How do you ensure the safety of lone workers and adhere to legal standards?
Read on the find out. Here, we explain how to create a robust ‘lone working policy,’ addressing risk assessments and preventive measures to protect your staff. We also cover lone working legislation (UK) and the duties of employees and employers.
Table of Contents
Definitions
Lone Working Policies, Explained
Lone working policies are more than documents; they show a dedication to safeguarding those working independently and act as a key risk management tool. These policies aim to ensure the safety of staff who work without direct supervision by outlining the responsibilities of employers and employees. Bear in mind that these also apply to contractors and self-employed individuals that report into an employer!
Lone Workers, Explained
Lone workers are individuals who work independently (in other words, without close supervision). They’re responsible for their own safety and wellbeing while on the job, which is why they often require support and resources tailored to their type of work. Some examples might include:
- Employees working from home
- Security staff
- Warehouse operatives
Ultimately, anyone working alone without an employer watching over them!
Lone Working Legislation UK
The Health and Safety at Work Act 1974 in place in the UK ensures employees’ health, safety, and welfare, including those working alone. Lone worker policies are usually based on this act.
Managers should also consider the Management of Health and Safety at Work Regulations 1999 when discussing lone worker policies, as it mandates that employers should conduct risk assessments for any activity related to work, the idea being to identify any dangers to health and safety.
But what’s the objective of assessments like these?
Essentially, to understand what the level of risk is for each activity and to implement precautions that limit these risks. One of these precautions might be that lone workers aren’t allowed to carry out that activity when by themselves, which is the case for handling explosives and chemical fumigation activities.
Developing an Effective Lone Working Policy
So, where do you start when creating a policy for your company? First, think about the main elements it should cover, which should include:
- Specific risks associated with job roles
- The policy’s purpose
- Definitions
- Organisational commitment
- Responsibilities
- Reporting procedures
- Information on services and support available
Then, carry out these steps:
1. Identify Risks: What Could Pose a Threat?
The initial step towards implementing a robust lone working policy is looking for metaphorical ‘holes’ in your existing procedures and workplace with an initial risk assessment. These need to be thought about with the risks of working alone, specifically front of mind.
2. Implement Measures: How Can You Minimise Risk?
Next, you need to think about how to control and minimise the hazards you’ve identified. What procedures can you put in place to limit risk? How does this apply specifically to lone workers? These are called ‘control measures’.
A lone worker policy needs to outline these safety measures clearly whilst also considering how they apply to different job roles or departments. Necessary safety precautions might include:
- Communication tools, such as mobile phones and panic alarms
- Periodic safety checks
- First-aid training
- Incident reporting protocols
- Access to counselling
- Personal protective equipment
There’s one more thing to consider here: emergency plans. What should lone workers do during a major incident or crisis? Be as detailed as possible to provide them with as much support as possible and mitigate impacts from an extreme situation.
3. Educate Your Lone Workers: How Can Training Programmes be Used?
Lastly, you need to upskill your lone workers and arm them with the necessary knowledge to handle risky situations by themselves. They need to be aware of safety measures to put into place in situations of minimal supervision. Essentially, you want them to work effectively independently!
Emergency procedures must be taught to lone workers to react appropriately during incidents, including being aware of dangerous areas on different premises. Personal safety training includes instruction on recognising and defusing aggression, and preparing for and avoiding threatening situations.
Beyond training, protecting lone workers also requires sturdy support systems and resources to bolster their safety. Mobile phones and apps, like those incorporated in the Safe Hub system used by the NHS and SoloProtect ID devices, provide essential tools for ensuring the safety of lone workers, especially in high-risk roles.
How do you Delegate Responsibilities in Lone Working Policies?
A lone working policy does more than identify potential risks and implement control measures; it also outlines employers’ and employees’ duties in complying with them.
Responsibilities of the Employer
Employers have the heaviest burden of responsibility here as they must make sure that their teams are medically capable of carrying out their work, which also means evaluating whether they have conditions that could risk their own safety. Sharing knowledge is another key part of employer duty, which means upskilling your teams with training programmes.
Responsibilities of the Employee
As a lone worker, the onus of maintaining your safety also falls on you. You are required to:
- Cooperate with your employer and comply with lone working procedures
- Report potential health and safety risks
- Be well-versed in and adhere to the established lone working policy
- Regularly check-in
- Utilise designated safety solutions
Lone workers, such as those in the NHS, are legally required to take care of their own safety, which includes using their training effectively and ensuring that personal safety devices are operational.
Lone Working Policy Template
It’s no wonder that most companies, a massive 97%, have a lone working policy in place. Despite this, only 1 in 5 lone workers are aware of these policies! This reveals a massive gap that managers need to address.
We’re making it easy by providing a framework for your memo to lone workers. See below for a free lone worker policy template.
[Your Company Name]
Lone Working Policy
Policy Statement:
[Your Company Name] is committed to ensuring the safety and well-being of all employees, including those who may be required to work alone. This Lone Working Policy is designed to establish guidelines and procedures to minimise risks associated with lone working while promoting a safe and secure work environment.
Scope:
This policy applies to all employees who may be required to work alone, either on a regular or occasional basis, regardless of their job role or level within the organisation.
Objectives:
- To identify and assess potential risks associated with lone working.
- To implement control measures to minimise risks and ensure the safety of lone workers.
- To provide lone workers with appropriate training and resources.
- To establish communication protocols for lone workers to stay connected with the organisation.
- To ensure compliance with relevant health and safety legislation.
Responsibilities:
Management:
- The [Management Position/Department] is responsible for assessing and managing the risks associated with lone working.
- They will ensure that lone workers are provided with appropriate training and resources.
- They will review and update risk assessments regularly.
Employees:
- Employees are responsible for familiarising themselves with and complying with this policy.
- They must report any concerns, incidents, or hazards related to lone working to their supervisor or [Contact Person].
Risk Assessment:
- A risk assessment will be conducted for all job roles that involve lone working.
- This assessment will consider factors such as the nature of the work, the location, and the time of day.
- Control measures will be implemented to minimise identified risks.
Control Measures:
- Implementing a check-in system for lone workers.
- Providing personal safety devices or alarms where necessary.
- Ensuring proper lighting and security measures at locations where lone work occurs.
- Providing training on personal safety and emergency procedures.
Training:
- All lone workers will receive training on the risks associated with lone working and the control measures in place.
- Training will cover emergency procedures, communication protocols, and the use of any safety devices provided.
Communication Protocols:
- Lone workers must establish regular check-ins with their supervisor or designated contact person.
- Emergency contact information must be readily available and regularly updated.
Review and Monitoring:
- This policy will be reviewed annually or more frequently if there are changes in lone working practices or incidents occur.
- Feedback from lone workers will be considered during reviews to continuously improve safety measures.
Incident Reporting:
- Lone workers must report any incidents, near misses, or concerns related to lone working promptly to their supervisor or [Contact Person].
Review and Approval:
This Lone Working Policy has been reviewed and approved by [Management Position/Department]. Any updates or amendments will be communicated to all relevant employees.
Effective Date: [Date]
Next Review Date: [Date]
Review by: [Management Position/Department]
Distribution:
- All employees
- [Other relevant departments or positions]
[Your Company Name] is committed to the well-being of its employees and will continuously strive to provide a safe working environment, even for those who may need to work alone.
[Signature]
[Name] [Position] [Date]
Frequently Asked Questions
What is a lone employee policy?
The lone employee policy is an official written document that outlines the risks and responsibilities for both the employer and the employee in ensuring the safety of employees working alone. This policy is crucial for providing guidelines and support for lone workers.
Is there a law about working alone?
Yes, there is no general legal prohibition on working alone. The Health and Safety Executive states that it is often safe to work alone, but the law requires one to address any health and safety risks.
What is an example of lone working?
Examples of lone working include people working alone in a petrol station, kiosk, or shop, as well as those working alone in factories, warehouses, quarries, and fairgrounds. Delivery drivers, health workers, and engineers are also considered lone workers.
How can risks be identified in a lone working situation?
Risks in a lone working situation can be identified through an initial risk assessment, step-by-step analysis of activities, regular recording and reviewing of risk assessment findings, and reviews of past accident and ill-health records. Conducting these processes can help in ensuring a safe work environment.
What are some examples of control measures in a lone working policy?
Control measures in a lone working policy can include communication tools, periodic safety checks, first-aid training, incident reporting protocols, and access to counselling and personal protective equipment to ensure the safety and well-being of lone workers.
