I came across these helpful tips for our Safe Work Permitting System. I hope it can help others…
- The issue of a permit does not, by itself, make a job safe.
- Roles and responsibilities – is it clear who is in charge and who does what – with no significant gaps or overlaps?
- If the job cannot be finished in one shift, ensure that it will be left in a safe state and that clear instructions are available for the next shift (see Shift Handover topic);
- The Permit should contain all relevant information, be correct, and be presented in a suitable format (eg not overly complex or ambiguous; a single-sided A4 permit might suffice – see Procedures topic);
- Ensure end-user involvement in the design of the permit system and the document design process;
- Communicate all relevant information (including hazards and controls) to all personnel involved;
- Ensure that other people are aware of what maintenance staff are doing and vice versa;
- If there are a number of permits, they should be displayed at an appropriate location in a systematic arrangement that enables staff to check which equipment is eg isolated or undergoing maintenance;
- Make links between related permits – consider simultaneous tasks and interdependent activities;
- Consider the balance between communicating ‘routine’ safety information on a Permit (eg PPE, housekeeping), and issues specific to the task in hand, including process safety information where relevant;
- The permit system should have a process for the hand-over of the plant on completion of work;
- Train all users in the PTW system and provide information to other persons affected by it;
- Make arrangements to manage non-compliance eg, where there may be an overload of permits at the beginning of a shift;
- Plan work to smooth out the distribution of PTWs, or provide more PTW authorizes at busy times;
- If you are considering introducing an electronic permit system, assess the risks of the changeover from a paper-based system. Use good interface design and train personnel in the PTW process, not just use of the software interface. See HSG250, p.16.
- Ensure effective management and review of the work permit system.