Efficiency and safety are two central factors for a well-functioning workplace. When procedures and routines are followed consistently, accidents can be prevented, operations can be optimized, and the working environment becomes more motivating and productive. These principles form the very essence of internal control. But how do you implement robust internal control in practice, and how can it be maintained and continuously improved?
In this article, we dive into what internal control involves, why it’s vital for any organization, and how you can integrate effective HSE practices into a busy work schedule. Regardless of your sector or role, you’ll learn how to strengthen the work environment in your organization.
What Is Internal Control?
To carry out systematic HSE (Health, Safety, and Environment) efforts, you need a clear structure for planning, execution, and maintenance of measures. This is typically done via an HSE system that manages everything from planning and performing tasks to updating HSE-related activities, all in line with current regulations.
An important part of this is documentation, which is where internal control comes into play. Internal control addresses how a company plans, monitors, and ensures its HSE system actually works. In other words, it acts as a form of quality assurance ensuring HSE legislation is followed. You can think of internal control as the company’s self-managed check on its HSE system.
Is Internal Control Required?
Yes. According to Norwegian law, all companies are obliged to carry out internal control. The HSE regulations establish minimum requirements for securing a safe work environment.
Who Is Responsible?
The employer holds the overarching responsibility for HSE, including the introduction and follow-up of internal control. A managing director usually carries the ultimate responsibility, but the tasks can be delegated. Meanwhile, it’s crucial that all employees participate and contribute to the actions taken.
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The Value of Systematic HSE Efforts
Carrying out systematic HSE isn’t just a legal requirement—it also provides significant advantages:
- Legal Compliance: Avoid fines, sanctions, and reputational damage.
- Proactive Risk Management: Implement preventive and compensatory measures before small issues escalate.
- Improved Work Environment: A safe, motivating setting helps employees thrive and perform better.
- Lower Absenteeism and Accident Rates: Effective HSE reduces the likelihood of injuries and strains.
- Positive Reputation: Companies with a conscious approach to safety and quality earn trust from customers, partners, and potential employees.
In other words, systematic HSE is like a barometer of a company’s health—both physically and psychosocially. Without an effective internal control system, you risk higher injury rates, reduced efficiency, and damage to your reputation.
Documenting the Work
Norwegian law requires HSE efforts and internal control to be documented. Many find this process time-consuming and uninteresting, but the right tools can make documentation simpler and more meaningful.
Essentially, there are five components that should appear in your internal control’s written documentation:
- HSE Objectives
- Organizational Overview (responsibilities, tasks, and authority related to HSE)
- Risk Assessments, along with corresponding actions and plans
- Procedures for Dealing with Non-Compliance: How to identify, rectify, and prevent legal violations
- Systematic Monitoring and Review of internal control
With a well-designed HSE system, the documentation process becomes less burdensome because forms, checklists, and reports can often be filled out in real time, using automated alerts and reminders.
Streamlining Documentation with Business Online
Business Online has a comprehensive quality management system that allows you to document HSE efforts on an ongoing basis, helping you avoid last-minute scrambles and ensuring that all incidents are captured. At the same time, it’s flexible enough to adapt as new requirements arise—both internally and externally.
Every project in Business Online has its own workspace, where you can easily log deviations and conduct risk assessments, whether individually or as part of a work process. These deviation and risk data automatically feed into the KHMS module, providing management with a visual dashboard of the company’s “health status.” This setup lets you quickly identify which areas of the organization need extra attention.
Deviations can also be reported directly via the KHMS module, which is helpful for events outside specific projects. Enabling straightforward reporting of deviations is crucial because quality work shouldn’t be confined to the leadership team. That’s why Business Online equips all employees with the tools needed to adhere to industry standards and internal guidelines.
Conclusion
Internal control isn’t merely about meeting regulations—it’s an investment in better operations, safer workplaces, and a culture of continuous improvement. By following a systematic HSE plan that includes clear routines, risk assessments, and procedures for handling non-compliance, you establish a solid platform for both well-being and profitability.
A digital HSE system like Business Online can further simplify and streamline the process, making internal control a routine part of everyday activities rather than a sporadic effort. Remember, internal control is an ongoing process: when you commit to regular updates, evaluations, and improvements, your company will be far more prepared for future demands and challenges.