How to Keep Your Workforce Compliant and Work-Ready for All Your Clients

Many organisations employ labour-hire workers across their sites, with varying requirements for compliance (e.g. documents, qualifications, inductions) for each one.If you’re involved in managing Labour hire workforce this article provides practical tips to ensure that your workforce is compliant and work-ready for all of your clients.

1. Employee competencies and qualifications

How will you ensure that labour-hire workers hold appropriate and up to date qualifications, licences and competencies and have received the applicable training for the sites they are attending? for the sites they are attending?

To ensure that your workforce is compliant across clients; employee documentation and training must be maintained and copies provided to all relevant parties.

Many companies have various systems in place to track employee documentation, such as spreadsheets or physical processes. However, maintaining all the relevant qualifications, licences and other documentation manually can be a time consuming and onerous job.

This is where an online compliance system can benefit your company…

Comply Flow software allows any supplier to share their worker’s documents, such as competencies and qualifications with Clients for free. Comply Flow provides a secure and easy way for you and your Clients to access accurate and up to date information to ensure that the workforce is compliant and work-ready before they attend a work site

The Client Connect service is free for an unlimited number of workers (and documents). When using Comply Flow Global Documents Library, this means you only have to upload each document once per worker and it will stay up to date for any Clients you have shared it to.

2. Workplace Health and Safety System

Many Clients expect or require the Contractors they work with to meet pre-qualification or company-level requirements for their business, in line with WHS regulations and standards.

Does your Company have adequate Policies and Procedures in place, and have all workers received sufficient training in regards to them?

Policies and Procedures are important within a Company as they help clarify and reinforce the standards expected of employees, as well as help employers manage staff effectively by defining what’s acceptable and unacceptable workplace behaviours and practices.

Various points that should be established within your Workplace Health and Safety System to effectively manage workplace health and safety are:

  • company objectives that include Work Health and Safety goals
  • processes for accomplishing these goals
  • roles and responsibilities for staff accountable for WHS risk assessments and decisions
  • training processes to ensure staff have the right skills to undertake the allocated tasks
  • consultation processes with all applicable parties, and
  • process for the storage of applicable documentation and distribution to appropriate parties.

Compliance is an ongoing process and a Workplace Health and Safety System should be regularly reviewed to ensure that it is up to date and in line with current legislation and work practices. Managing internal WHS & HR for Workers can be made easier using digital tools, such as Comply Flow’s HR & Worker Profile management features.

These allow Contractors to assign Workers internal documents such as policies, procedures, HR requirements, training and other records for them to acknowledge or complete in their account.

3. Consultation with employees

How will you communicate with labour-hire workers on client sites?

Under the Model WHS Act, PCBUs have a duty to consult with employees, and this includes labour-hire employees placed on a client’s site.

To ensure compliance with legislation, companies may have a health and safety representative (HSR) who are able to raise issues and concerns on behalf of employees. If your company does not have an HSR, formal consultation policies, procedures and processes can be put in place to ensure workers have a documented system to follow.

PCBUs must also ensure that any hazards, incidents, near misses or other WHS issues are reported to both the client and contractor.

Before placing a worker on a host site, a consultation process should be developed and an agreement reached between the contractor and employee to ensure that ongoing communication is ensuing between all parties. Consultation can be conducted during the regular workplace visits or separate meetings can be set up to raise and discuss any issues or concerns the employee may have.

4. Steps to ensure compliance

Tips to ensure your workforce remains compliant across clients, a labour-hire agency should, depending on what is reasonably practicable, exercise due diligence by:

  • auditing clients' worksites regularly for health and safety risks
  • ensuring clients provides further inductions and training regarding any changes in the workplace and tasks, when necessary
  • worker documentation, such as competencies and qualifications is shared with clients
  • confirming the appropriate protective equipment is provided, where necessary
  • assembling information about any changes to the workplace and tasks to be undertaken
  • ensuring continuous consultation between all parties

Following the above guidelines (and documenting the processes, to provide proof of compliance) will help to ensure your company has taken the adequate steps to ensure that your workforce is compliant.

If you’re a labour-hire business (or any other type of supplier) looking for an easy way to share company docs, tickets, qualifications and competencies with your host Clients then our online WHS & HR Document Management system makes this a breeze.

Comply Flow Connect allows any Labour Hire businesses to share their worker documents, such as competencies and qualifications, for free. This is an easy way for the Client to access accurate and up to date information and all parties can ensure that their entire workforce is compliant and work-ready

Get started in 5 simple steps
  1. Create a Free Account for your Company
  2. Add your Workers to the account
  3. Assign Document Requirements to your workforce
  4. Upload Documents
  5. Share these Workers with your Clients

Register today to get started

If you want to learn more about how Comply Flow can help your labour-hire business?

Get in touch today!