LON/General/TBT-LON-004

Communication and Check-In Procedures

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Communication and Check-In Procedures

Toolbox Talk Record

Ref: TBT-LON-004  |  Issue: 1  |  Date: March 2026
PresenterProject
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What?

  • Lone workers must maintain regular communication with a supervisor or control point.
  • Check-in procedures are the primary safety net for anyone working alone on site.
  • A check-in schedule should be agreed before the lone worker starts their shift.
  • Typical intervals are every 30 to 60 minutes depending on the task risk level.
  • If a check-in is missed, the escalation procedure must be activated immediately.
  • Methods include mobile phone calls, two-way radio, GPS apps, or lone worker devices.
  • Lone worker devices with man-down sensors automatically raise alarms if no movement is detected.
  • The Management of Health and Safety at Work Regulations 1999 require suitable lone working arrangements.
  • Poor mobile signal in tunnels, basements, or rural sites must be planned for in advance.
  • Communication procedures must be documented in the lone working risk assessment.

Why?

Rapid emergency responseIf a lone worker is injured, check-ins ensure help arrives quickly.
Legal dutyEmployers must monitor lone workers effectively under MHSWR 1999.
Worker confidenceKnowing someone is monitoring them helps lone workers stay focused and safe.
AccountabilityDocumented check-ins provide an audit trail that duty of care was met.
Do Don't
  • Agree a check-in schedule and escalation procedure before work starts.
  • Test communication equipment at the work location before starting tasks.
  • Use a lone worker device with automatic man-down alert where available.
  • Carry a fully charged mobile phone with emergency contacts saved.
  • Follow the agreed check-in times without skipping or delaying them.
  • Inform your supervisor immediately if you change location during a shift.
  • Know the escalation steps if you cannot reach your check-in contact.
  • Record all check-ins as required by the site lone working procedure.
  • Identify dead zones for mobile signal and use alternative methods.
  • Carry a personal alarm or whistle as a backup communication method.
  • DON'T start lone work without a confirmed check-in procedure in place.
  • DON'T rely solely on mobile phones in areas with poor signal.
  • DON'T ignore a missed check-in — always activate the escalation procedure.
  • DON'T change your work location without informing your supervisor.
  • DON'T assume someone knows where you are without confirming it.
  • DON'T let your phone battery run flat during a lone working shift.
  • DON'T disable man-down sensors or alarms on lone worker devices.
  • DON'T leave site without completing a final check-out with your contact.
  • DON'T treat check-in procedures as optional or unnecessary paperwork.
  • DON'T work alone on high-risk tasks that require a buddy system.

See also: Lone Working Awareness | Lone Working Risk Assessment
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