Coordinating Lockout/Tagout (LOTO) with Contractors
The Problem
Working on shared machinery with contractors or workers from another business creates serious risks if lockout/tagout (LOTO) procedures are not properly coordinated. Miscommunication, assumptions, or a lack of planning can lead to hazardous situations such as the unexpected release of energy, resulting in injury or fatality. Today, we’ll explore how to coordinate LOTO procedures effectively to eliminate these risks.
Identify the Hazards
The Danger of Miscommunication:
- Workers may assume a hazardous energy source has been isolated when it hasn’t.
- Contractors may rely on the host PCBU (Person Conducting a Business or Undertaking) to perform critical safety tasks, leading to gaps in the process.
Examples of Risks:
- Residual pressure in a vessel that wasn’t bled off.
- Workers unknowingly reactivating equipment while others are still performing maintenance.
Key Issue: A lack of coordination increases the likelihood of serious injuries from unexpected energy releases.
Safety Practices and Preventative Measures
1. Notify Supervisors Before Work Begins:
- Always inform your supervisor or health and safety representative when contractors or workers from another business are involved in servicing shared equipment.
2. Coordinate LOTO Procedures:
- Hold a pre-start meeting or review written LOTO procedures from all parties to ensure alignment.
- Confirm that everyone understands the sequence of tasks, controls, and responsibilities.
3. Clarify Roles and Responsibilities:
- Identify who is responsible for each step of the LOTO process (e.g., isolating energy sources, bleeding pressure).
- Ensure all workers, including contractors, know their role and agree on responsibilities.
4. Verify All Safety Steps Are Completed:
- Always verify that LOTO actions have been fully implemented before beginning work.
- Confirm all energy sources are isolated and residual energy safely released.
5. Communicate Continuously During Work:
- Maintain ongoing communication throughout the job to ensure no steps are missed.
- Update all parties if there are changes in procedures or working conditions.
Real-Life Case or Scenario
A contractor assumed the host PCBU had bled off pressure from a vessel. The host worker assumed the contractor would take care of it. As a result, the pressure wasn’t released, and when the equipment was opened, it nearly caused serious injury. This confusion could have been prevented by coordinating responsibilities in a pre-job briefing.
Employee Responsibilities
- Notify your supervisor about any work involving contractors or other PCBUs.
- Take part in coordination meetings or review procedures before starting work.
- Verify that all LOTO steps are completed before starting your task.
- Never assume someone else has handled a critical safety step—confirm it yourself.
Employer Responsibilities
- Provide clear and documented LOTO procedures for all equipment involving shared access.
- Facilitate coordination meetings or toolbox talks before work begins.
- Ensure all parties, including contractors, understand their responsibilities in the LOTO process.
- Verify that all LOTO actions are completed and monitored before authorising work to proceed.
Discussion & Questions
- “Have you had to coordinate LOTO procedures with contractors before? How did you ensure safety was managed?”
- “What challenges have you faced when working on shared equipment?”
- Encourage everyone to share lessons learned and how coordination could be improved.
Commitment/Action Plan
Let’s commit to making coordination a routine part of any shared task. Starting today, notify your supervisor of any joint operations and take an active role in pre-start coordination to ensure safe and aligned lockout procedures.
Wrap-Up
Proper coordination during lockout/tagout is more than a good practice—it’s a critical safeguard. Through communication, shared planning, and mutual understanding, we can prevent accidents and protect everyone on-site. Thank you for putting safety first.
Standards Overview
- WorkSafe NZ expects PCBUs to consult, coordinate, and cooperate when multiple parties are involved in workplace operations (Health and Safety at Work Act 2015).
- Energy isolation procedures must be documented, communicated, and understood by all involved.
- Clear allocation of duties is required when coordinating health and safety activities across businesses or contractors.
Disclaimer
These toolbox talks are provided for informational and educational purposes only and are not a substitute for professional legal, health and safety, or regulatory advice.
The content reflects recognised best practices and general industry standards as at the date of publication. However, it may not be applicable to all workplace environments or specific operational contexts.
It is the responsibility of the Person Conducting a Business or Undertaking (PCBU), as well as officers, workers, and other duty holders under the Health and Safety at Work Act 2015 (HSWA), to ensure compliance with all relevant laws, regulations, and WorkSafe New Zealand guidance.
The authors, presenters, and distributors of this toolbox talk disclaim all liability for any loss, damage, or injury arising from the use or reliance on the information provided. Users should seek advice from a suitably qualified health and safety professional or legal advisor for guidance tailored to their specific circumstances.
Always follow your organisation’s policies, procedures, and safe work practices to manage risks and maintain a safe and healthy workplace.
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