The SWMS Wizard
Safe Work Method Statement Linking and Syncing
The SWMS Wizard linking and synchronising
Any device, anywhere at any time
The purpose of a Safe Work Method Statement
Image # 1 – Open the SWMS wizard
Step # 2 – Create a new Safe Work Method Statement
The “General Details” tab is where you start the SWMS. See # 1 in the image below.
Give the SWMS a name, number ( meaningful to you) and the statement date.
Give the method statement a type. See # 2 in the image.
You can either enter the “Type” yourself or select one from the wizard by checking the “Use Type Wizard” box. If you use the Wizard Type, another field will open where you can choose the type of “High Risk” work this statement relates to from the list.
The SWMS will relate to a job. Choose it by selecting it from the selector. See # 3 in the image.
When you’ve completed these details, press the “Save” button.
You’ve now created the SWMS record.
Image # 2 – Creating a Safe Work Method Statement
Step # 3 – Enter assets and chemicals usage
On the “Step 1 of 6 General Details tab (see # 1 in the image below) enter the assets (plant, equipment, machinery or tools) the job requires. See # 2 in the image.
Similarly, enter any chemicals or hazardous good the job requires.
Image # 3 – Enter assets and chemicals the job requires
Step # 4 – Scope of Work
Move to the “Step 2 of 6 Scope /Purpose” tab. See # 1 in the image below
The Scope of Work is the purpose.
#2 When thinking about the scope, ask yourself questions like – What, Why, Where and How will the SWMS be used. See #2 in the image.
Image # 4
Step # 5 – Workplace Details
#1 Move to the “Step 3 of 6 Workplace” tab. See # 1 in the image below.
This step is where we’ll enter all the details about the location of the activity, who will be in charge of the work and the process of maintaining compliance and controls. See #2 in the image.
The location the work will take place should already be a location set up in your Location Register. Select it from the drop-down list. See # 2 in the image.
Workplace Location. Your selected location may be a building site, but the exact location may be “on the second floor”.
Finish filling out the rest of the location related details. See # 3 in the image.
Image # 5 – Workplace details
Step # 6 – Development Details
Move on to” Step 4 of 6 Development” tab. See # 1 in the image below.
Enter their names of any workers or others who have contributed to designing this SWMS. See # 2 in the image.
The assessor or person creating the safe work method statement should sign here by touch on a touch device or a mouse. See # 3 in the image.
Image # 6 – Development details
Define the tasks
Defining the step by step tasks that go to make it all happen is a critical part of the safe work method statement.
Move to the “Step 5 of 6 Tasks” tab. See # 1 in the image below.
To add a Task click the “+ New Task” button. See # 2 in the image.
Image # 7 – Defining the step by step tasks
Step # 8 Creating Tasks
The “Task Details” page should be open after the creation of a new SWMS task. See # 1 in the image below.
Just like the risk assessment, list all the tasks /activities first and in the order of completion. See # 2 in the image. When we’ve got correct, we’ll go on to the next steps.
What is the task or activity? Use simple, concise words to describe it. See #3 in the image.
Any digital file can be attached to this task to clarify the process, for example, an image or video. See # 4 in the image.
Image # 8 – Creating the tasks
Step # 9 – Identify Hazards
This step is where we identify any known or potential hazards in carrying out a task.
To see an example of what is a hazard go to this article.
Move to the “Step 2 of 3 Identify Hazards” Tab. See #1 on the image below.
You can view the risk matrix that we use to define the risk of a hazard. See the full-size version by clicking on the icon. See # 2 in the image.
Describe each hazard the Safe Work Method Statement identifies.
Use the Wizard button to see prompts which will help identify hazards. See # 3 in the image.
Choose the risk rating. See # 4 in the image.
This rating is a combination of;
- the likelihood of this hazard occurring
- the consequences if it did
If you need help deciding on this step look at the risk matrix at #2 in the image.
Image # 9 Identify known and potential hazards
Step # 10 – Initiate Control Measures
We now need to design and implement measures to either eliminate the hazard or control the risk.
We need to do this for each of the hazards we’ve identified in the Safe Work Method Statement.
Go to the first hazard we’ve identified and click the “Edit” button.
Go to the “Step 3 of 3 Control Measures” tab. See # 1 in the image below.
You’ll see a “Hierarchy Of Controls” Icon. See # 2 in the image.
The Hierarchy Of Controls is the international system of determining the best type of control for a hazard.
The ideal control, if it is possible, is elimination.
We try to eliminate the hazard.
For instance, we may have a hazard of falling from a height where a worker is required to retrieve an article from an elevated position, and a ladder or scaffold would be unsafe to use.
We reposition the article in a lower location, therefore, eliminating the hazard.
If we can’t eliminate the hazard, we move to the Substitution level.
Can we substitute the task for another one that doesn’t cause the hazard? For example, we have identified a hazard of a back injury caused by lifting 20kg bags.
A substitution could be reducing the bags in size to 10kg.
Then move to Isolation. Can we isolate the potential hazard from the task?
For instance, can we build a guard or fence to isolate it? Still No?
We move to Engineering. Can we build or buy something that will prevent the hazard from occurring? For instance, if the hazard is a possible back injury from heavy lifting can we make or buy a trolley or winch?
If we still can’t control the hazard, we move to Administration.
Administrative controls involve creating procedures that dictate how the task should be carried out in a way that avoids the hazard.
Personal Protective Equipment (PPE)
The last and least desired level on the Hierarchy of Controls is the use of Personal Protective Equipment or PPE.
If this is the only measure available, you are admitting that the hazard will always be there.
Select the most appropriate control types from the selector. Controls can sometimes combine 2 or more control types. See # 3 in the image.
Describe the control measures that you’re going to implement. See # 4 in the image.
Give the hazard a new risk rating after the implementation of the controls.
This is called a “Residual Risk Rating”. See # 5 in the image.
Press save once you have completed the control measures.
Image # 10 – Initiate Control Measures
Step # 11 Assign Workers
A Person Conducting a Business or Undertaking must ensure that all workers who will be involved in high-risk construction work are provided with information and instruction so they:
- understand the hazards and the risks arising from the work
- are aware of and will implement the risk controls in a Safe Work Method Statement
- know what to do if the work actions are not following the SWMS.
At this step you’ll be entering all the workers who will be involved on this Safe Work Method Statement.
Press the “Step 6 of 6 Workers” tab. See # 1 in the image below.
To add workers press the “+ New SWMS Worker” button. See # 2 in the image.
Image # 11 – Assign Workers
Step # 12 – How To Assign Workers
Enter the worker’s full name, phone number and email address. See # 1 in the image below.
Enter a list of relevant permits and licences relative to the requirements of this job that this worker holds. See # 2 in the image.
Have the worker sign here stating they have read and understood the SWMS. See # 3 in the image.
Access to the Safe Work Method Statement should be given to the workers so they can read and sign that they have read and understood the SWMS and are happy to accept the controls and steps in place.
A worker’s login grants them access to read the SWMS, but they can’t alter it in any way.
They have access to the signature box to sign.
Image # 12 – How To Assign A Worker
Step # 13 – Duplicating a Safe Work Method Statement
For jobs carried out regularly, you can make duplications of any SWMS record.
Duplication saves many hours of work All that’s needed is for updates to be made where the job differs.
Select the Safe Work Method Statement you wish to duplicate, See # 1 in the image below.
Press the three dots and press “Duplicate SWMS”. See # 2 in the image.
If the record is already open, you can select “Duplicate SWMS” from the bottom of the page. See # 3 in the image.
Answer OK to the pop up “Are you sure you want to duplicate this SWMS?”
Wait for the program to load the new SWMS.
You will now notice a new record with the same name, but in red it states it’s a Duplicated Record. See image # 14.
Now, change it out where there are differences in the job.
Image # 13 – Duplicating SWMS
Image # 14 – Duplicated SWMS record
Step # 14 – Attach Files
You can attach an unlimited number of digital files to each Safe Work Method Statement.
These could be reports, images, videos or documents that relate to the procedure.
The attachment feature will help take your health and safety management system to a new level by making it an integrated system.
You can see every attachment and the resources or health and safety items using the attachment by using Simple WorkSafe’s Attachment Manager.
You will find Attachments section at the bottom of the record. Press this category tab to open the attachment section. See #1 in the image below.
To attach a file click the “+ New Attachment” button.
Give the attachment a name. See # 1 in the image below.
Upload your attachment here. See #2 in the image. It must be under 3mb. Once you upload the document, the size will be visible. See #4 in the image.
If the attachment is over the 3,000,000kb, it won’t save. You can upload it to your Dropbox or Google drive and enter the link here in Web Content. See # 4 in the image.
The Web Content box can also be used to link to any URL.
Select the Type (Private or Public). See # 5 in the image.
Private will make the attachment visible to the manager or the supervisor roles. A public choice will be available to all roles including a Worker.
Image # 15 – SWMS attached files
What Have You Got?
Creating a Safe Work Method Statement using the Simple WorkSafe wizard may seem like a lot of work at first, but this is deceptive.
It’ll take a lot longer to complete a well written and detailed safety procedure from scratch or using a paper template. Also, you won’t have the level of detail and linking potential that you have when you use the wizard.
Using the wizard will give you;
- A safe work method statement that’s easily duplicated and edited for repeated jobs, saving many hours of work.
- A full record of every relevant detail including development information.
- Permanently available form any device, anytime and anywhere there’s an internet connection.
- A procedure that’s comprehensive enough to demonstrate your commitment to providing a relevant health and safety management system. And yet easy to view and read.
- A record that you’ll never lose (even if your office is destroyed) and can easily be searched and filtered.
- An ordered list of tasks that’s easily updateable.
- Linking to all the resources that are used in a procedure.
- Easily accessable to workers so they read and sign the SWMS from their phones.
- Comprehensive reports in any format.
- Unlimited attachment of files relating to a safe work method statement.