What are Administrative Controls? Definition and Workplace Impact

Administrative Controls refer to changes in the way work is organized, performed, and managed to reduce exposure to psychosocial hazards. Unlike "Elimination" (removing a hazard entirely), Administrative Controls focus on the human and systemic side of work. They include the implementation of policies, the delivery of specialized training, and the adjustment of work schedules or workflows.

In a PHS context, these controls are used to "buffer" the impact of inevitable workplace stressors. For example, if a high-pressure deadline cannot be eliminated, an administrative control might be a policy that prohibits after-hours emails or a temporary shift in workload distribution to prevent burnout.

The Standard Definition (CSA Z1003 / ISO 45003)

Under ISO 45003 and the National Standard, Administrative Controls are the third level in the Hierarchy of Controls. They are used when a hazard cannot be reasonably eliminated or substituted. The standards emphasize that these controls must be:

• Systemic: Embedded into the PHS-IMS rather than being informal "one-off" favors.

• Communicated: Clearly documented in employee handbooks and reinforced through leadership.

• Monitored: Subject to regular review (i.e. Continuous Improvement) to ensure the change in work design is actually reducing risk and not creating new stressors.

Why Administrative Controls Matter for Leaders & HR

They allow leaders to address specific "Red Zone" triggers—like excessive overtime—without halting operations. These controls can be scaled and adjusted based on real-time data from pulse surveys or health and safety audits.

Implementing these controls provides tangible evidence that the organization is taking proactive steps to protect employee well-being (i.e. Duty of Care).

How to Address Administrative Controls in Your Organization

Most employers already utilize some form of administrative control through basic legal compliance. However, to move toward a high-performance strategy, these must be applied through a formal PHS lens using a systematic framework.

All administrative changes should be recorded within your PHS-IMS. This ensures that the shift from silos to synergy is measurable, allowing you to track whether a policy change actually resulted in lower absenteeism or higher engagement..

Expert Insight

Administrative Controls are only as strong as their enforcement. A "Right to Disconnect" policy is not a control if managers continue to call employees on their time off; it is merely a document. True administrative control requires leadership accountability to ensure the "way work is done" actually changes.