Sending the Perfect Check-In Message for Lone Workers
Table of Contents
Importance of check-in messages for lone workers
The role of technology in enhancing check-in messages
Three key components of a compelling check-in message
Why GPS coordinates are not enough
Best practices for crafting check-in messages
Frequency of safety check-ins
Examples of check-in messages for lone workers
Legal and ethical considerations
Automated Safety Check-in Solutions
Connection and collaboration
Related reading
Recommended lone worker resources
A simple check-in from a worker can significantly enhance safety. This single step allows lone workers to confirm their well-being with their employer, alleviating personal safety concerns while working in isolation. Beyond the action itself, safety check-in messages serve as crucial communication channels for occupational safety monitoring and management.
There are three key reasons why a check-in message should include more than just the lone worker's GPS coordinates, which, while essential, are only one part of the larger picture:
Enhanced Emergency Response:
The message can provide important contextual information that facilitates a quicker and more effective emergency response.
Improved Location Accuracy:
Details such as planned activities and nearby landmarks can help safety monitors and responders locate lone workers more efficiently, especially in buildings and densely populated urban areas.
Reassurance and Well-being:
Regular check-ins reassure everyone involved that the safety of lone workers is being actively monitored and prioritized, fostering a happier workplace where individuals can focus on their tasks with peace of mind.
Importance of check-in messages for lone workers
The information conveyed through check-in messages can be critical in determining the success of a rescue or emergency response, ultimately ensuring that lone workers return home safely at the end of the day. Depending on the safety legislation and regulations in your region and industry, check-in messages may be mandatory for compliance. For instance:
Beyond meeting local legal requirements and regulations, safety check-ins significantly reduce stress by assuring workers that their safety is being monitored while they work alone in vulnerable situations. Check-in messages via safety technologies, such as working alone apps, are especially effective because they are nonintrusive, causing minimal disruption to operations and workflow.
The role of technology in enhancing check-in messages
While check-in messages can be communicated manually by phone, they become significantly more effective when facilitated through Occupational Health and Safety (OHS) software tools, such as lone worker apps and monitoring systems.
Lone working apps automate check-in messages, ensuring employees remember to check in at predetermined times or intervals and that they include the necessary information mentioned earlier. These apps and monitoring systems also enable employers or safety monitors to confirm check-ins and ensure workers' safety, raising an alarm if a check-in is missed.
Due to their simplicity, safety check-in procedures can be seamlessly integrated into existing safety protocols, causing minimal disruption to current operations and tasks. Performing safety check-ins is particularly easy with lone working apps, which can be used on devices like smartphones, allowing lone workers to use them almost immediately.
Three key components of a compelling check-in message
The effectiveness of check-in messages lies in their simplicity and clarity, conveying only essential details. There are three critical types of information that an effective check-in message must include to ensure a swift and successful emergency response:
Current Activity:
This should detail what the worker is currently doing and any potential risks or concerns. Simple messages like “Ok” or “Safe” are insufficient to communicate the needed details. A clear activity description should be succinct yet detailed. For example:
“Working at site #6 until 12 pm. Concerned about cold, rainy weather.”
Nearest landmark(s):
Information about nearby landmarks and geographical indicators can significantly benefit responders when locating a lone worker in an accident. For example, the lone worker’s current activity, details about nearby landmarks must be as specific as possible. Do not send vague descriptions like, “I’m working beyond the hill” or “on the right area of the building.” Be specific and descriptive like, “Will be working at bottom of hill, at the intersection of Remote Road and Main Street, and next to the green utility shed.”
Work plan details:
Any information about the lone employee’s work plan is incredibly valuable when aiding a quick emergency response as well as anticipation of issues and accidents in the future. When messaging the work plan, point form works the best – or however the lone worker wants to communicate relevant details of their shift and upcoming tasks. Again, precise, uncomplicated language works best, providing only relevant information valuable to the safety monitor and employer. For example:
Today’s Work Plan Details:
Coworker and bag pickup
Perform repairs at the discussed location
Clean the site and perform an inspection
Noon team meeting
Equipment removal and cleanup
Avoid:
Today’s Work Plan Details:
Pick up coworker and then get bag from shop
Perform repairs at discussed location
Clean site following repairs and perform inspection
Team meeting at noon
Lunch
Equipment removal and cleanup
Water break
Go home
Why GPS coordinates are not enough
These components of a check-in message provide crucial context that aids employers or emergency responders in locating lone workers, even when their GPS coordinates are used. GPS tracking can encounter challenges such as limited accuracy in indoor environments, dense urban areas, or under adverse atmospheric conditions. The detailed information in a check-in message offers valuable context, allowing for quicker and more precise location of the lone worker.
Best practices for crafting check-in messages
When sending check-in messages, ensure they are simple, free of errors and jargon, and straight to the point. It is imperative that all parties involved agree upon a schedule or times beforehand, including clear expectations of what information their check-in message must include.
Frequency of safety check-ins
The process of safety check-ins involves lone workers reporting their status at predetermined intervals. This strategic approach encompasses three main areas:
Routine Monitoring: Regular check-ins establish consistent communication, making it easier to detect when something is amiss.
Proactive Safety: Requiring lone workers to confirm their safety, even briefly, keeps them engaged with their surroundings and promotes occupational wellness.
Timely Intervention: A missed check-in can trigger a quick response to contact the employee and provide necessary assistance.
The schedule and frequency of these safety check-ins depend on the assessed risk associated with specific tasks, shifts, or work environments. Industry standards or an organization's lone worker policy can also influence check-in intervals. For example:
In a high-risk lone work environment: check-ins may be required every 30 minutes to 2 hours.
In a moderate-risk environment: check-ins might be necessary every 2 to 5 hours.
In a low-risk work environment: check-ins could be needed every 4 to 8 hours.
Ensuring the appropriate frequency of check-ins is crucial for maintaining safety and mitigating potential risks.
Examples of check-in messages for lone workers
Lone workers exist in almost every sector, however, how they check in and the details they must provide can vary from industry to industry.
Home healthcare
The 74-year-old male patient, Henry J., is visiting at Millwoods Ravine's home. He is a large man and may be a challenge to move. The home is located next to Millwoods Elementary, and care will take place in the main living room.
Work plan:
20 min drive to client’s home
2 hours of care
Return to the hospital to prepare a report
Follow-up check-in message:
About halfway through visit. Client is using washroom. No issues and incidents when moving him from his bedroom. I did accidentally get minor scratch on right hand.
Checking-out message:
Back at the hospital . Client was cooperative. Finished on time. Checking out for the day.
Forestry
We need to assess a recent site burn for reclamation work. There has been no one around for 10 miles. I am bringing lots of water because it will be hot today. The area is located on the left side after Tilly Lake.
Work plan:
2 hour's drive to the site
3-hour assessment of area/photos and samples
Check-in every hour
Return to office for a follow-up
Follow-up check-in message:
Assessment going well but hot. Started to feel tired with headache so took 15 min break in shade with lots of water and felt better.
Checking-out message:
I Am done for the day. Area assessment complete – took 10+ photos. Will submit report tomorrow. Checking out for the day.
Social services
Visit the home of a female patient who has not returned calls or text messages. She gets frustrated easily and can be volatile. Apartment building is located above Alby Supermarket, suite #433. Check-in every 30 minutes.
Work plan:
30-min drive to client’s home
2 hour visit with client
Prepare visit report in car
Follow-up message
About 30 mins into visit and she says she is sick. I will see how next hour goes. Will keep my distance and just be cooperative.
Checking-out message:
Finished client visit. Was very short – she was not feeling well. Checking out for the day.
Maintenance engineer at a water treatment facility
Sunday morning for emergency repair. Will be only one at facility aside from cleaning staff. The area is located in the west wing underneath the 6th Street staircase. Will check in every hour.
Work plan :
Locate and assess broken valve
Report damage to manager
Make repairs
Clean area
Follow-up message
Work is going well. Area is very slippery and had to be mopped repeatedly – major slipping hazard but manageable.
Checking out message:
Repair and area clean-up is done. Found additional damage on another valve to be discussed with manager.
Legal and ethical considerations
The legal requirements for protecting lone workers in your organization vary depending on your location in the United States or Canada. However, all employers have a moral and ethical responsibility to safeguard their employees, particularly those working alone in vulnerable environments.
Employers also bear a significant responsibility to securely manage employees’ private data when monitoring their location and work activities. Many lone-working apps, such as SafetyLine, only track the employee’s location during work hours and while the app is in use.
Automated Safety Check-in Solutions
Automated safety check-in systems like SafetyLine ensure that check-ins are not missed and that messages are quickly communicated. These systems provide additional layers of protection for lone workers, complementing the check-in process with features such as:
In-App Panic Buttons: Offer a one-press solution to signal for help, particularly useful when the worker is unable to call or send a text.
GPS Tracking: Provides real-time location data, invaluable during emergency responses or when assistance is needed in an unfamiliar location.
Motion Features and Fall Detection: Utilize smartphone technology and sensors to detect dangerous falls and extended periods of no motion; workers can also shake the device to trigger an emergency alert.
Voice Messaging: Allows workers to communicate information quickly, providing employers and safety monitors with unique details about the employee’s situation, such as urgency in their voice.
Text Messaging: Can be used discreetly when voice messaging is not a safe option.
Connection and collaboration
While simple in theory, the practice of safety check-ins can significantly enhance workplace safety, fostering a culture of connection and collaboration. Employees become more aware of their coworkers’ activities, even when working remotely. Effective check-in messages include current activity, nearby landmarks, and notable work plan details.
Employers should explore the benefits of safety check-in systems to ensure their employees' well-being and demonstrate a commitment to their safety. Whether it's a check-in message or a quick call following a shift, these practices help maintain connection, which is crucial when working alone.
Related reading
Implementing SafetyLine With Your Existing Lone Worker Safety Protocols
Empowering Lone Worker Safety and Compliance with SafetyLine
Best Practices for Managing Lone Worker Safety Protocols, Procedures, and Policies
Staying Compliant with Lone Worker Safety Legislation, Regulations, and Industry Standards – Part 1
Staying Compliant with Lone Worker Safety Legislation, Regulations, and Industry Standards - Part 2
Recommended lone worker resources
Lone worker monitoring white paper/report - National Safety Council
Working Alone – Canadian Centre for Occupational Health and Safety
Working alone or in isolation – WorkSafe BC
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