Systematic Work Environment Management
About health and safety at work
The work environment management that all employers must carry out must also apply a systematic method that follows the Swedish Work Environment Authority's regulation 2001:1. Reading regulations is not the most fun, especially when you hear the above heading. But it is certainly the basis for successfully running a business with staff. That's why it's a great shame that society hasn't done a better job of making it more accessible. Luckily for you, we make this easy.
Short version
In summary, the following can be said:
Systematic work environment management aims to prevent ill health and accidents in Swedish workplaces. This is done by the employer:
1. examines
2. implement and
3. monitors the activities
The short version's 10 steps to implement systematic work environment management
- This work should be a natural part of daily work and should cover all aspects of work such as the physical, psychological and social conditions.
- Everyone who works in the company should be given the opportunity to participate in the work environment.
- There must be a health and safety policy that describes how to prevent ill health.
- The employer must delegate the tasks to a number of managers in the company, who must have the appropriate authority and knowledge
- The employer must ensure that staff are aware of the risks of the work and that these are in writing if the risks are serious
- Employers must carry out risk assessments and in particular when there are changes in the business
- If a member of staff suffers an illness or accident, it must be investigated
- What needs to be addressed should be addressed immediately; if it cannot be addressed, an action plan should be drawn up.
- The work environment management shall be followed up at least annually and documented
- If the employer does not have competence in systematic work environment management, they should hire a consultant, for example, occupational health services or others who have the competence to help the employer (for example, Lew Lex)
The Swedish Work Environment Authority's regulation on systematic work environment management (2001:1) the holy scripture
The regulation
The regulation consists of two pages with 12 paragraphs. Below it is slightly rewritten to be easier to read. The original version is available on the Swedish Work Environment Authority's website.
Scope of the regulation (1§)
These regulations apply to all employers. Employers are defined as those who hire workers.
What systematic work environment management means according to the regulation (2§):
Examine, implement and monitor the activities in such a way as to prevent ill health and accidents at work and ensure a satisfactory working environment.
Natural part of the activity (3§)
Systematic work environment management shall be a natural part of daily activities. It must cover all physical, psychological and social conditions that have a bearing on the working environment.
Participation (section 4)
Employers must give workers, safety representatives and student safety representatives the opportunity to participate in systematic work environment management.
Health and safety policy (5§)
There shall be a health and safety policy describing the working conditions in the employer's activities in order to prevent ill health and accidents at work and to achieve a satisfactory working environment.
There must be procedures describing how systematic work environment management is to be carried out.
The health and safety policy and procedures shall be documented in writing if there are at least ten workers in the establishment.
Division of tasks (6§)
The employer shall allocate tasks in the undertaking in such a way that one or more managers, supervisors or other workers are responsible for ensuring that occupational risks are prevented and that a satisfactory working environment is achieved.
The employer shall ensure that those entrusted with these tasks are sufficient in number and have the authority and resources to
necessary. The employer shall also ensure that they have sufficient knowledge of
- rules that have an impact on the working environment,
- physical, psychological and social conditions that pose risks of ill health and accidents,
- measures to prevent ill health and accidents, and
- working conditions that promote a satisfactory working environment.
The employer must ensure that those to whom the tasks are assigned are sufficiently competent to carry out effective systematic health and safety management. In addition, the requirements of Annex 1 must be met.
The allocation of tasks must be documented in writing if there are at least ten workers in the establishment.
Annex 1:
Those to whom the employer has given tasks in the work environment according to section 6 shall
- access to occupational injury reports under the Occupational Injuries Insurance Act (1976:380),
- access information on the preventive health and safety measures in the business and on action requirements from
the Swedish Work Environment Authority and
- be allowed to make comments to the employer on
- the selection of other workers with health and safety responsibilities,
- the selection of the workers needed to carry out first aid, fire fighting and evacuation,
- the use of occupational health services or equivalent external expert assistance,
- the organization of the work environment,
- risk assessments,
- measures to prevent ill health and accidents,
- the personal protective equipment that may be needed,
- occupational injury claims,
- what information they need to have access to about preventive health and safety measures in the business and about action requirements
from the Swedish Work Environment Authority and
- how to provide information on these issues.
Knowledge (§7)
The employer shall ensure that workers have sufficient knowledge of the work and the risks at work to prevent ill health and accidents and to achieve a satisfactory working environment. Where the risks at work are serious, there shall be written instructions for the work.
Risk assessment (8§)
Employers must regularly examine working conditions and assess the risks of ill health or accidents at work.
When changes in activities are planned, the employer shall assess whether the changes entail risks of ill health or accidents that may need to be addressed.
The risk assessment shall be documented in writing. The risk assessment shall state what risks exist and whether they are serious or not.
Investigation of ill health and accidents (9§)
If an employee suffers an illness or accident at work and if a serious incident occurs at work, the employer must investigate the causes so that risks of illness and accidents can be prevented in the future.
Measures (10§)
The employer shall immediately or as soon as practicable take the measures necessary to prevent occupational illness and accidents. The employer shall also take the measures otherwise necessary to achieve a satisfactory working environment.
Measures not implemented immediately shall be recorded in a written action plan. The plan shall specify when the actions are to be completed and who is to ensure their completion.
Monitoring and documentation (§11)
The employer must carry out an annual follow-up of the systematic work environment management. If it has not worked well, it must be improved.
The follow-up must be documented in writing if there are at least ten workers in the establishment.
The measures implemented shall be verified.
Occupational health services (12§)
When the competence within the company is not sufficient for systematic work environment management or for work adaptation and rehabilitation, the employer must call in occupational health services or equivalent expert help from outside.
When occupational health services or similar expert assistance is used, it must be of sufficient scope and have sufficient competence and resources for this work. In addition, the requirements of Annex 2 must be met.
Annex 2:
The employer shall ensure that the occupational health service or equivalent external expert assistance hired in accordance with section 12
- receive information on the factors affecting or suspected of affecting the health and safety of workers; and
- have access to information on
- current occupational health and safety risks,
- preventive measures and
- the measures taken to designate, train and equip the workers needed to carry out first aid,
fire fighting and evacuation.
The information shall apply both to the activity as a whole and to each individual workplace or each individual job.
