Best Practices for Managing Lone Worker Safety Protocols, Procedures, and Policies
Table of Contents
Define the Scope of Lone Workers
The 3 Ps: Establish Comprehensive Protocols, Procedures, and Policies
Look at local safety legislation and regulations
Conduct Hazard Assessments and Risk Analysis
Involve Staff in the Safety Process
Leverage Safety Technology and Monitoring
Provide Comprehensive Safety Training
Promote Education and Awareness
Accessible and intelligible
Regular Updates and Reviews
Anticipating Future Hazards
Lone worker policy template
Lone worker safety is always evolving. Like other occupational health and safety areas, lone worker safety changes with the times and new safety hazards and risks. To stay on top of your lone worker safety and ensure it’s moving forward, employers need to have solid lone worker safety protocols, policies, and procedures in action, helping guide important safety steps to protect these people.
In this article, we will explore key best practices that have been refined over years of experience in lone worker safety. By following these practices; organizations can enhance their safety protocols and ensure the well-being of their lone workers.
Define the Scope of Lone Workers
To establish effective safety protocols, it is important to clearly define who qualifies as a lone worker within your organization. While the concept of lone workers generally refers to individuals who work without immediate supervision or the presence of co-workers, the specific circumstances can vary across industries.
While the circumstances may be similar, lone workers at your organization can look different, depending on the environment. For example, a lone worker can be a utility worker performing repairs in a rural location or a home healthcare employee providing care in a patient’s home. These vulnerable employees can look different from the industry with six categories of lone workers.
You must also establish a safe working environment for your lone workers, considering their rights if they feel it is an unsafe work environment. Can they refuse to work if they feel their safety is in jeopardy?
The 3 Ps: Establish Comprehensive Protocols, Procedures, and Policies
Now that you’ve identified who works alone at your organization, let’s look at lone worker safety and the protocols, policies, and procedures that guide it.
Your safety protocols are detailed plans for the safe performance of a specific work task or activity. Common safety protocols include plans for OHS issues like workplace violence and mandatory personal protective equipment (PPE). Within these protocols, safety procedures are developed, which are standardized processes to protect lone workers in specific circumstances like areas where there may be a fire hazard and significant potential for burns or an old structure that has a high slip and fall risk for the employees.
Guiding these protocols and procedures are your safety policies and detailed documents that, according to the Canadian Centre for Occupational Health and Safety (CCOHS) “guide actions” that will promote workplace health and safety. A policy will include a number of protocols and procedures, and all are coordinated towards a central safety OHS objective.
Look at local safety legislation and regulations
In order to develop effective lone worker policies, they must be consulted with any local OHS legislation and regulations that apply to your lone workers and industry. Broadly speaking, lone workers are protected by the Westray Law in Canada, which holds organizations and individuals criminally liable for “failure to take reasonable measures to protect employee safety.” In the United States, the Occupational Safety and Health Administration (OSHA) enforces working-alone regulations and the practice of duty of care.
Conduct Hazard Assessments and Risk Analysis
Safety protocols and procedures are impossible to develop when you don’t know the safety hazards your team members face. By performing regular hazard assessments of your work environment(s) and circumstances, protocols, and procedures can then be developed to mitigate the identified occupational hazards.
Involve Staff in the Safety Process
Engaging employees at all levels of the organization is essential for developing effective safety protocols, procedures, and policies. Conduct staff-wide consultations through surveys, workshops, or safety committees to gather insights and perspectives on existing hazards and potential dangers. Employees often possess valuable firsthand knowledge and experiences that can contribute to the development of robust safety measures.
Leverage Safety Technology and Monitoring
Advancements in safety technology have significantly enhanced the ability to protect lone workers. Consider implementing lone worker safety solutions such as lone worker safety solution apps on smartphones or wearable devices equipped with panic buttons, GPS tracking, and automatic incident detection. These technologies enable real-time monitoring of lone workers' safety and provide immediate assistance in emergencies. Select the most suitable technology based on your lone worker roles' specific needs and risks.
Provide Comprehensive Safety Training
The written protocols and procedures in your safety policies will require an education component to communicate the protocols and procedures themselves and the reason why these formalized steps are in place – how their safety will benefit. One of the most engaging ways to teach lone workers about safety is through in-person training sessions with their coworkers. Not only will safety training more effectively teach important OHS material and practices, but it will also build comradery and connections amongst the employees.
Promote Education and Awareness
Particularly when a protocol or procedure is new, lone workers may need educational materials and reminders to stay updated on the proper ways to respond to specific OHS emergencies. Any policies and their corresponding protocols must be documented in a protected electronic file such as a secured PDF and only editable to assigned employees. Educational safety resources can also include visible signs and decals, reminding lone workers of important protocols or safety steps.
Accessible and intelligible
When developing written policies, protocols, and procedures, it is crucial to ensure that they are accessible and understandable to all readers. Avoid using confusing jargon or acronyms, opting instead for straightforward and clear wording that can be easily comprehended by all audiences. By employing language that is inclusive and free from unnecessary complexity, you can ensure that your safety documentation is effective in conveying essential information to lone workers.
Regular Updates and Reviews
Just like hazard assessments, your safety policies and protocols should undergo regular updates to remain relevant and effective. Changes in staffing, work environments, work locations, natural surroundings, weather conditions, and organizational goals and objectives should prompt a thorough review of existing safety measures. It is essential that your lone worker safety policy and protocols accurately reflect the current health and safety environment within your organization. By proactively reviewing and updating your safety documentation, you can adapt to changing circumstances and maintain the highest level of protection for your lone workers.
Anticipating Future Hazards
While it is essential to focus on the present safety of your lone and remote workers, it is equally important to anticipate potential future safety hazards. By identifying emerging risks and trends, you can develop proactive safety protocols and procedures to mitigate them effectively. Analyzing the effectiveness of past protocols and procedures can provide valuable insights into areas for improvement and guide your decision-making process. By creating safety policies that are flexible and adaptable, you can ensure the well-being of your team in the face of evolving occupational hazards.
Lone worker policy template
If your organization does not yet have a lone worker policy in place, we have prepared a free template to help you get started. This comprehensive guide will provide your employees with the necessary resources to work safely and will educate them about essential emergency response procedures. Implementing a lone-worker policy will empower individuals working alone to make informed decisions and take greater responsibility for their well-being at work. You can download the free template by filling out the form below:
Utilizing this template as a foundation allows you to customize and tailor it to your organization's specific needs, ensuring that your lone workers are equipped with the tools and knowledge they need to stay safe.
In conclusion, effective management of lone worker safety protocols, procedures, and policies is paramount for ensuring the well-being of employees who work alone. By defining the scope of lone workers, developing comprehensive safety measures, complying with relevant legislation, identifying hazards, involving staff in the process, utilizing safety technology, providing training and education, ensuring accessibility of written materials, and anticipating future risks, organizations can create a safe and supportive environment for lone workers. Prioritizing lone worker safety safeguards employees and demonstrates a commitment to their well-being. By implementing best practices, organizations can protect their lone workers and foster a culture of safety within their workforce.
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