Safe Work Method Statement (SWMS) creation and review (Australia) Workflow

Why should we automate SWMS creation and review instead of managing it with spreadsheets and email?

Manually tracking SWMS submissions, supervisor decisions and revisions across email and spreadsheets makes it easy to lose track of which version is current or whether a briefing happened before work started. This workflow creates one record per SWMS with a status and timeline, so preparers, supervisors and safety managers can see exactly where each SWMS stands. It also removes the need to manually chase acknowledgements and decisions, since those emails and status updates happen automatically as the workflow runs.

What is the ROI of using this workflow compared to handling SWMS reviews manually?

The workflow reduces the administrative time spent on sending acknowledgements, tracking revisions and notifying the principal contractor, since these steps run automatically once a SWMS is submitted. Supervisors and safety managers spend their time on the review and briefing tasks themselves rather than on chasing paperwork or checking whether a step was missed. Over many SWMS submissions across a site or business, this time saved on coordination can add up meaningfully.

Who is involved in reviewing and approving a SWMS in this workflow?

The preparer submits the initial SWMS and completes any revision tasks required. The site supervisor reviews the SWMS, records a decision and comments, and later briefs workers before work starts. A safety manager becomes involved only if the supervisor decides the work is unsafe to proceed, recording the actions required to address unsafe conditions.

What happens if the supervisor decides changes are required to the SWMS?

If the supervisor's decision is 'Changes required', the SWMS status is set to Revising and a task is sent to the preparer to revise the work steps, hazards and control measures based on the supervisor's comments. Once the preparer submits the revision, the revised details are saved to the record and the workflow returns to the supervisor review step for a fresh decision. This loop can repeat until the supervisor approves the SWMS or determines it is unsafe to proceed.

What happens if the supervisor decides the work is unsafe to proceed?

If the supervisor records 'Unsafe to proceed', the SWMS status is set to Stopped and the preparer receives a stop work notice that includes the supervisor's comments. A safety manager is then given a task to record the actions required to address the unsafe conditions, and these actions are saved to the record. This gives the business a documented record of why work was stopped and what needs to happen before it can proceed.

How does the worker briefing step work once a SWMS is approved?

Once the supervisor approves the SWMS, the supervisor completes a briefing task where they confirm workers have been briefed, attach the signed sign-on sheet, and record the SWMS review date. These details are saved to the record before the SWMS status is set to Active. Only after this briefing step is completed do the approval notification emails go out to the preparer and principal contractor.

Who is notified when the SWMS becomes active, and what do they receive?

Once the SWMS status is set to Active, the preparer and the principal contractor both receive an email confirming the SWMS is approved and that workers have signed on. The principal contractor receives a further email confirming the same approval, giving them a direct record of the SWMS status for their own site oversight. Both emails reference the SWMS record, which carries its reference number and full timeline of decisions.

Can we customise the fields captured on the SWMS request form or the review tasks?

Yes, workflow changes can be made by describing the change in plain English or by editing the steps directly in the workflow editor, and earlier versions of the workflow are kept. This means fields on the request form, the supervisor review task, or the worker briefing task can be adjusted to match a business's specific site or compliance documentation needs. Any changes take effect for new SWMS submissions going forward.

How do preparers and principal contractors interact with this workflow if they don't have a login?

Preparers submit the initial SWMS through a public request form, and principal contractors and preparers receive updates by email as the SWMS progresses through review, revision, stop-work or approval. Any forms sent to them, such as revision tasks addressed to the preparer, are completed without needing an account. This keeps the process accessible to everyone involved in a SWMS while workspace members handle the review and briefing tasks.

What information does the SWMS record keep for audit or record-keeping purposes?

Each SWMS record keeps a reference number, a current status such as Submitted, Supervisor Review, Revising, Stopped or Active, and a timeline of what happened, including the supervisor's decision and comments, any revised work steps, hazards and control measures, safety manager actions, and worker briefing details such as the signed sign-on sheet and review date. This gives a business a structured record of how each SWMS was handled. Each business should confirm this record meets its own regulatory or record-keeping obligations.