Effective EHS Contractor Management Strategies

In this blog, we will discuss how integrating EHS into every stage of the contractor management process enables the conditions for a safer working environment and reduces the likelihood of incidents.

Unfortunately, news stories about serious accidents and deaths involving contractors are all too frequent. Just last month, two contractors died in a sanitation plant in Kentucky, USA, where they became trapped in a tank of raw sewage. It is well known that inadequate contractor management often results in serious accidents. This is evidenced in the UK’s Health and Safety Executive guide ‘HSG 159: Managing Contractors: A guide for employers’ for further information‘, which includes examples of accidents. This guide also outlines a simple questionnaire to help organizations determine the effectiveness of their contractor management process and negate these negative outcomes.

Effective EHS contractor management is an integral part of ensuring worker’s safety and requires a blend of coordination, communication, and oversight to ensure that work is conducted safely, efficiently, and in compliance with organizational standards. The principles of managing contractors remain consistent irrespective of the industry, size, or location, however, the scale and complexity may vary.

Here are 10 practical steps to help you manage contractors successfully in your organization

Identify and Select Contractors

  • Develop specific criteria for selecting contractors based on qualifications, experience in similar industries, expertise, and your organization’s EHS requirements.
  • Assess potential contractors through a thorough evaluation process.
  • Determine their suitability to work in your organization.

Onboard Contractors & Training

  • Provide a comprehensive EHS onboarding process to familiarize contractors with your organization’s culture, policies, emergency response procedures, and EHS protocols.
  • Ensure contractors have access to the necessary resources and information they need to start their work safely and smoothly.
  • Confirm the contractors’ personnel have valid EHS training records, ensuring their training certificates are up-to-date and applicable to the work.

Risk Assessment & Method Statement (RAMS)

  • Complete a comprehensive risk assessment for every project.
  • Collaborate with the contractors and other subject matter experts (SMEs) to identify all EHS risks and develop risk mitigation strategies.
  • Document how the work will be completed in a Method Statement.
  • Ensure all contractors involved have read and understand the RAMS for the project – if the project is large, numerous RAMS may be required.

Establish a Clear Communication Strategy

  • Set up an effective communication strategy between project managers, team members, and contractors.
  • Establish open channels for communication regarding EHS concerns and encourage contractors to communicate any potential EHS issues they observe.

Regular Audits and Inspections

  • Conduct regular EHS audits to ensure compliance.
  • Perform on-site inspections to identify and address any potential hazards.

Incident Reporting

  • Establish a clear and robust incident reporting system.
  • Encourage contractors to report any incidents, near misses, or hazards promptly.

Documentation and Compliance

  • Maintain detailed documentation of EHS-related activities and compliance audits.
  • Regularly review and update EHS documentation as needed.
  • Stay informed regarding relevant EHS regulations and ensure contractors comply with local laws and regulations.

Emergency Response Planning

  • Develop and communicate a clear emergency response plan.
  • Ensure all contractors are familiar with emergency procedures and contact points.

Monitor Performance Metrics

  • Establish key EHS performance indicators (KPIs) to measure contractor performance.
  • Use these metrics to evaluate the effectiveness of EHS practices and make improvements.

Closure and Evaluation

  • Upon project completion, conduct a comprehensive evaluation of contractor performance.
  • Regularly review and update procedures based on lessons learned from each project.
  • Use this feedback to inform future contractor selections and project improvements.

Conclusion

Remember that effective contractor management is an ongoing process that requires proactive communication, adaptability, and a commitment to mutual success. Regularly reassess and adjust your management approach based on the unique needs of each project and contractor.

How does your organization approach contractor management, are there specific challenges you’ve encountered in this area?

We have supported many organizations in improving their contractor management process, so reach out to us if you would like any further information on how we can support your EHS contractor management process.