Lone Worker Policy – Structure and Presentation

Presenting a Lone worker policy

A lone worker policy can help promote a strong safety culture among your employees, keeping them safe and reducing the risk of legal issues. But have you considered the way you structure and present your policy?

Getting this right can be the difference between it becoming just another policy and one that your employees can actually get on board with.

Read on for practical advice on lone worker policy structure and presentation. There’s also some bonus tips from a couple of our clients.

Lone worker policy structure

You can download our lone worker policy example, but you must only use this as the starting point for your own policy. Here are a few things to remember when creating your lone worker policy:

  • The style of the document should match your other policies and procedures. It’s important to have a suite of consistent documentation
  • Write in clear, concise language and in the third person. Your policy needs to be relatable and written in a way that makes it clear who it applies to (lone workers)
  • Don’t include words that imply choice, such as “should” and “may”. Your lone worker policy must be adhered to by employees for the sake of their own safety so compliance isn’t optional
  • Do not use information that will date, such as names or web addresses. A lone worker policy is a working document but is often only fully reviewed on an annual basis
  • Spell out words the first time, then show the acronym in parentheses, e.g. Lone Worker (LW)

Sarah Haigh at e.surv recommends a simple approach to policy and keeping procedural guidance in a separate document that sits behind the policy:

e surv“Our policy is relatively short and to the point, one or two pages at most. The details are in the procedural guidance. Policies, in general, can be too corporate.  When creating ours we made sure it related to staff and anything written wasn’t just for policy’s sake. Every word is followed up by procedure and monitoring.”

Sarah Haigh, e.surv

Presentation to employees

The way you communicate your policy to employees can make a huge difference. So, ensure to:

  • Store the document in an easily accessible location, such as on your company intranet or shared file system
  • Issue a copy to new employees who will work alone and to any contractors or temporary workers
  • Consider getting feedback from your lone workers on version one of the policy
  • Be firm that the policy has to be adhered to, and that it’s for an employee’s safety

Whether you are rolling-out a brand new lone worker policy or a revamped version, getting employee buy-in is key to compliance. You can even take a fun approach to policy roll-out. Sarah Ryan from Danone Nutria has some advice:

Danone“We wanted our employees to feel the policy was theirs and not something that was being done to them. This is why we involved them in the process of creating the policy and asked for feedback. We also took a very positive attitude approach whenever we spoke about our lone working policy. We emphasised that the policy was about getting them home safe and well to their family and friends!”

Sarah Ryan, Danone Nutria

“When we shared the new lone worker policy with employees we had some fun getting them to create posters on what the policy meant to them. It was a great way to bring it to life and also to see that they recognised the importance of the policy and understood what was in it for them.”

To learn more about creating a lone worker policy and view an example take a look at our comprehensive guide here.