How to Keep Your Workplace Visitors Safe

As a business owner, you are responsible for the safety of everyone on your premises – employees, contractors, and visitors alike. With the new WHS Act treating all groups equally, creating a secure environment for every individual is critical. This guide outlines practical steps and modern safety practices to manage workplace visitors effectively, blending traditional methods with contemporary, human-centred approaches.

1. Controlled Access: Arrival and Departure

Why It Matters:
Regulated entry and exit procedures ensure that only authorised visitors enter your premises, reducing the risk of incidents and maintaining an accurate headcount on site.

Key Actions:

• Designated Entry Points: Allow visitors to enter through a single, attended entry point such as a main gate or reception desk.
• Visitor Registration: Implement a robust check-in system where visitors sign in and receive a visitor’s pass displaying a clear site access identification tag.
• Exit Verification: Upon departure, ensure that the visitor’s pass is returned and record the sign-out to maintain accurate site occupancy records.

2. Tailored Inductions Based on Risk

Why It Matters:
Inductions ensure visitors are aware of site-specific hazards and safety protocols, thus reducing the likelihood of accidents or unsafe behavior.

Key Actions:

• Risk-Appropriate Briefings: Provide a brief induction for all visitors—except for very short-term visits (e.g., couriers or delivery personnel).
• Induction Content: Cover the following key points:
  • Site Hazards: Inform visitors of any risks such as moving machinery, vehicular traffic, hazardous chemicals, or high noise levels.
  • PPE Requirements: Advise on required protective clothing and equipment, such as long sleeves, sturdy shoes, and other necessary PPE.
  • Site Rules: Explain important rules, including designated smoking areas and restricted zones.
  • Emergency Procedures: Clearly outline emergency evacuation routes and protocols.
• Induction Delivery: Utilize suitable methods (brief in-person sessions or concise safety videos) to match the level of risk associated with the visitor’s presence on site.

3. Continuous Supervision for Unfamiliar Visitors

Why It Matters:
Short-term visitors who have not undergone a comprehensive induction need constant supervision to prevent accidental exposure to hazards.

Key Actions:

• Accompaniment: Ensure that any visitor who has not received a full induction is accompanied by a trained company representative at all times during their visit.

4. Provision of Personal Protective Equipment (PPE)

Why It Matters:
Proper PPE is essential for protecting visitors from identified hazards, supporting a proactive approach to risk management.

Key Actions:

• Assess PPE Needs: Evaluate the areas of your site where visitors might be exposed to hazards and determine if PPE is necessary.
• Issue and Instruct: Provide appropriate PPE and ensure visitors understand how to use it correctly for the duration of their visit.

Integrating a Modern Safety Approach

Modern safety management embraces a shift from traditional command-and-control methods to strategies that prioritize resilience, worker engagement, and human-centred design. Consider incorporating these principles into your visitor safety protocols:

• Worker Involvement: Engage employees and contractors in developing and reviewing visitor safety measures, tapping into their on-site experience.
• Shared Safety Responsibility: Cultivate a safety culture where everyone on site feels empowered to contribute to a safer environment.
• Continuous Improvement: Regularly update your safety procedures based on feedback and lessons learned, ensuring they remain relevant and effective.

Our Safety Consultants bring years of experience in guiding organisations towards sustainable performance improvements. By integrating these best practices and a modern, human-centred approach, you can build a resilient workplace that prioritizes the safety and well-being of all visitors.

For more information or to arrange a consultation, please contact our team.