In every New Zealand workplace, safety operating procedures (SOPs) serve as the frontline tools for preventing harm. But as work environments, risks, and laws evolve, so too must the procedures that protect people.

Reviewing and improving SOPs isn’t just best practice – it’s a legal obligation under the Health and Safety at Work Act 2015 (HSWA).

Failing to keep SOPs current exposes businesses to avoidable incidents, liability, and WorkSafe scrutiny. Robust, up-to-date procedures do the opposite – they build trust, reduce harm, and support a resilient safety culture.

What the law requires: SOPs and the HSWA

Under the HSWA, PCBUs (persons conducting a business or undertaking) must ensure, so far as is reasonably practicable, the health and safety of workers and others. This includes:

identifying hazards and assessing risks;

implementing controls; and

providing clear information, training, instruction, or supervision.

This means SOPs must be fit for purpose, understood and followed by workers, regularly reviewed, and adapted to changes in work practices, equipment, legislation, or incidents. If procedures are outdated or poorly implemented, they may fall short of WorkSafe’s expectations and legal compliance.

Why SOP audits matter

Safety operating procedures are often written during onboarding or after a serious incident, but they’re rarely revisited. Workplaces are dynamic, and stale procedures create real risk.

Common risks of neglected SOPs include:

Procedures that don’t reflect actual practice – what’s written and what’s done are two different things.

Failure to address new hazards or technologies.

Ineffective controls that don’t reduce critical risks.

Gaps in compliance with updated health and safety law or codes of practice.

Poor training outcomes due to unclear or irrelevant instructions.

A proactive audit and review cycle is an organisations best defence against these risks – and sends a clear signal to regulators, insurers, and staff that the business takes safety seriously.

Key triggers for reviewing SOPs

SOPs should never be static. A review should be prompted by:

A near miss or incident involving injury or property damage.

Introduction of new equipment, chemicals, or processes.

Onboarding of new staff or a change in team structure.

Changes in legislation or approved codes of practice.

A scheduled review cycle – at least annually or biennially.

Audit results showing non-compliance or low effectiveness.

Worker feedback or signs of confusion about a task.

How to audit and improve safety procedures

Auditing SOPs doesn’t need to be a massive undertaking – but it must be structured, inclusive, and evidence-based.

Step	What to do
1. Gather procedures	Collect all current SOPs – digital, printed, and informal practices.
2. Compare to actual practice	Observe work being done and speak to workers. Are they following the SOP? If not, why?
3. Check against current risks	Does the SOP address all known hazards and controls relevant today?
4. Review for compliance	Cross-check SOPs with HSWA obligations, industry-specific regulations, and any applicable codes of practice.
5. Assess clarity and usability	Is the SOP understandable, accessible, and practical? Use plain language and include diagrams where helpful.
6. Consult with workers	Engage frontline staff for feedback. They often know what works best.
7. Update, approve, and train	Revise the SOP, ensure sign-off by health and safety leaders or officers, retrain staff, and document the process.
8. Set a review date	Include a clear next review date and assign responsibility.

SOPs are living documents – treat them that way

Workplace safety doesn’t come from the shelf. It comes from ongoing attention, active leadership, and engaged workers. Regularly reviewing and improving safety procedures isn’t about ticking a box – it’s about making sure staff can do their work safely, confidently, and sustainably.

Need health and safety support?

We know that health and safety can sound intimidating. Fortunately, Citation Safety provides access to many Health and Safety resources.

If any of the information in this article has raised any questions or concerns about your health and safety, emergency safety response planning and management, or if you have another workplace matter you need assistance with, please contact our employment relations experts for a free consultation.