Safe Work Method Statements (SWMS) are essential documents in the construction and trade industries, designed to ensure safety and compliance with legal requirements. They’re an important step in mitigating risk and ensuring that staff aren’t injured on site.

For small businesses, however, the process of creating and managing SWMS can be daunting and difficult to the business. The good news is that there are ways to make SWMS more cost effective and manageable.

How SWMS Documents Can Be Challenging for Small Businesses

Small businesses often face unique challenges when it comes to SWMS. Unlike larger companies, they may not have dedicated safety officers or extensive administrative support. Here are some common difficulties:

  • Lack of Expertise: Small business owners and employees might not have specialised knowledge in safety regulations and documentation. As a result there is the risk that the SWMS document won’t be adequate for the work site.
  • Time Constraints: With limited staff, finding the time to create detailed SWMS can be challenging.
  • Resource Limitations: Small businesses may not have the financial resources to hire external consultants or purchase expensive software.
  • Complexity of Regulations: Navigating the legal requirements and ensuring compliance can be overwhelming, especially for those new to the industry.

All of these challenges can potentially put workers at risk and expose the business to legal penalties, making the SWMS one of the bigger problems for any small business.

How to Approach SWMS Obligations in Small Business

Despite these challenges, small businesses can effectively manage their SWMS obligations by adopting a strategic approach that leverages materials that are already readily available, rather than trying to develop a SWMS from scratch with each work site.

  • Utilise Templates: Templates provide a structured format that simplifies the process of creating SWMS. A good SWMS template can ensure that all necessary sections are included and help maintain consistency across documents.
  • Seek Guidance from Industry Associations: Organisations like NECA offer resources and support tailored to small businesses. Members can access our templates, guidelines, and expert advice to help businesses not only fill out a SWMS, but make sure that they’re doing so properly and with complete compliance.
  • Invest in Training: Educating employees about the importance of SWMS and how to complete them correctly can save time and reduce errors. Training sessions can be conducted in-house or through external providers – this is also good for the employee as it means they’re building their career skills.
  • Leverage Technology: There are various software solutions designed to streamline the creation and management of SWMS. These tools can automate parts of the process, making it more efficient and less time-consuming.
  • Regular Reviews and Updates: SWMS should be living documents that are regularly reviewed and updated to reflect changes in work practices, equipment, or regulations. Establishing a routine for periodic reviews ensures ongoing compliance and safety.

By adopting these strategies, small businesses can manage their SWMS obligations more effectively, ensuring both compliance and safety without overwhelming their operations.

Are SWMS Expensive?

The cost of creating and managing SWMS can be a concern for small businesses. While it’s true that SWMS can be expensive, especially if external consultants are hired or specialised software is purchased, there are cost-effective solutions available.

  • Industry Associations: NECA, for example, offers affordable resources and support for small businesses. By becoming a member, businesses can access templates, guidelines, and expert advice at a fraction of the cost of hiring a consultant.
  • Free and Low-Cost Templates: NECA’s SWMS templates are superior, written by legal experts, but also highly affordable. These templates can be customised to suit the specific needs of the business, reducing the need for expensive software or consultants.
  • In-House Expertise: Investing in training for employees can be a cost-effective way to build in-house expertise. This reduces the reliance on external consultants and allows the business to manage SWMS internally.
  • Technology Solutions: While some software solutions can be expensive, there are also affordable options designed for small businesses, and once set up the process can become repeatable. These tools can streamline the process and reduce the time and effort required to create and manage SWMS.

By leveraging these cost-effective solutions, small businesses can manage their SWMS obligations without incurring prohibitive expenses.

Managing SWMS can be challenging for small businesses, but it doesn’t have to be overwhelming. While there may be costs involved, there are also highly affordable solutions available that make SWMS accessible for small businesses. With the right approach, small businesses can create and manage SWMS effectively, ensuring the safety of their workers and the success of their operations.