As an employer of contractors, you have a legal duty to ensure all those contractors are able to operate safely and well so that risks are minimised and everyone is protected.
Aside from that, you also need to be assured that all contractors are competent so that work standards and productivity are maintained at the required level.
To ensure all this happens, you will:
- assess contractors’ competence, qualifications, experience and documentation before taking them on so you know they operate legally and are able to do what you require of them
- conduct a site or task-specific induction before contractors start work so they know what is required of them at the outset, are aware of health and safety rules and procedures, and are fully informed of all the relevant facts relative to the site, job and company generally.
This means you start off on the right footing and are fully confident that all legal requirements have been met and that the contractors will do what you need of them safely and well.
After that, of course, things may change and you need to be sure that you and your contractors are kept completely up-to-date. That requires comprehensive contractor compliance management so that you are fully aware of the current situation and any changes that occur.
Why On-going Contractor Compliance Management is Necessary
It’s all well and good finding out and recording details about contractors at the outset but that doesn’t mean your compliance work is done. It is an ongoing process to ensure that they maintain the standards you expect and comply with all legal and safety requirements.
You need to know that contractors:
- remain fully complaint, including having the necessary accreditations and insurance cover that are still current and not expired
- continue to perform effectively and adhere to safety rules
- complete jobs on time and within budget; you don’t want schedules to be slipping and you certainly don’t want to be paying for jobs that haven’t been finished.
Whilst paper-based records or spreadsheets were at one time adequate to record and manage contractor compliance, that’s no longer the case. With the growing use of contractors and the evermore complex nature of the regulatory framework, you need something that’s able to capture data easily and report relevant information in a timely manner.
The Need for an Effective Contractor Compliance Management System
A sophisticated and comprehensive contractor management system, such as the one we provide at LinkSafe, will put you in control of compliance and other aspects. Using it, you can:
- record pre-qualification and other details for new contractors
- incorporate an induction checklist that records all initial details gathered through the induction process
- know when accreditations, licences, insurance policies and anything else expires so you can check for renewals in advance and avoid using defaulting contractors
- have live updates from site records so you can see the progress made on tasks and projects
- record details in a consistent format and be able to easily interpret and report on that information
- monitor contractor performance so you know those that are operating unsatisfactorily and can take the necessary action.
An effective management system will put you fully in control of contractor compliance and performance.
Using it, you will comply fully with legislation, have increasing levels of site safety, be more credible when tendering for new work, reduce the risk of tax audits, have greater control of budgets and finances, improve profitability and have the necessary documentation to prove you’re doing everything correctly.
And with the right support from the company that provides the system, you’ll be able to gain maximum benefits.