are aware of the upcoming process and its implications.

Risk management as part of the occupational safety system

Risk management is an essential part of the occupational safety system and certification. It helps the organization identify potential hazards and assess their impact on employee safety. Risk management covers both physical hazards, such as machine safety, and psychosocial factors, such as the workplace atmosphere.

The risk management process starts with identifying hazards. This can be done through workplace inspections, employee interviews, and analysis of accident statistics. After this, the hazards are assessed, and preventive measures are defined to manage them. The goal is to eliminate risks entirely or reduce them to an acceptable level.

Continuous monitoring and evaluation are also important. The work safety environment can change rapidly, and the organization must be able to respond effectively to new threats and conditions.

Employee engagement and training

Employee involvement is key to the success of the occupational safety system. When employees are aware of safety practices and understand their responsibilities, they can actively contribute to creating a safe work environment. Involvement also increases employee commitment and motivation.

Effective engagement begins with open communication. Employees should be clearly informed about why workplace safety is important and how their actions matter. This can occur in meetings, announcements, or joint training sessions.

Education plays a crucial role in enhancing employees' skills. Through training, employees learn to identify hazardous situations and act safely in various conditions. Training programs should be tailored to the needs and tasks of employees and should include practical exercises and clear instructions.

Finally, employees' feedback must be listened to and taken into account in the development of systems. This creates an atmosphere where safety is a shared responsibility and everyone feels they are part of the solution.

Auditor's role: What to expect from the inspections?

The auditor is a key figure in the occupational safety system certification process. His task is to assess whether the organization's system meets the requirements of the chosen standard. The auditor's role is not limited to mere inspection, but he also acts as an advisory entity, helping the company identify areas for improvement and develop its practices.

The inspection process often includes both documentation evaluation and field audits where the auditor observes how safety practices are implemented in practice. The company should prepare to present all relevant documents, such as risk assessments, training records, and safety instructions. The auditor's questions may also focus on employees whose understanding of safety practices provides valuable feedback on the system's effectiveness.

Common mistakes in the certification process

During the certification process, companies may encounter several challenges that can delay or prevent obtaining the certificate. One of the most common mistakes is inadequate preparation. Without a clear plan and management support, the process can remain incomplete, and critical aspects may be overlooked.

Another common error is inconsistency in documentation. Demonstrating the effectiveness of the occupational safety system requires accurate and up-to-date documentation. Deficiencies in records, such as risk assessments or training reports, can raise doubts about the system's comprehensiveness.

Additionally, insufficient employee engagement can undermine the system's credibility. If employees are unaware of security practices or do not follow them, the auditor may question the company's commitment to the system's operation.

Benefits of certification in the short and long term

In the short term, the certification of a safety management system can bring concrete benefits to the company, such as a reduction in accidents and improved employee satisfaction. Certification also provides a competitive advantage in tenders where clients value a certified system.

In the long term, certification promotes the sustainable development of the company. It creates a solid foundation for continuous improvement and helps the company respond to changing regulatory requirements. Additionally, certification strengthens the company's reputation as a responsible actor, which can attract new customers and skilled workforce.

How to maintain a certified occupational safety system?

Obtaining the certification is only the first step, and maintaining the system requires continuous effort. The company should regularly assess and update its practices to ensure they meet the organization's needs and legal requirements.

In maintenance, it is crucial to continuously train and engage employees. They should be aware of system changes and motivated to comply with its requirements. Internal audits are also important as they help identify potential deficiencies and correct them before external inspections.

Finally, the organization's management must commit to maintaining the requirements of the certified system and promoting a culture of security. This means allocating resources, collecting feedback, and continuously improving procedures. In this way, the system remains up-to-date and supports the company's long-term goals.