Keep People Safe at Sites You Do Not Control
Your people clean glass at height, handle chemicals, work on live systems and stand posts alone at night, all in buildings that belong to someone else. Our health, safety and wellbeing service writes down who provides what at each site, sets induction, equipment and training routines for routine hazards, builds a lone-working routine and makes sure incidents reach head office as well as the client.
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Share your requirementsThe starting point
Is Safety at a Client Site Clearly Somebody's Job?
On a client's premises, responsibility is shared. The client has its own rules, the firm has its own, and what each provides, such as protective equipment, training or a permit to work, depends on the contract and the site. Supervisors are the only senior person present, and may be present rarely. When something goes wrong, the question of whose duty it was is usually not written anywhere.
We help you set the split, the routines and the record, so safety is visible beyond the site.
You may be experiencing:
- No written split between what the client provides and what the firm provides at each site.
- Chemicals decanted, mixed or stored without a standard method, and labelled inconsistently.
- Work at height, on glass or on live electrical systems done by people whose training is not recorded.
- Protective equipment issued unevenly and not replaced when worn.
- Night and lone working with no check-in routine or means of calling for help.
- Incidents and near misses reported to the supervisor or client but not to head office.
- Corrective actions agreed with the client that nobody tracks to closure.
What we can help with
Our Health, Safety and Wellbeing Services for Facility Management
Responsibility Split by Site
For each contract, write what the client provides and what the firm provides: protective equipment, training, permits, first aid, emergency information and incident reporting. Both sides sign the one-page record.
Safety Induction Before Work
Define a short safety induction covering site hazards, emergency routes, reporting and use of equipment, delivered before a person starts at a site, and recorded.
Task Hazard Routines
Prepare simple job safety sheets for routine tasks such as chemical handling, glass cleaning at height, electrical and mechanical maintenance and pest control product use, written for people with limited reading time.
Protective Equipment Issue and Records
Set issue standards by role, a signed record and a replacement routine, and agree who funds what at each site.
Training Matrix for Safety
Link safety training to roles and sites, record who has completed what and plan refreshers around rosters.
Lone-Working and Night-Shift Routine
Establish check-in times, contact numbers, escalation if a check-in is missed and basic arrangements for night-time travel and rest, appropriate to each site.
Incident and Near-Miss Reporting
Create a one-page report that a supervisor can complete quickly, with a route to head office and the client, and a near-miss entry so warnings are captured before an injury.
Investigation and Corrective Action Tracking
Define who reviews each incident, how causes are identified and how corrective actions are assigned, dated and tracked to closure, with the client informed where it affects them.
Working together
Who Does What at the Site
Your Firm
Induction, training, equipment issue, reporting and tracking of corrective actions.
The Client
Site rules, permits, emergency arrangements and facilities, as agreed in the contract.
Supervisors and Site-in-Charge
Daily checks, first reports and the lone-working routine.
Head Office and Area Managers
Reviewing incidents, closing actions and agreeing the split with each client.
We write these responsibilities into the site record and the procedures, so each side knows what it owns. Confirm the obligations that apply with a qualified professional.
The deliverables
What You Receive
Depending on your needs, your engagement can include:
- A site-wise responsibility record, signed by both sides.
- A safety induction outline and attendance record.
- Job safety sheets for routine tasks.
- An equipment issue standard and record.
- A safety training matrix by role.
- A lone-working and night routine.
- Incident and near-miss report formats.
- A corrective action tracker with owners.
Step by step
How We Work
Walk Through a Few Sites
We visit or review a few representative sites with your safety or operations staff, and look at the tasks, equipment and records.
Write the Split
We help you prepare the responsibility record with each client or site type, based on contracts and site instructions.
Build Routines and Formats
We write the induction, task sheets, issue records and reports, in plain language.
Introduce With Supervisors
We brief supervisors and run the routines at selected sites first.
Track and Close
Before work starts we record how many incidents, near misses and open actions you have, and we report against them as the routine matures.
The difference
Make Safety a Record, Not a Remark
A written approach helps you:
We do not promise outcomes. We record a baseline before work starts, covering incidents and near misses reported, induction before start and corrective actions open past their date, and report against it, so you can see what changed and what did not.
- Know what each side provides at each site.
- Induct people before they start.
- Use one method for chemicals and heights.
- Check on people working alone.
- Receive incident reports at head office.
- Close corrective actions with a date and an owner.
Find your fit
Who This Service Is For
Facility Management Firms
Standardise safety across varied client sites.
Housekeeping and Cleaning Companies
Cover chemicals, machines and work at height.
Security and Manpower Outsourcing Companies
Cover lone and night working and emergency response.
Maintenance and Pest Control Companies
Cover electrical, mechanical and product-handling hazards.
How it usually shows up in facility management
The hazards of facility work are varied and are met in places the firm does not control. Housekeeping staff use chemicals and work at height cleaning glass. Technicians work on electrical, mechanical and plumbing systems, often under time pressure. Security staff work nights alone and meet people at their worst. Because the site belongs to the client, responsibility is shared and unclear: the client's rules, the firm's own rules and statutory duties all apply, and who provides what protective equipment or training may depend on the contract. Incidents are reported to the supervisor and the client, and not always to head office.
Common challenges
Where it goes wrong in facility management
Responsibility is shared and unclear
Neither the client nor the firm is clear about who provides equipment, training and permits.
Chemicals and heights are routine
Everyday tasks carry risks that people stop noticing.
Lone work is common
Night guards and technicians work alone with no check-in.
Incidents stay at the site
Reports reach the supervisor and the client and not the centre.
A better process
What a working version looks like
- 01
Agree the split in writing
For each contract, who provides protective equipment, training and permits, written and shared with the site. The health, safety and wellbeing work builds the checklist.
- 02
Train and equip for the routine hazards
Chemical handling, work at height and electrical safety taught with a practical check, with equipment issued and recorded.
- 03
Set a lone-working routine
Regular check-ins and a response if one is missed.
- 04
Report to the centre
Every incident and near miss logged centrally within a day.
What to check this week
- Read the contract for a site and see who provides protective equipment.
- Ask a housekeeper how she was taught to handle cleaning chemicals.
- Ask a night guard what happens if he does not check in.
- Check how long an incident takes to reach head office.
- Confirm with a qualified professional the safety obligations that apply to your workforce and to each client's premises.
Confirm with a qualified professional. What applies depends on your establishment, your state and your sector, and it changes. This page describes a practice; it does not state a legal position.
What this looks like in facility management
The parts of health, safety and wellbeing that are specific to this sector, rather than general.
Safety at Somebody Else's Premises
Your employee, the client's hazards.
What this coversHide
Safety at Somebody Else's Premises
Your employee, the client's hazards.
What this coversHideFacility management staff work where the employer does not control the environment. The hazards belong to the client's premises and the duty toward the employee remains yours.
- Site-specific risk assessment before deployment
- Client hazard information obtained and communicated to staff
- PPE appropriate to the actual site, not a generic issue
- Working at height, electrical and confined space authorisations
- Chemical handling for cleaning and maintenance work
- Incident reporting route that works at a client site
- Right to stop unsafe work, stated and supported
- Client safety expectations agreed contractually
Stating that staff may stop unsafe work at a client site, and supporting them when they do, is the position that matters most and is hardest to hold commercially.
Questions on this, in facility management
It depends on the contract and the site. That is why we advise writing the split, covering equipment, training, permits and reporting, and getting both sides to sign it. Legal responsibilities should be confirmed with a qualified professional.
No. GullyHR does not give legal advice. We help you build the routines, records and tracking. The obligations that apply to your workforce, such as training, equipment and reporting requirements, should be confirmed with a qualified professional.
Keep the form short, accept verbal reports that the supervisor records, and respond visibly. If nothing happens after a report, people stop reporting, so close and communicate each one.
Agreed check-in times, a contact who answers, a step to take if a check-in is missed, and a way to call for help from the post. The detail depends on the site and the shift, and we agree it with you.
They can be. Keep one central record of who was trained in what and when, with the trainer named. The same record serves your own planning and a client's request.
Yes, in a practical sense: rest and water at the post, heat and cold at work, long travel, long shifts and the effect of fatigue at night. We review what you can change and what must be negotiated with the client.
What each product is, how to use it, what to wear and what to do after exposure, with a practical check. Record who has been taught.
Regular check-ins by phone or app and a defined response when one is missed. Lone work is acceptable if someone knows you are safe.
Because patterns show only at the centre, and because clients and authorities may ask the firm for the whole picture.
Care for the person, report to the client and to head office within a day, record what happened and look at what made it possible. The cause is usually a condition that was normal on the site, and fixing it prevents the next one.
Know That Each Post Is Safe Before You Staff It
If incidents are known only to the supervisor and the client, or chemicals and heights are handled by habit, we can set up a record you can rely on.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book a Safety Process Consultation
Tell us the tasks and sites where safety is hardest to manage.
The general method — what health, safety and wellbeing covers, the questions it answers and what an engagement produces — is the same whatever the sector, and is set out on the workplace health, safety and wellbeing page. What is above is the part that differs for facility management.
Other HR topics for facility management
Where to start
Most engagements begin with a review of how this runs in your business today, then a written process and the sequence to implement it.
See all HR topics for facility management, or another industry.