How to Record a Contractor Management Video for Your Health and Safety System

Why Record a Contractor Management Video?

From time to time, organisations bring in contractors to maintain or service equipment, make repairs, complete safety inspections on services, and undertake refurbishment work. Bringing contractors to work on your premises presents an additional risk to your workforce, visitors, and anyone else who might be affected by their work. Safety arrangements must be in place to manage contractors and their work effectively to reduce risk to a safe level.

A video recording supports effective contractor management in several important ways. It allows you to explain the selection criteria for competent contractors. It demonstrates what documentation should be requested and reviewed. It shows how contractor work should be planned and supervised. And it ensures everyone understands their role when contractors are working on site.

By recording a contractor management video, you help employees understand why contractor management matters, what the arrangements are, and what they need to do when contractors are present. Proper contractor management protects everyone—your employees, visitors, and the contractors themselves.

Step 1: Set the Scene and Context

Opening Your Video

Begin by establishing why contractor management requires specific attention and the risks that contractors can introduce. The tone should be practical and clear—these are important arrangements that protect everyone on your premises.

Sample opening script:

"Welcome to our contractor management training. In this video, we'll explain why managing contractors properly is important, what safety arrangements we have in place, and what role you play when contractors are working on our premises.

From time to time, we bring in contractors to maintain or service equipment, make repairs, complete safety inspections, and undertake refurbishment work. This is a normal part of running any organisation.

However, bringing contractors to work on our premises presents an additional risk to our workforce, visitors, and anyone else who might be affected. Contractors may be unfamiliar with our site, our emergency procedures, or the specific hazards present. Their work may create new hazards or interfere with normal operations.

Therefore, we must put safety arrangements in place to manage contractors and their work effectively to reduce risk to a safe level. This video explains what those arrangements are and your role in making them work."

Explaining Why This Matters

Help employees understand why contractor management requires careful attention.

Talking points:

• Contractors may be unfamiliar with your site layout and hazards
• Contractor work can create new risks for employees and visitors
• Poor contractor management has contributed to serious incidents
• Contractors' work standards may differ from your own
• You remain responsible for safety on your premises even when contractors are working
• Effective management protects everyone—employees, visitors, and contractors

The Organisation's Commitment

Explain the organisation's approach to managing contractors.

Sample script:

"We understand that bringing contractors to work on our premises presents an additional risk to our workforce, visitors, and anyone else who might be affected. That's why we have specific safety arrangements in place.

These arrangements cover how we select suitable, competent contractors, what documentation we require before work begins, how we plan and schedule contractor work, how we supervise contractors while they're on site, and how we review and monitor our contractor management overall.

Responsible Persons are identified to manage these arrangements. But everyone has a role to play in ensuring contractor work is carried out safely."

Step 2: Plan What to Record vs Write

Content That Works Best on Video

Contractor management involves both processes and practical actions. Video works well for explaining why these arrangements matter and what staff should do. Prioritise these elements:

Record on video:

• Why contractor management is important
• The process for selecting and engaging contractors
• What documentation to request and why
• How contractor visits should be managed
• The role of staff supervising contractor work
• What to do if concerns arise during contractor work
• How to report issues with contractor performance

Document in writing:

• Specific criteria for contractor selection
• Documentation checklist (insurance, risk assessments, method statements)
• Approved contractor lists where applicable
• Contact details for Responsible Persons
• Procedures for different types of contractor work
• Records of contractor visits and documentation

Structuring Your Recording

Plan your video to flow from understanding the risks through to practical arrangements. A logical structure might be:

1. Why contractor management matters
2. Selecting competent contractors
3. Documentation requirements
4. Planning and scheduling work
5. Supervising contractors on site
6. Review and monitoring

Step 3: Explain the Core Rules and Requirements

Selecting Competent Contractors

Explain how contractors should be identified and selected.

Sample script:

"Responsible Persons identify and plan the selection of suitable, competent contractors. This might involve arranging work with industry-known contractors, contractors recommended by manufacturers, or entering into an agreement with the manufacturer for service and maintenance of equipment.

For safety inspections of services, fire safety systems, or refurbishment work, where the use of industry-known contractors is not reasonably practicable, work is arranged with recommended local contractors.

The key principle is that we don't simply choose the cheapest option or whoever is most convenient. We select contractors based on their competence to carry out the work safely. This protects everyone—our people, our visitors, and the contractors themselves."

Documentation Requirements

Explain what documentation should be requested from contractors.

Sample script:

"When engaging contractors where industry-known contractors are not reasonably practicable, we ask for copies of their insurance—both public liability and employers' liability. We request risk assessments and method statements for the planned work. And we ask for details of any trade association or professional body membership they are associated with, which proves their competence has been measured.

This documentation serves several purposes. Insurance protects everyone if something goes wrong. Risk assessments and method statements show that the contractor has thought through the hazards and how to control them. Trade association membership provides independent verification of competence.

Responsible Persons review this health and safety documentation before engaging the contractor to work on our premises. We don't simply collect documents—we actually review them to ensure they're adequate for the work planned."

Documentation Filing

Explain the importance of keeping contractor documentation.

Talking points:

• Health and safety documentation submitted by contractors is kept on file
• This documentation is needed if there's an incident
• It's needed if a fault occurs after work is completed
• It's needed if work is identified as not meeting required standards
• Proper filing enables investigation and accountability
• Documentation should be accessible when needed

Planning Contractor Work

Explain how contractor work should be planned and scheduled.

Sample script:

"Work is planned to ensure it can be carried out safely. This includes ensuring work is planned outside of normal opening times where appropriate to reduce risk to visitors. It also means managing employee duties so the work of contractors does not impact on their safety.

Contractors should be greeted by a senior manager when they arrive, escorted to the area where they will be working, and their work supervised by a member of staff whilst they are on site.

This planning isn't bureaucracy—it's how we ensure that contractor work doesn't create unexpected risks. When contractors arrive unannounced or work unsupervised in areas they shouldn't be, problems occur."

Supervision Arrangements

Explain the supervision requirements for contractor work.

Sample script:

"Works should be supervised by an employee while contractors are on site. The employee supervising works should have a good knowledge of the premises and the business. They should have contact with a Responsible Person in the event of a query from a contractor which may affect the business.

This doesn't mean standing over contractors watching every movement. It means being available, checking in regularly, and being able to respond to questions or concerns. It means knowing what work is being done and being alert to anything that doesn't seem right.

If you're asked to supervise contractor work, take that responsibility seriously. You're the link between the contractor and our safety arrangements."

Monitoring and Review

Explain how contractor management is reviewed.

Talking points:

• Contractor management arrangements are reviewed and monitored
• This ensures safety arrangements remain suitable and sufficient
• Reviews consider whether contractor selection criteria are working
• Reviews check whether supervision arrangements are effective
• Feedback from contractor visits informs improvements
• Continuous improvement keeps arrangements effective

Step 4: Demonstrate or Walk Through the Process

The Contractor Arrival Process

Walk through what should happen when contractors arrive.

Sample script:

"Let me walk through what happens when a contractor arrives to work on our premises.

First, they should be expected. Contractor visits should be planned in advance, so we know who is coming and what work they'll be doing. Unexpected contractor arrivals should raise questions.

When they arrive, contractors should be greeted by a senior manager. This isn't just courtesy—it's an opportunity to confirm who they are, what work they're doing, and that they have the necessary documentation.

The contractor should be escorted to the area where they'll be working. They shouldn't be left to find their own way around unfamiliar premises. This escorting also gives an opportunity to point out any specific hazards or restrictions in the work area.

Throughout their time on site, their work should be supervised. This means someone knows where they are, what they're doing, and can respond to questions or concerns."

Reviewing Contractor Documentation

Walk through how to review contractor documentation.

Sample script:

"Before a contractor starts work, their documentation should be reviewed. This isn't just checking that documents exist—it's checking that they're adequate.

For insurance, check that coverage is current—not expired—and that the levels of cover are appropriate for the work being done. Public liability and employers' liability insurance should both be confirmed.

For risk assessments, check that they're specific to the work being done on your premises. Generic risk assessments that could apply to any job aren't adequate. The assessment should identify the actual hazards of this work in this location.

Method statements should explain how the work will be done safely, step by step. They should align with the risk assessment—the controls identified in the risk assessment should appear in the method statement.

If documentation is inadequate, raise this before work begins. It's much harder to address problems once work has started."

Supervising Contractor Work

Explain what effective supervision looks like.

Talking points:

• Know what work is planned and the expected timeline
• Be available and accessible throughout the contractor's visit
• Check in regularly—don't disappear for hours
• Observe whether work is being done as described in method statements
• Be alert to unexpected activities or areas being accessed
• Know who to contact if questions arise that you can't answer
• Don't be afraid to ask questions if something doesn't seem right

Handling Queries and Concerns

Walk through what to do when issues arise.

Sample script:

"During contractor work, queries or concerns may arise. The contractor may have questions about the work, about access to certain areas, or about aspects of the site they weren't expecting.

The employee supervising works should have contact with a Responsible Person to address these queries. You're not expected to make significant decisions about the business or approve changes to planned work—but you should know who can.

If a contractor asks to do something that wasn't planned, or asks to access areas that weren't agreed, or if their work seems to be creating hazards that weren't anticipated, don't just say yes to keep them happy. Consult with the Responsible Person before agreeing.

Similarly, if you observe anything that concerns you about how work is being done—safety shortcuts, different methods than described in documentation, or anything else that doesn't seem right—raise it. It's far better to pause and check than to allow unsafe work to continue."

Step 5: Highlight Common Mistakes

Mistake 1: Choosing Contractors on Price Alone

Signs this is happening:

• The cheapest quote always wins
• Contractor competence isn't assessed
• Documentation requirements are skipped to save time
• "They seem fine" replaces proper vetting
• Poor work quality or safety problems result

How to avoid it:

Establish that contractor selection considers competence, not just price. Require documentation review before work begins. Use industry-known contractors or those with verified credentials. Recognise that the cheapest contractor may not be the most cost-effective if their work is poor quality or creates safety problems.

Mistake 2: Not Requesting or Reviewing Documentation

Signs this is happening:

• Contractors start work without providing documentation
• Documents are collected but never actually read
• Generic, outdated, or irrelevant documents are accepted
• Insurance coverage isn't checked
• Risk assessments don't match the actual work

How to avoid it:

Establish documentation requirements as non-negotiable. Actually review documents—don't just file them. Check that insurance is current and adequate, that risk assessments are specific to the work and location, and that method statements describe what will actually be done. Raise inadequate documentation before work begins.

Mistake 3: Letting Contractors Work Unsupervised

Signs this is happening:

• Contractors are shown in and left to get on with it
• No one knows where contractors are or what they're doing
• Contractors access areas beyond where they should be working
• Problems aren't discovered until after contractors leave
• Staff are too busy to supervise properly

How to avoid it:

Assign supervision responsibility explicitly—someone should know they're responsible for being available and checking in. Plan contractor visits so supervision is possible without neglecting other duties. Escorted access and regular check-ins should be standard practice, not exceptions.

Mistake 4: Poor Planning of Contractor Visits

Signs this is happening:

• Contractors arrive unexpectedly
• Work happens during busy periods when supervision is impossible
• Contractor work conflicts with normal operations
• No one is available to greet or supervise contractors
• Work areas aren't prepared or made accessible

How to avoid it:

Plan contractor work in advance. Schedule visits for appropriate times—outside normal opening times where this reduces risk. Ensure someone is assigned to greet, escort, and supervise. Prepare work areas before contractors arrive. Don't allow ad-hoc or last-minute contractor visits to become normal.

Mistake 5: No Documentation of Contractor Visits

Signs this is happening:

• There's no record of which contractors have visited
• Documentation submitted by contractors can't be found
• If something goes wrong, there's no evidence of what was agreed
• Quality problems can't be traced to specific contractors
• It's unclear what work was actually done

How to avoid it:

Maintain records of contractor visits, including who attended, what work was done, and documentation provided. File contractor documentation systematically so it can be found when needed. Document any issues that arise during contractor work. Good records enable investigation and accountability.

Mistake 6: Accepting Inadequate Insurance

Signs this is happening:

• Insurance certificates aren't checked before work begins
• Expired insurance is accepted
• Coverage levels aren't checked against the work being done
• Only public liability is checked, not employers' liability
• "They said they have insurance" is considered sufficient

How to avoid it:

Check insurance certificates before every engagement—don't assume previous cover is still valid. Verify both public liability and employers' liability insurance. Check that coverage levels are appropriate for the work. Don't accept expired certificates or verbal assurances. Insurance protects everyone if something goes wrong.

Mistake 7: Generic Risk Assessments Accepted

Signs this is happening:

• Risk assessments are identical regardless of the work or location
• Assessments don't mention specific hazards of your site
• The same document is used for every job
• Assessments are clearly templates with blanks filled in
• Controls described don't match how work is actually done

How to avoid it:

Review risk assessments for specificity. They should address the actual work being done in the actual location. Generic assessments suggest the contractor hasn't thought through the real hazards. If an assessment doesn't seem specific to your premises and the planned work, raise it before work begins.

Mistake 8: No Contact with Responsible Persons

Signs this is happening:

• Staff supervising contractors can't reach anyone if questions arise
• Decisions are made on the spot without proper authority
• Changes to planned work happen without approval
• Concerns during contractor work go unreported
• Supervising staff feel unsupported

How to avoid it:

Ensure employees supervising contractor work have clear contact with a Responsible Person. Establish how to reach them if queries arise. Make clear what decisions supervising staff can make and what needs to be escalated. Support supervising staff so they feel confident raising concerns.

Mistake 9: Not Learning from Contractor Issues

Signs this is happening:

• Problems with contractors recur
• Poor performers continue to be used
• There's no feedback loop from contractor visits
• Issues are dealt with in the moment but not reviewed
• Contractor management arrangements don't improve

How to avoid it:

Review and monitor contractor management arrangements. Track any issues that arise during contractor visits. Consider whether problems indicate weaknesses in selection, documentation review, or supervision. Use feedback to improve arrangements. Don't keep using contractors who have caused problems without addressing those problems.

Mistake 10: Treating Contractor Work as "Their Problem"

Signs this is happening:

• Contractor safety is seen as the contractor's responsibility alone
• Staff believe they have no role once contractors are on site
• Hazards created by contractor work are ignored
• "That's their risk assessment, not ours" attitudes
• Integration between contractor work and normal operations is poor

How to avoid it:

Understand that you retain responsibility for safety on your premises even when contractors are working. Their work affects your people and visitors. Their hazards become your hazards if not properly managed. Effective contractor management means active involvement, not passive acceptance.

Step 6: Summarise the Key Takeaways

Closing Your Video

End with a clear summary that reinforces the key messages and everyone's role in contractor management.

Sample closing script:

"Let's summarise the key points from this training.

From time to time, we bring in contractors to maintain equipment, make repairs, complete safety inspections, and undertake refurbishment work. Bringing contractors to work on our premises presents an additional risk to our workforce, visitors, and anyone else who might be affected.

We must put safety arrangements in place to manage contractors and their work effectively to reduce risk to a safe level.

Responsible Persons identify and plan the selection of suitable, competent contractors. For work where industry-known contractors aren't available, we request insurance certificates, risk assessments, method statements, and evidence of competence before engaging contractors.

Responsible Persons review health and safety documentation before contractors start work. Work is planned to minimise impact on normal operations and ensure proper supervision is possible.

Contractors are greeted by a senior manager, escorted to the work area, and supervised while on site. The employee supervising works should have good knowledge of the premises and contact with a Responsible Person if queries arise.

Health and safety documentation is kept on file in case of incidents, faults, or quality issues. We review and monitor our contractor management to ensure arrangements remain suitable and sufficient.

Your role is important. If you're asked to supervise contractor work, take that responsibility seriously. If you observe concerns about how contractors are working, report them. Everyone contributes to safe contractor management.

Thank you for your attention to this important topic."

Final Checklist

Before finalising your video, confirm you have covered:

• Why contractor management is important
• The additional risks contractors can introduce
• Selecting competent contractors
• Documentation requirements (insurance, risk assessments, method statements)
• Reviewing documentation before work begins
• Planning work to minimise disruption and enable supervision
• Greeting and escorting contractors
• Supervision arrangements while contractors are on site
• Knowledge requirements for supervising employees
• Contact with Responsible Persons for queries
• Documentation filing and retention
• Review and monitoring of arrangements
• What to do if concerns arise

Additional Recording Tips

Using Real Examples

If you've had contractor visits that went well—proper documentation, effective supervision, good outcomes—consider referencing these as examples. Real experiences make the arrangements tangible rather than abstract.

Involving Responsible Persons

Consider including input from the Responsible Persons who manage contractor relationships. They can explain their role and what they look for when selecting and reviewing contractors.

Addressing Common Scenarios

Consider addressing specific types of contractor work that occur regularly at your premises—maintenance visits, safety inspections, repair work. Specific guidance for common scenarios is more useful than purely generic advice.

Acknowledging the Balance

Acknowledge that contractor management requires balance. The goal isn't to make contractor visits so difficult that necessary work doesn't happen. It's to ensure that when contractors do work on your premises, it's done safely. Practical, proportionate arrangements work better than burdensome processes that get ignored.

Conclusion

A well-produced contractor management video helps communicate your organisation's commitment to managing the additional risks that contractors bring and ensures everyone understands their role in maintaining safety. By covering contractor selection, documentation requirements, work planning, supervision arrangements, and ongoing monitoring, you create a comprehensive training resource.

Remember that the video is part of a broader approach. It should be supported by clear selection criteria, consistent documentation requirements, proper planning of contractor visits, effective supervision, and regular review of arrangements. Contractor management requires ongoing attention—it's not something you set up once and forget.

Your contractor management video demonstrates that you take these risks seriously and that proper arrangements are in place to protect everyone when contractors are working on your premises. When these arrangements work effectively, contractor work is completed safely without creating unexpected risks for employees, visitors, or the contractors themselves.