A Simple Five-Step Approach to Managing Contractors

Involving contractors in work projects can be a tall order, especially when they are being introduced into a core team. Seamlessly integrating contractors will help your organisation ensure your team's continued efficiency and effectiveness, even when additional external help is needed. Organisations need robust pre-planning processes, effective communication, regular check-ins and a final review of the completed work to manage contractors effectively.

The easiest way to deliver on this is to follow a simple five-step process and to educate yourself with formal training such as the IIRSM Approved Managing Contractors.

5 Steps to Managing Contractors Effectively

The health and safety process doesn’t start when the contractor first arrives on site; it includes preparation beforehand and ongoing review throughout.

Step One: Plan Accordingly

Define the Job

Ensure you are crystal clear about all aspects of the work you would like the contractor to be involved in. Cover all aspects of the planning and completion processes.

Risk Identification & Control

Bringing in a contractor is a significant change in variables. As is always the case when changes happen in a workplace, it’s essential to conduct a fresh risk assessment to identify hazards and implement control measures.

Specify Conditions for Work

Setting expectations in your initial discussions with contractors is a pivotal step in the process. Run them through health and safety arrangements, emergency procedures, permit systems and organisational policies.  Ensure they confirm their understanding and agreement to work within these parameters. 

Step Two: Choose a Contractor

Things to consider when selecting the appropriate contractor include:

• Availability
• Cost
• Technical Competence
• Reliability

Ensure you take reasonable steps to determine the contractor's degree of competence so that a lack of knowledge does not increase the risks involved in the work. Look for demonstrations of competence, such as success on a similar job in the past. Other more obvious things to look at include:

• Qualifications.
• Health and safety training e.g. IOSH Managing Safely, NEBOSH General Certificate. This can also be completed in anticipation of the work at hand.
• Memberships of relevant trade or professional bodies.

Establish whether subcontracting is acceptable for this work, and ask yourself how will that affect health and safety?

Step Three: Contractors Working on Site

Arrange for there to be visitor sign-in controls and, where necessary, permits-to-work. Before commencing work, you will need to be able to confirm:

• Number of people involved and the details of their supervisor.
• Correct work equipment and PPE has been provided and utilised.
• Access to the location is addressed and agreed on.
• Any necessary communications and monitoring are in place, such as regular meetings/briefings.

As a courtesy, the workforce should be involved and informed of the contractor's role from the beginning.

Step Four: Check-In

Check in regularly with the contractor to ensure communication channels are open. You may need to assess the degree of contact needed beforehand depending on the scale/risk of the work. In these check-ins, be sure to ask:

• Is the job going as planned?
• Is the contractor working safely and as agreed? (It is also worth checking with other employees as well.)
• Have there been any incidents?
• Have there been any changes in personnel?

Step Five: Review the Work

Review the job upon completion and the contractor's performance. How effective was your planning process? Did they perform as expected? Note any difficulties and make necessary changes.

Training Courses for Managing Contractors in the Workplace

For those who are responsible for contractor work or health and safety in the workplace, we strongly encourage you to seek some formal training around this subject. Courses such as our IIRSM Approved Managing Contractors course provide methods of assessing, selecting, planning, monitoring and reviewing competent contractors. In addition to this blog, learners will find themselves adept at managing contractor workflows and ensuring organisations move with maximum efficiency.