What to include in a lone worker safety policy

As more businesses adapt to flexible working, remote assignments, and smaller teams, the safety of lone workers has become a critical consideration. A lone worker is anyone who works by themselves without direct supervision or colleagues nearby, and ensuring their safety is not just a moral responsibility, it’s a legal requirement.

If you employ lone workers, having a clear, comprehensive Lone Worker Safety Policy is essential. But what should this policy include, as technology, legal requirements, and workplace practices continue to evolve?

Why lone worker safety matters

Lone workers face unique risks. These can include:

• Accidents and incidents or medical emergencies where immediate help is not available.
• Exposure to violence or aggressive behaviour.
• Working with hazardous equipment or materials alone.
• Extreme weather or remote locations that complicate emergency response.

A strong policy protects your employees, ensures compliance with UK health and safety legislation, and helps mitigate risks to your business.

Key legal considerations

Under the Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999, employers must:

• Assess risks to employees, including lone workers.
• Put measures in place to prevent harm.
• Provide adequate information, instruction, and training.

Additionally, the Workplace (Health, Safety and Welfare) Regulations 1992 and guidance from the HSE emphasise that lone workers require specific measures to ensure their wellbeing.

What to include in your lone worker safety policy

A modern lone worker safety policy should be practical, comprehensive, and tailored to your business and workforce. Here’s what to include:

Clear definition of lone workers

Start by defining who is considered a lone worker in your organisation. This may include:

• Remote office or field workers.
• Drivers or delivery personnel.
• Contractors or maintenance staff working alone on-site.
• Employees working outside normal hours.

Clarity ensures everyone understands whether they fall under the policy.

Risk assessment procedures

Include guidance on carrying out lone worker risk assessments. This should cover:

• Identifying potential hazards unique to lone work.
• Evaluating the likelihood and severity of risks.
• Determining preventive and protective measures.

Documenting these assessments helps demonstrate compliance and informs the procedures in your policy.

Communication and monitoring systems

Effective communication is crucial. Your policy should specify:

• How employees check in and out of lone working tasks.
• Frequency of check-ins or updates.
• Use of technology, such as mobile phones, lone worker apps, or wearable devices.
• Emergency escalation procedures if a check-in is missed.

Emergency procedures

Clearly outline what employees should do in an emergency, including:

• Contacting emergency services.
• Reporting incidents to a supervisor or manager.
• Evacuation procedures where applicable.

Your policy should also define how managers will respond if an emergency is reported.

Training and competency

All lone workers should receive specific health and safety training tailored to the risks they face. Training should cover:

• Risk awareness and hazard identification.
• Safe working practices.
• Use of communication and safety equipment.
• Emergency response protocols.

Regular refresher training ensures skills and awareness remain current.

Equipment and Personal Protective Equipment (PPE)

Specify the equipment lone workers are required to use. This may include:

• PPE appropriate to their role (gloves, helmets, hi-vis clothing, etc.)
• Personal safety devices or alarms.
• Vehicles or tools that meet safety standards.

Clearly documenting equipment requirements ensures employees know what is expected and reduces risk.

Reporting and record-keeping

Your policy should set out procedures for reporting incidents, near misses, or safety concerns. Records help:

• Monitor the effectiveness of safety measures.
• Identify trends or areas for improvement.
• Demonstrate compliance with legal obligations.

Review and policy updates

A lone worker safety policy should not be static. Include guidance for regular reviews, especially as working practices, technology, and legislation change. Annual reviews, or sooner if circumstances change, are recommended.

Practical tips for implementing your policy

• Keep it simple: Avoid overly complex procedures that may confuse employees.
• Involve your workforce: Lone workers should have input into procedures to ensure practicality.
• Leverage technology: Lone worker apps, GPS tracking, and automated check-ins improve safety and record-keeping.
• Regular drills: Practice emergency procedures to ensure employees know what to do.

How SafeWorkforce can help

Developing a lone worker safety policy that meets legal requirements and is practical for your team can be challenging. SafeWorkforce provides expert guidance and support, helping you:

• Carry out thorough risk assessments for lone working.
• Draft and implement comprehensive policies.
• Deliver training for your employees.
• Ensure ongoing compliance and monitoring.

With SafeWorkforce, your lone workers are not just compliant, they are supported, confident, and protected.

Remember, lone worker safety is an ongoing responsibility. A well-designed policy protects your people, reduces risk, and demonstrates that your business takes health and safety seriously.