Purpose

To establish a safe working practices for employees who work alone, ensuring their health, safety and well being and to comply with legal and organisational requirements.

Scope

This SOP applies to anyone working, studying, or taking part in any activity in the office this includes staff, contractors, and visitors, this includes after-hours work, remote locations, or isolated areas within a facility.

Definition

• A lone worker is anyone who works alone or in isolation, without close or direct supervision from colleagues, a lone worker includes but is not limited to where only one person is present on the premises e.g. workshop areas. People who work outside regular hours, such as cleaners, security, unique production, maintenance, and repair staff.

Responsibilities

• Supervisors/Managers:
  • Must ensure that there is arrangement in place to identify and control potential risks arising from lone working.
  • Must define working hours.
  • Must define a list of departmental activities which cannot be conducted whilst alone.
  • Ensure time spent working alone is planned.
  • Ensure that control measures are in place and are implemented properly.
  • Consider that the employee has access to the workplace. e.g. Alarms are switched off.
  • Access physical fitness of employees and if they have any medical conditions.
  • Access if there is a risk of violence or harm to employees.
  • Ensure that the employee has all the necessary training so that they can work safely in a variety of environments.
  • Ensure that employees personal data, including information about their health is available.
  • Ensure personal security and transport arrangement are in place when leaving the workplace late at night.
  • Ensure risk assessments are regularly reviewed.
• Staff
  • Ensure they follow any procedures or control measure put in place and action to take in the event of an emergency.
  • Immediately report any accident/incident to their manager, safety officer and HR that occur or any dangers/potential dangers or concerns they have when working one.
  • Ensure that HR and their manager have all their updated personal data and health conditions that may increase the risk from working alone.
  • Take reasonable steps to ensure that their own safety.
• Safety Officer:
  • Monitor compliance and provide training where necessary.
  • Conduct and review assessments where necessary, to consider the risks of lone working to expectant mothers and younger employees.
  • Investigate any incidents reported.
  • Provide advice and support to staff on lone working.

Pre Work Procedure

Pre-Start Checks

• Confirm that all communication devices are working.
• Inform supervisor of where you will be working, expected duration and what tasks are to be done.
• Ensure that you have a list of emergency contacts numbers.
• Ensure that you have access to the nearest first aid kit.
• Ensure that you have the necessary PPE should you require it.

Communication

• Establish a check in schedule, the employee will be required to contact their manager as pre-agreed intervals.
• Use approved communication methods, e.g. mobile phone.
• A procedure is in place to prevent and deal with the failure to contact lone workers at the agreed intervals i.e. should any employee fail to make contact as agreed, the manger will attempt to reach the employee by telephone, should this be unsuccessful, the manger will contact the names on the employees list and emergency services.

Emergency Responses

• In case of an incident (injury) contact emergency services immediately and your contact.
• In case of a fire, raise the alarm and evacuate the building immediately if safe to do so and contact your line manager or designated contact immediately.
• In case of a threat (e.g. intruder) find a safe place and contact emergency services, your line manager or designated contact.

While Waiting for Help:

In case of injury:

• Stop any bleeding using pressure or bandages.
• If possible, immobilize injured limbs.
• Avoid moving unless necessary for safety.
• Stay calm, focus on breathing slowly to manage shock or panic.
• Have your medical info accessible.

In case of Threat:

• Lock yourself in a secure room if possible.
• Avoid confrontation, do not engage with the intruder.
• Stay quiet and hidden if necessary.
• Use a signal if rescuers are nearby.
• Keep you phone line open for further updates.
• Remain calm.

Incident Reporting & Investigation

• Report all incident or near misses and complete an Incident Report Form within 24 hours by reporting it to your Health and Safety Reps, Human Resources, and your manager.
• Supervisor to conduct a preliminary investigation.
• Safety officer to perform a root cause analysis.
• Document all findings and update any relevant risk assessments or SOPs.
• Ensure corrective actions from investigations are implemented and reviewed for effectiveness.

Post-Operation Procedure

• Notify manager upon task completion.
• Report any unusual occurrences or near misses.
• If necessary, return equipment and complete any required documentation.

Training & Review

• Training is necessary if there is limited supervision, lone workers to understand the risks involved and the precautions to take.
• Conduct annual training.
• Review this SOP every 12 months or following any incident.
• Refresher training provided after incidents or procedural changes.
• Keep training records and attendance logs for auditing and compliance.