Does My Business Need a Lone Worker Policy?

Most federal regulations about lone working focus on specific situations, such as working in confined spaces, or specific industries such as electric power or shipbuilding. But that doesn’t mean that protecting lone workers isn’t important in all organizations.

Employers still have a “general duty to provide a workplace free from serious recognized hazards,” and OSHA will issue fines to employers who neglect this duty to lone workers.

What’s more, lone worker safety is increasingly receiving attention at numerous levels of government. States and cities have implemented unique rules about lone working in their jurisdictions.

This is because lone working can be especially dangerous for many reasons. A lack of attention to your lone workers’ safety could result in serious harm to them – not to mention legal consequences, reputational damage, and workers’ compensation costs for your business.

The good news is that there are steps businesses can take to protect lone workers. One of these is creating a lone worker policy. In this article, we’ll discuss who needs a lone worker policy, why it matters, and what to consider as you design yours.

What is a lone worker?

OSHA law doesn’t provide a general definition of lone working (though it does mention what lone working might be like in specific industries). Put simply, lone working is typically defined as what happens when a worker is at work with no colleagues around who can see or hear them.

That means your business might involve more lone working than you thought. For example, if you have a factory full of employees where one individual is working in a room alone – that’s lone working, even though other employees are just a few steps away. If a manager in your office stays to finish up some tasks after everyone else has gone home, that’s lone working too.

And if you employ anyone who is on the road, traveling to clients’ homes, that’s also lone working. It doesn’t matter whether customers or members of the public are nearby. As long as there are no co-workers within sight or hearing, your employee is lone working under this definition.

Why have a specific policy to protect lone workers?

Lone workers face numerous extra risks that other workers don’t.

For one, there might be no-one to help if a lone worker experiences an emergency. The lone worker’s employer or loved ones might not even realize something is wrong until hours after an accident or medical crisis. But many emergencies require a fast response, so this type of delay can have severe consequences.

Moreover, lone workers may perform types of work that are more hazardous. For example, farm workers may be using dangerous heavy machinery or working in hot temperatures. Home healthcare workers are vulnerable to violence from their patients. Taxi drivers, gas station workers, and realtors can also suffer violence and crime from customers or clients.

All of these factors together mean that employers have to consider the risks of lone working as a part of their general duty of care, in addition to complying with any relevant, more specific laws. Not doing so could result in tragic outcomes like injury or even death of employees. And if a worker does suffer from an accident or crime incident as they’re working alone, OSHA will assess whether the employers did everything possible to protect that worker from hazards.

Which businesses need a lone worker policy?

There is no federal law specifying which businesses need lone worker policies. But, as we’ve seen, all businesses with lone workers need to protect those workers from hazards under the General Duty clause. So, ultimately, any business with a lone worker should implement a lone worker policy in order to fulfil that obligation.

Additionally, you should check to see what state and local laws are applicable to you and your business.

For example, California’s Labor Code now requires employers in relevant industries to assess workplace violence risks faced by their employees and implement a workplace violence prevention plan. And one of the factors involved in the risk assessment is whether or not employees are lone workers.

So, if you run an organization employing lone workers, it might be wise to consult your lawyer to see what worker safety legislation applies to you in your area.

How do I start creating a lone worker policy?

Two key components of keeping lone workers safe are:

• Figuring out what hazards are present

• Taking action to protect workers from these hazards.

With this in mind, a risk assessment always needs to happen before a lone worker policy can be created. Employers will need to thoroughly consider what dangers lone workers in their industries typically face, as well as dangers relevant to their own organization and location(s).

Then it’s time to consider how to combat these risks. The hierarchy of controls is helpful here. Although it sounds complex, the hierarchy of controls is just about working to remove hazards from the most effective to least effective way.

So, you’ll start with trying to remove hazards entirely. What could be more effective than ensuring the hazard simply isn’t there? Then you’ll move down the hierarchy, going through steps like moving the hazard away from people.

The last steps in the hierarchy of controls are workplace policies and procedures and personal protective equipment.

When you decide which steps from the hierarchy you can take to address each hazard, you’ll have a safety plan in place. Now you’re ready to start writing your lone worker policy. This policy can be considered to be a part of the risk assessment, or it can be a stand-alone document.

What should my lone worker policy contain?

In short, a lone worker policy shares information from the risk assessment and outlines what the employer and employees must do to keep lone workers safe.

Firstly, a lone worker policy should explain the risk assessment’s findings and what the organization is doing to address each hazard identified. If specific laws are relevant to your lone workers, they should also be outlined here.

Secondly, the lone worker policy should outline the safety procedures that employees need to know about and follow. It should be written so that lone workers can clearly understand their obligations and which parts of the policy apply to them.

For this reason, a lone worker policy needs to be very clear about who it applies to and when it applies. It should explain what it considers to be lone working, so that employees know when the rules apply. And it should detail what policies and procedures should be followed by employees in each relevant context and situation. That includes what colleagues and managers of lone workers must do, as well as what the lone workers themselves must do.

Thirdly, your lone worker policy needs to explain what will happen if hazards do affect workers:

• What should lone workers do in an emergency?

• If they’ve been provided with a lone worker device and they press their SOS button, who will answer the call?

• What can colleagues of lone workers do if they’re worried about a lone worker’s safety – for example, if a lone worker hasn’t responded to a scheduled check-in?

• How should lone worker safety incidents be documented afterward?

• And what can workers do if they feel a lone worker policy is not being followed?

Next, there’s the emotional aspect of the lone worker policy. This document helps reassure your employees that you have taken steps to keep them safe. That’s important because stress, anxiety and loneliness are also risks of lone work. Implementing a lone worker policy, including procedures and safety measures, can raise morale and give your employees peace of mind.

Take steps to protect your lone workers with SureSafe

Technology is a crucial tool that’s increasingly being used to protect lone workers as part of lone worker policies. There are numerous kinds of tech that can promote lone worker safety, but one major type that’s gaining popularity is a simple, wearable lone worker device that features a one-touch SOS button. With this function, workers who are ill, injured, or in danger can call for assistance in moments by pressing a simple button that’s always within reach.

With SureSafe’s lone worker solution, you get lone worker devices that are affordable and easy to use, and they include SOS buttons and so much more. Automatic fall detection means that if the device’s sensors register a hard downward motion and impact like a fall, the device will call for help automatically, even if the device wearer is unable to press their SOS button. And GPS tracking allows helpers to find the device wearer after an alarm is triggered – plus, employers can even use location history to check on their employees’ wellbeing and recent movements.

Since our lone worker device is worn on the body as a pendant or on the belt, it’s always within reach. And it’s sturdy, able to handle rainfall and tough work environments.

How can SureSafe’s lone worker solution help keep your employees safe? Our expert team is here to answer any questions you might have. To get in touch, just use our contact form or call us at 888 540 7193. You can also email [email protected], talk with us through our live chat, or request a call back.