Planning for 2026: Strengthening Your OHS Management System

As 2025 draws to a close, safety professionals and business leaders are already turning their attention to the year ahead. The foundation of any effective safety management system lies in strategic planning, clear communication, and consistent employee engagement. Under the Occupational Health and Safety Act (Act 85 of 1993), employers are legally required to ensure a safe and healthy working environment, but compliance goes far beyond ticking boxes.

Planning for your 2026 Occupational Health and Safety Management System (OHSMS) should focus on revitalizing your organisation’s commitment to proactive safety culture, structured induction programs, and continuous improvement.

Annual Induction Training is Laying the Foundation for a Safe Year Ahead

Referenced under Section 13 of the OHS Act – “Duty to Inform”.

Every year, a structured induction training program must be rolled out to all employees, contractors, and mandatories. Section 13 of the OHS Act clearly states that every employer must inform employees of hazards to their health and safety and train them on precautionary measures. This is not merely a formality, but a legal requirement and is an investment in safety awareness and operational efficiency.

A well-designed annual induction session does more than communicate policies; it sets the tone for safety leadership. Training sessions should be interactive, scenario-based, and designed to promote positive participation and retention. Keep signed attendance registers and meeting minutes for auditing purposes.

Key elements to include in your 2026 induction:

1. Health, Safety, and Environmental Policy (OHS Act Section 7)
   Start by reaffirming your company’s commitment to health and safety. The policy should include a statement of intent from top management, demonstrating leadership accountability. Employees should understand that safety is a shared responsibility and that management commitment drives performance.
2. General Duties of Employees (OHS Act Section 14)
   Reinforce the “right to know” principle were employees must understand the hazards associated with their tasks, the controls in place, and their duty to report unsafe acts or conditions.
3. Emergency Preparedness and Evacuation Procedures
   Review your evacuation plans, assembly points, and alarm activation protocols. Demonstrate the location of firefighting and first aid equipment. Workplaces should conduct at least one evacuation drill per year.
4. Lockdown and Duress Procedures
   In today’s context, workplaces must also prepare for lockdown scenarios. Staff must understand the difference between evacuation and lockdown triggers, alarm systems, and how to protect all on site in the event of a security threat. A lockdown drill needs to be practiced once a year.
5. Incident, Injury, and Near Miss Reporting
   Encourage prompt and transparent reporting. Clear reporting protocols ensure that near misses are investigated and corrective measures implemented before serious harm occurs.
6. Transport and Driving Safety Policies
   For organisations that use vehicles, transport safety must be emphasised. This includes seatbelt compliance, fatigue management, and vehicle maintenance.
7. First Aid, Fire, and Emergency Response Identification
   Introduce your appointed your trained Health and Safety Representatives (OHS Act Section 17), First Aiders, Firefighters, and Evacuation Marshals. Display their names and contact details clearly in the workplace. This reinforces accessibility and confidence among staff.
8. Policy, Risk Assessment and Safe Working Procedure Updates
   As workplaces evolve, so do risks. Update staff on new machinery, chemicals, processes, or areas under construction. Conduct risk reassessments and update the safe working procedures and communicate the outcomes during the induction to keep everyone aligned and informed. Keep records of the training done.

Creating a Positive and Energised Safety Culture

Annual training is not just a legal exercise it’s a chance to inspire. Encourage participation by including short videos, live demonstrations, and scenario-based learning. For example, demonstrate the use of a fire extinguisher, simulate a spill response, or walk through an evacuation drill. Recognise departments or individuals who exemplify safe behaviour.

When employees see management leading from the front by wearing PPE, attending training, and participating in drills they feel valued and become more committed to maintaining a safe workplace.

Top Compliance offers:

• Customised OHS Induction
• Facilitator-led training sessions
• Evacuation and lockdown plans
• Various templates, checklists and appointment documents
• On-site audits to verify compliance with the OHS Act and Regulations

Disciplinary Code of Conduct and Accountability

A well-drafted Disciplinary Code of Conduct supports accountability and reinforces that health and safety are non-negotiable. The OHS Act (Section 14 and General Administrative Regulations) makes it clear that employees have responsibilities, too.

Incorporate these clauses into your company’s disciplinary code:

1. Failure to follow safe work procedures or safety rules.
2. Non-compliance with health and safety policies or instructions.
3. Neglecting to report incidents, injuries, near misses, or hazards.
4. Tampering with safety equipment or signage.
5. Failing to uphold safety appointment responsibilities (e.g., first aider, rep).

When properly communicated, this code should not feel punitive but instead, it builds accountability and shared responsibility. Reinforce that the goal is prevention, not punishment.

Maintaining Records and Continuous Improvement

Compliance documentation such as attendance registers, meeting minutes, and incident reports forms the backbone of your OHSMS. These documents demonstrate due diligence and are invaluable during Department of Employment and Labour inspections.

Plan, Prepare, and Perform

Planning your 2026 safety management system should begin now. Schedule induction dates, review your OHS policy, update risk assessments, safe working procedures and communicate clearly. Empower every employee from management to ground level to understand that safety is everyone’s responsibility.

Let 2026 be the year your organisation goes beyond compliance building a culture of awareness, trust, and proactive care.

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