10/1/2025

Managing safety without a safety department: Five tips to share the responsibility effectively

Even if you have safety in your job title, it is impossible for you to watch everything that happens at every moment.

Even if you have safety in your job title, it is impossible for you to watch everything that happens at every moment. Photo: Shutterstock

“Safety is never just one person’s responsibility,” says Amanda Gorman, health and safety consultant with WSPS. She finds herself making this point often when working with smaller organizations, where there is rarely a dedicated safety department. In these instances, health and safety planning often falls on the owner, or the person who has the most safety training. “In some cases, this may only be Workplace Hazardous Materials Information System (WHMIS),” explains Amanda. And, even if there is a health and safety manager, that person is often without a team appointed to help. “For a one-person department, it can be a lonely and daunting task.” But it doesn’t have to be that way and is not the most effective. Ideally, the responsibility is a shared one.

Instead, Amanda says the workplace should tap into the combined knowledge of the team and get the most competent people to lead by monitoring hazards and controls.

Leverage the Internal Responsibility System (IRS)

Even if you have safety in your job title, it is impossible for you to watch everything that happens at every moment. You need to be able to hand over some of that responsibility to other managers and supervisors. In fact, it’s a legislated requirement.

Sections 25 and 27 of the Occupational Health and Safety Act (OHSA) outline the duties of employers and supervisors, which include identifying and controlling hazards to protect employees from injury and illness. “Every organization – big or small – needs a high-functioning IRS,” reminds Amanda.

The internal responsibility system (IRS) is a mechanism that emphasizes shared responsibility for health and safety and forms the basis of our OHSA. It is a collaborative approach where each workplace party has a defined role in maintaining a safe and healthy workplace. The key is ensuring that everyone in the workplace understands their role and what is expected. For example:

Employers establish safety programs and procedures, provide training, and ensure tools and equipment are in good working condition.
Supervisors organize and oversee the work, ensure safety procedures are followed, and that hazards are controlled.
Workers are expected to follow safety procedures, use the personal protective equipment (PPE) that is provided, and report any new hazards they encounter.

“It really comes down to the safety culture that has been cultivated within the workplace,” says Amanda. “It’s not about checking boxes and getting paperwork done. It’s about fostering behaviours that create a healthy and safe workplace.” When you have a high-functioning IRS, where everyone has the necessary knowledge and training to perform their role, it becomes much easier to delegate tasks and ultimately ensure everyone goes home safe and healthy at the end of the workday.

Strengthen your IRS with these five tips

Amanda offers this advice to help build a strong health and safety culture; the foundation necessary for sharing health and safety responsibilities across the business.

Empower employees with training.
Workplace health and safety is a shared responsibility; everyone needs to be trained. When an employee can recognize and manage hazards, they’re empowered to actively support the IRS and address safety concerns in their workspace, department, or business unit.
Hire or promote people with the right competencies.
A competent supervisor is trained to recognize and control job-specific hazards. Only then can they lead their teams safely, delegate more effectively and manage risks with greater ease.
Make it achievable. People are more likely to complete a request if it seems reasonable/possible. If it seems overwhelming, it's unlikely to get done. Health and safety training helps workers better understand what they are being asked to do and why. A useful tip: Organize documents and other information so that it is easy for managers and supervisors to comply.
Create a hazard inventory. Create a task-specific hazard inventory with input from workers – they know the risks best. For example, gloves may prevent cuts while packing, but if they hinder speed or grip, workers won’t use them, making the solution ineffective.
Foster open communication. A strong health and safety culture requires open communication at all levels; it cannot always be top-down. Make health and safety part of everyday conversations – during team meetings, shift changes, or one-on-ones. Give everyone a voice and encourage active involvement. And. don’t forget to thank your staff for speaking up; This is how you build your IRS through trust.