Construction sites across New Zealand are dynamic environments where managing critical risk activities is a daily reality. Among the tools designed to ensure safety, the Permit to Work (PTW) process stands out as one of the most essential.
When done right, it brings clarity, accountability, and structure to even the most high-risk tasks.
But as with any process, its success depends entirely on how well it’s implemented. Over the years, we’ve observed a mix of best practices and troubling gaps on worksites - some systems are setting the benchmark, while others leave teams exposed to unnecessary risk.
So, what does “good” look like when it comes to the PTW process? And where are teams often falling short? Let’s dive into it.
What Does a Great Permit to Work System Look Like?
A well-structured PTW process is all about thorough preparation, competent people, and rigorous follow-through. Here are 6 hallmarks of success:
1. Identifying Work Activities, Hazards, and Controls Upfront
Proactive identification of tasks, hazards, and controls sets the foundation for a safe and structured approach.
2. Detailed Documentation
A clear permit outlines the scope, location, and specific safety standards required. No ambiguity.
3. Competent Permit Issuers and Receivers
Both parties must not only understand (via training and experience) the process but also agree that all controls are acceptable and sufficient to mitigate risks.
4. Regular Inspections During the Job
Safety isn’t a one-and-done exercise. Inspections throughout the work ensure continued compliance as conditions evolve.
5. Ensuring the Site is Safe Post-Work
Once the job is complete, thorough inspections confirm that the site is safe for normal operations to resume.
6. Proper Close-Out Procedures
Each PTW document should be closed and signed by both the issuer and receiver to verify that all processes have been followed.
When these elements are in place, the PTW process becomes a powerful tool that protects people, assets, and reputations.
Common Pitfalls to Watch Out For
Unfortunately, not all PTW systems hit the mark. Over the past few months, we’ve observed some recurring issues on construction sites across New Zealand.
These shortcomings can undermine even the best-intentioned safety programs:
1. Missing Critical Task, Hazard, or Control Details
A vague or incomplete permit is essentially a blank cheque for risk.
2. Risk Assessments Completed Solely by the Permit Issuer
It might sound shocking, but we have come across cases where the issuer alone assesses the risks. Collaboration between teams is essential for identifying blind spots and ensuring comprehensive controls.
3. Poor Communication Among Teams
A lack of information-sharing creates confusion and leaves stakeholders unaware of the risks and agreed controls.
4. Failing to Update Permits as Conditions Change
Construction sites are dynamic. Ignoring changing conditions or failing to amend permits leaves workers exposed to unforeseen hazards.
5. Limited Understanding of the PTW Process
Both issuers and receivers need adequate training. When either party lacks understanding, the permit becomes a tick-box exercise rather than a genuine safety tool.
6. Missing Agreed Safety Controls
Essential measures like fire extinguishers or excavation benching are sometimes agreed upon—but then forgotten. This is more common than it should be - despite events such as the Auckland Conference Centre or the recent trench collapse in Meadowbank, Auckland.
The Dual Role of PTW: Protector or Illusion?
A well-executed PTW process benefits everyone involved. It provides a framework for managing risk, fosters accountability, and ensures that work proceeds safely.
On the flip side, a poorly executed process can lead to a false sense of security. When this happens, people assume risks are under control when, in reality, they’re not. The consequences can be catastrophic, culminating in the dreaded "how could this have happened?" moment that no one wants to face.
Final Thoughts
The Permit to Work process isn’t just a formality—it’s a lifeline.
By prioritising thorough planning, competent personnel, and continuous oversight, we can elevate the PTW process from a compliance requirement to a critical safety enabler.
Got questions about how your team’s PTW process stacks up?
Or want to dive deeper into improving site safety?
Reach out to us at Advanced Safety—we’re here to help.
