🦺 Safety Orientation Playbook
Onboard new workers with thorough safety orientation before they pick up a tool. OSHA requires training on hazards before exposure — orientation is your first line of defense and your compliance foundation.
Why This Matters
| Without Proper Orientation | With Proper Orientation |
|---|---|
| Workers exposed to hazards they don't recognize | Workers know site-specific hazards before starting |
| OSHA citations for training gaps | Documented proof of training (who, what, when) |
| Third-party injuries from untrained subs | Subs understand site rules and emergency procedures |
| Confusion about reporting and PPE | Clear expectations from day one |
| Liability exposure in incident investigations | "We trained them" — documented defense |
OSHA Requirement
OSHA 1926.21(b)(2) requires that employees be instructed to recognize and avoid unsafe conditions and the regulations applicable to their work environment to control or eliminate hazards. Training must occur before exposure to hazards.
Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| Safety Director | Develop orientation content, maintain templates, train orienters, audit compliance |
| Superintendent / PM | Ensure no worker starts without orientation, coordinate multi-employer orientations |
| Foreman / Orienter | Deliver general + site-specific orientation, collect signatures, submit documentation |
| HR / Admin | Schedule orientation before first day, track completion, file records |
| Subcontractor Superintendent | Ensure sub workers attend GC orientation or equivalent, provide trade-specific training |
Step-by-Step Workflow
Phase 1: Pre-Arrival prep
Before the worker shows up:
- Schedule orientation — Block time on first day; orientation before any work
- Prepare materials — Site-specific hazards list, emergency procedures, PPE requirements
- Assign orienter — Competent person who knows the site and company program
- Check language needs — Arrange translator or translated materials if needed
- Gather documentation — Orientation checklist, signature forms, training records
Phase 2: General Company Orientation
Company-wide content (30–45 minutes):
| Topic | What to Cover |
|---|---|
| Company safety policy | Management commitment, right to refuse unsafe work, non-retaliation |
| Emergency procedures | First aid location, AED, fire extinguishers, evacuation routes, assembly point |
| PPE requirements | Hard hat, safety glasses, hearing protection, gloves, boots — when and where |
| Reporting process | How to report injuries, near-misses, hazards — who to tell, no blame |
| Incident response | What to do if someone is hurt — call 911, render aid, secure scene |
| Safety meetings | Toolbox talks, JHAs, pre-task planning — what to expect |
Phase 3: Site-Specific Orientation
This project only — different from general orientation:
| Topic | What to Cover |
|---|---|
| Site layout | Entry/exit, parking, staging areas, restricted zones |
| Active hazards | Excavations, overhead work, traffic, confined spaces, live electrical |
| Site rules | Smoking areas, PPE zones, speed limits, pedestrian paths |
| Emergency on this site | Nearest first aid, AED location, assembly point, who to call |
| Evacuation | Routes, muster points, headcount procedure |
| GC-specific requirements | Any rules beyond company standard (e.g., double hard hats in certain areas) |
Site-Specific Checklist
Create a checklist for each project. A worker oriented at Site A is not oriented at Site B. Site-specific orientation must be repeated when they transfer to a new project.
Phase 4: Trade-Specific Training
Beyond orientation — task-specific training:
- Fall protection — If working at heights
- LOTO — If working on energized equipment
- Scaffolding — If building or using scaffolds
- Trenching — If working in excavations
- Hot work — If welding/cutting
- Confined space — If entering permit spaces
Trade-specific training may be delivered by a competent person or qualified trainer — document completion separately.
Phase 5: Verification
Before the worker starts work:
- Walk the site — Show first aid, fire extinguishers, emergency exits
- Q&A — "What do you do if you see a hazard?" — confirm understanding
- PPE fit check — Verify they have required PPE and it fits
- Sign-off — Worker signs that they received and understood orientation
Phase 6: Documentation
Required records:
| Document | Retain For |
|---|---|
| Orientation checklist (what was covered) | Duration of employment + 5 years |
| Signature (worker name, date, orienter) | Duration of employment + 5 years |
| Site-specific addendum (if separate) | Project duration + 5 years |
| Trade-specific training records | Duration of employment + 5 years |
Multi-Employer Worksite Considerations
| Scenario | Who Orients | What's Required |
|---|---|---|
| GC hires sub | GC provides site-specific orientation; Sub provides company + trade | Both document; GC may require sub to attend GC orientation |
| Sub adds worker mid-project | Sub orienter | Same content as day-one workers |
| Worker transfers between subs | Receiving sub | Company + site-specific orientation |
| Temporary/agency workers | Host employer (you) | Same orientation as direct hires — they're on your site |
Coordination
On multi-employer sites, the controlling contractor (usually GC) should coordinate orientations. Require subs to provide orientation certificates or attend a GC-led orientation before their workers start.
Language and Literacy Considerations
| Consideration | Action |
|---|---|
| Non-English speakers | Provide translated materials; use bilingual orienter or translator |
| Low literacy | Use visuals, demonstrations, walk-throughs; verbal confirmation |
| Multiple languages | Offer orientation in primary language; document language used |
| Verification | Ask worker to explain back — "What do you do if there's a fire?" |
App Integration Tips
BLDR Pro — Documentation
Use BLDR Pro to store orientation checklists, signed forms, and photos. Attach orientation completion to worker records. When OSHA asks "did you train this worker?" — pull the timestamped document instantly.
Safety Meetings App — Training & Attendance
Track orientation attendance digitally. Safety Meetings app supports training sessions, sign-in, and completion tracking. Integrate with your worker database so you can see who's oriented vs. who's not before they hit the site.
Metrics to Track
| Metric | Target | Frequency |
|---|---|---|
| % of workers oriented before starting work | 100% | Daily audit |
| Orientation completion rate | 100% of new hires within first shift | Weekly |
| Time to orient (from hire to completion) | Same day | Per hire |
| Site-specific orientation when transferring | 100% | Per transfer |
| Documentation completeness | 100% with signatures | Monthly audit |
Common Mistakes
| Mistake | Problem | Fix |
|---|---|---|
| One-size-fits-all orientation | Site B hazards different from Site A | Create site-specific checklist per project |
| Orientation after work starts | Worker exposed before training | Block orientation before any work — no exceptions |
| Skipping subs | Untrained sub workers create hazards | Require sub orientation; verify before they start |
| No signatures | Can't prove training occurred | Signature every time; retain records |
| Generic emergency procedures | "Call 911" — but where's first aid? | Site-specific: locations, routes, contacts |
| Ignoring language barriers | Worker nods but doesn't understand | Use translator; verify understanding |
Troubleshooting
"We don't have time to orient — we need them working"
- An untrained worker causes incidents that cost far more than 45 minutes. Schedule orientation as part of onboarding — non-negotiable.
- Subs who show up without orientation: stop them at the gate until orientation is complete.
"Worker transferred from another project — do we re-orient?"
- General company orientation: No — if they've had it recently (e.g., within 12 months).
- Site-specific orientation: Yes — every new site. Hazards are different.
"Sub says they already oriented their worker"
- Require documentation (signed checklist, date). If they can't produce it, they repeat orientation.
- GC may require subs to attend GC-led site orientation regardless — it's your site, your rules.
"Worker doesn't speak English"
- Use translated materials and a bilingual orienter or translator. Document the language used.
- Walk-through and demonstration compensate when written materials aren't sufficient.
Related Resources
| Resource | Link |
|---|---|
| Toolbox Talk Playbook | Daily Toolbox Talk |
| JSA/JHA Playbook | JSA/JHA Process |
| Incident Reporting Playbook | Incident Reporting |
| Safety Compliance Guide | Compliance Guide |
| Safety Meetings App | safetymeetings.app |