Best practices for managing Human Factors in Permit to Work systems

Permit to work systems (PTWs) are an essential safety measure in many industries, including oil and gas, construction, and manufacturing. They help to ensure that hazardous work is carried out safely and that all necessary precautions are taken to protect workers and the environment.

However, PTWs are only effective if they are used correctly. Human factors, such as fatigue, stress, and complacency, can lead to mistakes being made when using PTWs, which can have serious consequences.

This article will discuss some of the best practices for managing human factors in PTWs.

1. Understand the human factors that can affect PTW System use

The first step to managing human factors in PTWs is to understand the different factors that can affect PTW use. Some of the most common human factors include:

• Fatigue: Fatigue can impair decision-making and judgment, and it can increase the risk of making mistakes. For example fatigue may cause a critical isolation to be identified, resulting in a dangerous situation when the permit is being completed.
• Stress: Stress can also impair decision-making and judgment, and it can lead to people taking shortcuts or failing to follow procedures.
• Complacency: Complacency can lead to people becoming careless or overconfident, which can increase the risk of accidents. There’s a balance to be struck here between making things as friction-free as possible and creating a situation where staff lose focus ( e.g. because they are copying a base permit repeatedly without due attention, potentially resulting in dangerous omissions).
• Lack of knowledge or training: If people do not have the necessary knowledge or training to use PTWs correctly, they are more likely to make mistakes.
• Poor communication: Poor communication between different stakeholders, such as permit issuers, permit holders, and workers, can lead to misunderstandings and errors.

2. Design the PTW system to minimize human error

The PTW system should be designed to minimize the risk of human error. This can be done by:

• Simplifying the system: The PTW system should be as simple and easy to use as possible. This will help to reduce the risk of people making mistakes.
• Using clear and concise language: The PTW system should use clear and concise language that is easy to understand. This will help to reduce the risk of misunderstandings.
• Using visual cues: Visual cues, such as color-coding and symbols, can be used to make the PTW system more user-friendly and to help people to identify important information quickly and easily. For example, it is useful to identify whether permits are active in a particular area – this is best achieved by use of a permit board.
• Providing adequate training: All personnel involved in the use of PTWs should be adequately trained. This training should cover all aspects of the PTW system, including how to identify and assess hazards, how to develop and implement safe work procedures, and how to use the PTW system correctly.
• Implementing a feedback loop: The PTW system should include a feedback loop so that any problems or areas for improvement can be identified and addressed promptly.

3. Manage fatigue, stress, and complacency

Organizations should take steps to manage fatigue, stress, and complacency in their workers. This can be done by:

• Providing adequate rest breaks: Workers should be given adequate rest breaks to prevent fatigue.
• Implementing stress management programs: Organizations can implement stress management programs to help workers to cope with stress and to reduce the risk of stress-related errors.
• Promoting a culture of safety: Organizations should promote a culture of safety where workers feel comfortable reporting concerns and where they are not penalized for making mistakes.

4. Improve communication

Organizations should also take steps to improve communication between different stakeholders involved in the use of PTWs. This can be done by:

• Holding regular meetings: Holding regular meetings between permit issuers, permit holders, and workers can help to improve communication and understanding.
• Using clear and concise language: All written and verbal communication related to PTWs should use clear and concise language that is easy to understand.
• Using visual aids: Visual aids, such as diagrams and flowcharts, can be used to improve communication and understanding of complex procedures.

5. Monitor and audit the PTW system

Organizations should regularly monitor and audit the PTW system to identify any areas for improvement. This can be done by:

• Reviewing PTWs: Reviewing PTWs for completeness and accuracy can help to identify any potential problems.
• Interviewing personnel: Interviewing personnel involved in the use of PTWs can help to identify any problems with the system or any areas where improvement is needed.
• Observing work activities: Observing work activities can help to identify any instances of non-compliance with the PTW system.

By following these best practices, organizations can minimize the risk of human error when using PTWs and improve the safety of their workers.

Here are some additional tips for managing human factors in PTWs:

• Use a risk-based approach: Identify the tasks and activities that pose the greatest risk and focus on managing human factors in those areas. For example, if a task is complex or requires a high level of concentration, you may need to implement additional safeguards, such as providing workers with clear and concise instructions or having a supervisor present to oversee the work.