Creating a Lone Worker Policy

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

Creating a lone worker policy is essential for any business to ensure their employees’ safety and wellbeing whilst working alone. Neglecting to implement an effective policy can have serious consequences, leading to physical and mental harm, as well as potential accidents, injuries or fatalities. That’s why the Genie AI team is on hand to provide free lone worker policy templates for anyone looking for guidance on drafting and customizing high quality legal documents.

The draft policy should include consideration of the following: risk assessment (i.e. evaluating the work environment, tasks being undertaken, equipment used and any other potential hazards), training (including how to use tools safely and how to contact emergency services in case of an accident), communication systems between lone workers and colleagues/relevant personnel (mobile phones/two-way radios/other devices) monitoring systems (CCTV/tracking devices) plus support resources such as mental health services, safety equipment and emergency response teams.

At Genie AI we believe that having an effective lone worker policy in place can not only help protect employees from potential risks but also improve employee morale and engagement - without the need for costly lawyers or expensive legal fees! Take a look below for our step-by-step guidance on creating your own lone worker policy today - no account required - just read on!

Definitions (feel free to skip)

Lone Worker Policy: A set of rules, processes, and procedures that are put in place to keep employees safe while they are working alone.
Hazard: A potential source of harm that could cause an accident, injury, or other negative outcome.
Likelihood: The probability that something will happen.
Severity: The degree of harm that could be caused by a hazard.
Protocols: A set of rules or guidelines that must be followed in order to achieve a certain goal.
Reporting: The process of conveying information to a person or organization.
Responsibilities: Duties or tasks that are assigned to a person or organization.
Communication Protocols: A set of rules or guidelines that must be followed when communicating with someone.
Training: The process of learning a new skill or set of skills.
Monitoring: The process of observing and tracking the actions of someone or something.
Reporting Requirements: A set of rules or guidelines that must be followed when reporting information.
Disputes/Grievances: A disagreement or complaint between two or more parties.
Incidents/Emergencies: An event or situation that requires immediate action.

Contents

• Identifying which employees require a Lone Worker Policy
• Assessing the risks associated with lone working
• Identifying potential hazards
• Determining the likelihood of a hazard occurring
• Evaluating the severity of the hazard
• Establishing processes and procedures for lone workers
• Establishing safety protocols
• Establishing a system for reporting hazards
• Establishing work schedules
• Establishing protocols for contacting supervisors
• Setting out the responsibilities of the employer, the lone worker, and the supervisor
• Establishing the communication protocols for lone workers
• Establishing protocols for communication devices
• Establishing protocols for checking-in with supervisors
• Establishing training requirements for lone workers
• Establishing a training program for lone workers
• Establishing a system for tracking training completion
• Establishing a system for monitoring lone workers
• Establishing a system for tracking location
• Establishing a system for tracking work progress
• Establishing reporting requirements for lone workers
• Establishing a system for reporting accidents and incidents
• Establishing a system for reporting progress and changes
• Establishing a system for resolving disputes and grievances
• Establishing a system for responding to incidents and emergencies
• Establishing a system for contacting emergency services
• Establishing a system for notifying supervisors and other staff

Get started

Identifying which employees require a Lone Worker Policy

• Identify which employees are regularly required to work alone.
• Make a list of job roles and tasks that will require lone working.
• Consider the types of risks associated with the job roles that require lone working.
• When you have a list of job roles and tasks that require lone working, you can check this off your list and move on to the next step.

Assessing the risks associated with lone working

• Review the work environment and any potential risks associated with lone working
• Consider any potential physical and mental health hazards associated with lone working
• Identify any external threats that may pose risks to lone workers
• Assess the safety measures that can be put in place to minimize risks and protect lone workers
• Evaluate the need for any additional safety measures or special equipment
• Determine what level of risk is acceptable and implement appropriate safety measures
• When assessing the risks associated with lone working is complete, you can move on to the next step.

Identifying potential hazards

• Identify the potential hazards associated with lone working, such as physical hazards (e.g. slips, trips, falls, hazardous materials, etc.), psychological hazards (e.g. stress, fatigue, isolation, etc.), and security hazards (e.g. theft, arson, vandalism, etc.).
• Consider the environment in which the lone worker will be operating, the tasks they will be performing, and any other factors that may be relevant.
• Make a list of the identified hazards and determine their risk levels.
• You will know you have completed this step when you have identified the potential hazards associated with lone working and have determined their risk levels.

Determining the likelihood of a hazard occurring

• Assign a risk rating to each hazard. Consider the frequency, duration, and controllability of the hazard.
• Use a risk rating scale (e.g. low, moderate, high) to rate each hazard.
• Take into consideration any existing controls that are in place to minimize the hazard.
• When you have completed the risk rating for all identified hazards, you can move on to the next step.

Evaluating the severity of the hazard

• Assess the severity of the hazard in terms of potential injury or damage to property
• Consider the nature, duration and extent of the hazard and the potential harm it can cause
• Determine the level of risk associated with the hazard and how it can be addressed
• Establish a rating system to determine the severity of the hazard
• Once the severity of the hazard has been determined, you can move on to establishing processes and procedures for lone workers.

Establishing processes and procedures for lone workers

• Draft a Lone Worker Policy that outlines the processes and procedures for lone workers and the safety protocols that must be followed.
• Ensure that the policy outlines the roles and responsibilities of the lone worker and their supervisor, as well as the monitoring measures that will be in place.
• Provide training and education to lone workers and their supervisors on the policy and the safety protocols to be followed.
• Ensure that the policy is reviewed and updated as needed.

Once you have drafted the policy, trained staff, and reviewed it for updates, you can move on to the next step, Establishing safety protocols.

Establishing safety protocols

• Establish clear safety protocols for lone workers, including:
• Establishing guidelines for when a lone worker is allowed to work, such as which times of day and how long.
• Establishing a system for lone workers to report hazards or safety concerns.
• Establishing a system for tracking lone workers, such as a check-in system or an app-based system.
• Establishing an emergency response plan in case a lone worker is injured or in danger.
• When the safety protocols have been established, you can move on to the next step of establishing a system for reporting hazards.

Establishing a system for reporting hazards

• Create a reporting system for any hazards that lone workers may face, such as hazardous materials, hazardous equipment, and other potential risks.
• Establish a system for lone workers to report this information to management, and to whom management should report the information.
• Provide training to lone workers on the proper use of the reporting system and how to report hazards.
• Evaluate the reporting system on a regular basis to ensure that it is effective.
• Check and make sure that the reporting system is working and that lone workers are using it.

Once these steps have been completed, you have successfully established a system for reporting hazards and can move on to the next step in creating a Lone Worker Policy.

Establishing work schedules

• Determine the hours of the day and days of the week that the lone worker is expected to be working and document them in the policy.
• Agree on the number of hours that constitute a full-time and part-time job, and include this in the policy.
• Establish the minimum number of hours that a lone worker can work in a single day and document this in the policy.
• Establish the maximum number of hours that a lone worker can work in a single day and document this in the policy.
• Make sure that the policy includes provisions for overtime and/or extra work hours when needed.

When you have documented all of the above information regarding work schedules in the policy, you can check this step off and move on to the next step.

Establishing protocols for contacting supervisors

• Determine who the lone worker is allowed to contact in case of an emergency.
• Set out guidelines for when, how often, and what type of contact should be made with a supervisor.
• Decide how often contact should be made, such as hourly, daily, or weekly.
• Decide what type of contact should be made, such as a phone call, email, or text.
• Establish a protocol for what the supervisor should do in the event of an emergency.

Once these protocols have been established, you can move on to setting out the responsibilities of the employer, the lone worker, and the supervisor.

Setting out the responsibilities of the employer, the lone worker, and the supervisor

• Identify the roles and responsibilities of the employer, the lone worker, and the supervisor
• Describe the employer’s responsibility to provide a safe working environment
• Explain the supervisor’s responsibility to monitor and support the lone worker
• Outline the lone worker’s responsibility to adhere to the policy and take precautionary measures
• Address how to handle any emergency situations
• When you have established the roles and responsibilities of all the parties involved, you can check this off your list and move on to the next step.

Establishing the communication protocols for lone workers

• Define the types of communication devices the lone worker should use
• Note the frequency of check-ins the lone worker should make
• Identify who to contact in an emergency
• Set out the communication protocols for reporting any health and safety issues
• Outline any other communication protocols that should be followed

You can check this off your list when you have outlined all the communication protocols for lone workers and established the communication devices they should use.

Establishing protocols for communication devices

• Determine what type of communication devices are necessary for lone workers
• Set up a system for lone workers to check-in at predetermined intervals
• Outline the procedure for how lone workers will report emergencies
• Establish protocols for how to use the communication devices in the event of an emergency
• Establish protocols for how to use the communication devices in everyday situations
• Establish protocols for how to use the communication devices in hazardous environments

Once you have established the protocols for communication devices, you can move on to the next step of establishing protocols for checking-in with supervisors.

Establishing protocols for checking-in with supervisors

• Develop a system for supervisors to regularly check-in with lone workers such as a call, text message or email
• Make sure supervisors have access to the necessary contact information
• Identify and document acceptable methods of check-in based on the specific environment and job duties
• Specify the frequency of check-ins
• Determine which locations have the most risk and require more frequent check-ins
• Establish a protocol for if the lone worker fails to check-in
• Ensure supervisors are aware of the protocol and are held accountable for following it

Once you have established protocols for checking-in with supervisors and ensured that supervisors have access to the necessary contact information, you can check this off your list and move on to the next step of establishing training requirements for lone workers.

Establishing training requirements for lone workers

• Develop a list of the competencies that lone workers need to do their jobs safely.
• Create a training program that will teach these competencies to lone workers.
• Make sure to include topics like emergency response plans, personal safety techniques, and communication protocols.
• Make sure that the training program is regularly reviewed and updated as necessary.
• Assign a qualified trainer to deliver the training program.
• Track and monitor the training program to ensure that all lone workers have completed it.

Once all of these steps are completed, the training requirements for lone workers have been established, and you can move on to the next step of establishing protocols for checking-in with supervisors.

Establishing a training program for lone workers

• Define the training program for lone workers: outline the topics to be covered and determine what type of training is required (in-person, online, etc.).
• Identify any existing training that can be incorporated into the program, such as safety protocols or customer service guidelines.
• Choose a provider for training and develop a schedule for completion.
• Set up systems to track completion of training and ensure that lone workers are up-to-date on their training.
• Communicate the training program to all lone workers.

When you can check this off your list and move on to the next step:

• Once the training program has been established and communicated to all lone workers, the next step is to set up a system for tracking training completion.

Establishing a system for tracking training completion

• Develop a system to track when lone workers have completed their training
• Set up a database or spreadsheet to store the results of the training
• Set up a system to remind lone workers when their training is due, or is expiring
• Determine how you will document the completion of the training and store the records
• Set up an automated system to send out reminders to the lone workers and their supervisors
• When all of the above is completed, you can check this step off your list and move on to the next step of establishing a system for monitoring lone workers.

Establishing a system for monitoring lone workers

• Establish a system for monitoring lone workers, such as tracking check-in and out times, ensuring communication is maintained throughout the shift, and ensuring a prompt response to any and all safety concerns.
• Use a combination of technological and manual monitoring systems to ensure all safety protocols are followed and that the lone worker is safe and accounted for.
• Set expectations and timelines for monitoring the lone worker, such as how often check-in times must be met, when communication should be expected, and how quickly any safety concerns should be addressed.
• Determine who is responsible for monitoring the lone worker, such as a supervisor or a third-party monitoring service.
• Make sure that the monitoring system is documented and communicated to all stakeholders.
• Once the system has been established, tested and documented, it can be checked off the list and the next step can be completed.

Establishing a system for tracking location

• Choose an appropriate tracking method based on the worker’s job role and working environment
• Consider factors such as cost, accuracy, and privacy
• Research available tracking systems and choose the one that works best for your organization
• Set up tracking system, making sure to include the necessary information and the desired detail level
• Establish a process for regularly verifying the accuracy of tracking data
• When tracking system is set up and accuracy verified, check off this step and move on to the next step: Establishing a system for tracking work progress.

Establishing a system for tracking work progress

• Determine if the tracking system will be manual or automated
• Decide how often employees need to report their progress
• Develop a reporting system for employees to easily check in, such as a shared spreadsheet, project management software, or specific app
• Set up a system for supervisors to monitor progress and ensure it is being reported
• Establish a protocol for addressing any problems that arise from employees not meeting their progress goals
• When the tracking system is in place, test it out to make sure it is working properly
• Once the system is tested and running properly, you can move on to the next step - Establishing reporting requirements for lone workers.

Establishing reporting requirements for lone workers

• Identify what types of reporting requirements will be necessary for lone workers
• Set up regular reporting intervals for workers to follow
• Create reporting forms or systems for workers to use when submitting reports
• Establish protocols for responding to reports and taking action when necessary
• Put in place an escalation process if reports are not received or prompt action is not taken
• Put policies and procedures in writing and distribute to all workers
• Provide training to workers on the reporting system

Once all of the above steps have been completed, the next step can be checked off the list and the process can move on to establishing a system for reporting accidents and incidents.

Establishing a system for reporting accidents and incidents

• Set up a system for lone worker employees to report any accidents, incidents, or near misses.
• Ensure that this reporting system is accessible to all lone workers and works in a timely manner.
• Establish a process that requires lone workers to report all accidents and incidents.
• Create a template for incident reports and make sure that all lone workers are aware of it.
• Create an incident reporting system that is easy to use, secure, and can be accessed quickly.
• Make sure that all lone workers are aware of the incident reporting system and how to use it.
• Develop a follow-up system that allows for further investigation and resolution of incidents.

How you’ll know when you can check this off your list and move on to the next step:

• You will know that you have completed this step when you have a system in place for lone workers to report accidents, incidents, and near misses and when all lone workers are aware of the incident reporting system and how to use it.

Establishing a system for reporting progress and changes

• Create a system for monitoring progress and changes, such as a daily check-in system to ensure lone workers are safe and healthy
• Establish a reporting system for any changes or updates to lone worker arrangements
• Make sure that lone workers know how and when to report any changes or progress
• Develop a system for tracking changes to ensure that lone workers are aware of any modifications to the working arrangements
• Ensure that the lone worker policy is updated regularly
• When all the above steps have been completed, check this off your list and move on to the next step.

Establishing a system for resolving disputes and grievances

• Consult with relevant stakeholders to decide on the best approach for resolving disputes and grievances.
• Create a policy which outlines how disputes and grievances will be addressed.
• Ensure that all employees are aware of the policy and how it applies to them.
• Establish an appeals process if necessary.
• Train supervisors and managers in how to handle disputes and grievances.
• Put in place a system for documenting disagreements and grievances.

You’ll know when you can check this step off your list and move on to the next step when you have consulted with relevant stakeholders, created a policy, ensured that all employees are aware of the policy and how it applies to them, established an appeals process if necessary, trained supervisors and managers in how to handle disputes and grievances, and put in place a system for documenting disagreements and grievances.

Establishing a system for responding to incidents and emergencies

• Develop a procedure to notify the appropriate personnel in case of an incident or emergency
• Create a list of emergency contacts such as local law enforcement, fire department, medical personnel, and supervisors
• Consider establishing an emergency alert system and providing training to employees on how to respond
• Create a system for reporting incidents and emergencies
• Review the policy and procedures regularly and make updates as needed
• Once the system for responding to incidents and emergencies is established and documented, you can move on to the next step.

Establishing a system for contacting emergency services

• Identify and document the emergency contact information for local emergency services (police, fire, ambulance, etc.).
• Create a list of emergency contacts and share this information with all employees who are lone workers.
• Provide employees with a way to access emergency contact information at all times, for example, by providing a contact list with all emergency numbers or by providing a mobile device with emergency contacts saved in the contacts list.
• Develop a system for employees to quickly and easily contact emergency services in the event of an emergency.
• Test the emergency contact system to ensure accuracy and usability.
• Once the emergency contact system has been established, tested, and communicated to all employees, this step can be marked as complete.

Establishing a system for notifying supervisors and other staff

• Establish a system for notifying supervisors and other staff in the event of a lone worker emergency.
• Identify which supervisors and other staff will be notified and how.
• For example, you might decide that supervisors and other staff will be notified via email and text message.
• Make sure to outline the notification process in writing so that all staff are aware of it.
• Once the system is established and communicated to staff, you can check this off your list and move on to the next step.

FAQ:

Q: Will a Lone Worker Policy be necessary for my business?

Asked by Marissa on January 3rd, 2022.
A: A Lone Worker Policy is only necessary if your business requires employees to work alone. Generally, this applies to supervisors or managers who are responsible for staff who work remotely or away from the main office, or any other situation where an employee is expected to work without direct supervision. Depending on the size of your business, the type of industry you are in, and the laws and regulations that apply in your jurisdiction, a Lone Worker Policy may be mandatory. To determine whether you need a Lone Worker Policy, it’s best to check with your local government and industry-specific regulations.

Q: Are there any special requirements for creating a Lone Worker Policy?

Asked by Caleb on April 5th, 2022.
A: Yes, there are certain requirements that must be considered when creating a Lone Worker Policy. The policy should cover the safety measures and procedures that will be used when an employee is working alone. This should include topics such as training and communication protocols, emergency contacts and procedures, and other measures to ensure the safety of the employee while they are working alone. Additionally, it should state clear information about who is responsible for the safety of the lone worker and how they will be monitored.

Q: What are some examples of lone worker hazards?

Asked by Chloe on May 28th, 2022.
A: Lone worker hazards can vary depending on the industry and type of work being performed. Generally speaking, some common hazards include working in hazardous environments such as extreme temperatures or areas exposed to dangerous chemicals; working with or near heavy machinery or equipment; working in isolation without direct supervision; working with customers or clients who may be hostile or aggressive; and working in potentially unsafe locations such as construction sites or dark areas. It is important to consider all potential hazards that may arise when creating a Lone Worker Policy in order to ensure the safety of employees.

Q: Is there a difference between a Lone Worker Policy and a Health & Safety Policy?

Asked by Alexander on June 13th, 2022.
A: Yes, there is a difference between a Lone Worker Policy and a Health & Safety Policy. A Health & Safety Policy outlines an employer’s commitment to protecting their employees from injury or harm while at work. This includes topics such as safe working practices, accident reporting procedures, emergency response plans, and other health & safety related issues. A Lone Worker Policy is focused specifically on protecting employees who are required to work alone and outlines the procedures that must be followed in order to ensure their safety while doing so.

Q: What should I include in my Lone Worker Policy?

Asked by Madison on August 1st, 2022.
A: When creating a Lone Worker Policy it is important to include topics such as safety training protocols; communication protocols; emergency contacts; procedures for monitoring employees who are working alone; and any special requirements that may be necessary depending on the industry or type of work being performed (such as first aid training). Additionally, it is important to include information regarding who is responsible for enforcing the policy and how they will do so.

Q: How often should I review my Lone Worker Policy?

Asked by Lucas on October 11th, 2022.
A: It is important to review your Lone Worker Policy regularly in order to ensure that it is up-to-date with current laws and regulations as well as any changes in your business that could affect lone workers’ safety. Generally speaking, it’s recommended that you review your policy at least once every year but more often if needed (such as if you have experienced changes in staff or processes). Additionally, it’s important to regularly remind employees about their obligations under the policy and provide refresher training if needed so that everyone is aware of their responsibilities when it comes to lone workers’ safety.

Q: What are some best practices for managing lone workers?

Asked by Ava on November 25th, 2022.
A: When managing lone workers it’s important to ensure that they have access to all necessary resources such as safety training materials and contact information for supervisors or other relevant personnel in case they need assistance while working alone. Additionally, employers should regularly communicate with lone workers via phone or video chat in order to check-in on their progress and welfare while they are working away from the office. Lastly, employers should consider implementing technology such as GPS tracking systems in order to monitor lone workers’ locations and provide them with real-time assistance if needed.

Q: Are there any legal requirements related to lone worker safety?

Asked by William on December 22nd, 2022.
A: Yes, depending on where you operate there may be specific laws related to lone worker safety that must be followed when creating a Lone Worker Policy. For example, in some countries such as Canada employers must provide employees with specific training before allowing them to work alone; while in other countries such as the UK employers must take extra steps (such as providing additional security measures) when allowing staff to work alone at night or during weekends/holidays. It’s important to research the relevant laws and regulations applicable in your jurisdiction before creating your policy so that you can ensure you are meeting all necessary requirements for lone worker safety.

Example dispute

Suing for Breach of Lone Worker Policies

• The plaintiff might have a legal right to sue the company if they have experienced an injury or harm because the company failed to provide a safe environment due to a lack of a lone worker policy.
• The plaintiff should have evidence showing that the company had a duty to provide an environment that is safe for lone workers and that this duty was breached.
• The plaintiff should provide evidence of the harm caused by the breach of the lone worker policy, including any medical bills, lost wages, or other damages.
• The plaintiff may be able to seek a settlement from the company for the breach of the lone worker policy and the harm caused by it.
• The amount of damages awarded will depend on the severity of the breach and the harm caused.

Templates available (free to use)

Lone Worker Policy

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