Working in a shared workplace—like a construction site, a manufacturing plant, or even a bustling warehouse—means multiple teams, different employers, and diverse tasks happening at once. All of this makes it more likely for workplace hazards to slip through the cracks if there isn’t a robust Safe System of Work (SSOW) in place.

This guide breaks down, in simple terms, how to create, coordinate, and maintain safe systems of work when different teams share the same environment. Along the way, you’ll find real-world stories, step-by-step advice, and a clear roadmap to keeping everyone safe.

Why SSOW Matters in Busy Shared Spaces

Imagine a large industrial site where electricians, welders, and machine operators work side by side. If one group doesn’t know what the other is doing, accidents are bound to happen. Safe systems of work ensure everyone knows the risks, the safety measures, and the correct way to perform tasks.

When multiple companies share one site, they must coordinate their safety efforts. It’s not enough to have your own safety plan—you need to know how others work too.

A solid foundation in occupational safety training, like what you get in an OSHA 30 Hour Course, helps supervisors and workers understand hazard control, emergency response, and coordination. This training often makes the difference between a smoothly run site and one where accidents keep happening.

Understanding the Hazards in Shared Environments

Before setting up a safe system of work, you must identify all potential hazards. These might include:

• Movement of heavy vehicles
  
  

• Working at height while other teams work below
  
  

• Electrical hazards from other contractors
  
  

• Noise that makes communication harder
  
  

• Flammable materials used by different crews
  
  

The first rule: never assume someone else is handling it. Coordinating these risks is everyone’s responsibility.

Step 1: Define Roles and Responsibilities

In shared work environments, confusion over “who does what” is a recipe for disaster.

Practical tip: Hold a kickoff safety meeting with representatives from every company or team on-site. Discuss each team’s scope of work, where they will operate, and how they might impact others.

For example, on a large building project I once worked on, a plumbing team accidentally flooded an area where an electrical team was installing wiring. Why? No coordination meeting. One 20-minute conversation could have avoided a costly and dangerous mistake.

Step 2: Develop Site-Wide Rules

Once roles are clear, agree on general safety rules that everyone must follow. These may include:

• Site speed limits for vehicles
  
  

• Mandatory personal protective equipment (PPE)
  
  

• Shared emergency signals and alarms
  
  

• Agreed permit-to-work systems for hot work, confined spaces, or hazardous chemicals
  
  

Keep these rules posted in visible spots. Repeat them in daily briefings. Consistency saves lives.

Step 3: Create Task-Specific Instructions

A general SSOW isn’t enough. Break it down into clear, step-by-step instructions for each high-risk task. For example:

• How to isolate energy sources before maintenance
  
  

• How to handle hazardous substances
  
  

• How to lift and transport heavy items safely
  
  

Make sure each worker has easy access to these instructions—printed copies, site apps, or laminated cards can help.

Step 4: Communicate, Communicate, Communicate

Regular communication prevents surprises. Toolbox talks, daily huddles, and quick updates keep everyone informed.

Pro tip: Don’t just talk—listen. Encourage workers to share concerns. They often spot hazards before managers do.

Step 5: Monitor and Supervise

Having a plan is one thing—making sure people follow it is another. Appoint safety supervisors who check that everyone complies with agreed safe methods.

On a recent project, a team installing roofing ignored the agreed exclusion zone. Because the supervisor caught it early, no one got hurt by falling tools. Vigilant monitoring works.

Step 6: Review and Improve

Safe systems of work are living documents. Conditions change, so must your plan.

Schedule periodic reviews. After incidents or near misses, gather everyone involved and ask:

• What went wrong?
  
  

• How can we stop it from happening again?
  
  

• Do we need to update our SSOW?
  
  

This honest approach builds trust and strengthens safety culture.

Building a Safety-First Culture

Coordinating safe systems of work in shared spaces is not just about ticking boxes. It’s about building a culture where every team sees safety as their responsibility.

Managers should lead by example—wear PPE, follow site rules, and respect all safety protocols. Workers will follow their lead.

Training plays a big role too. Enrolling supervisors in an OSHA 30 Hour Course equips them to handle complex hazards, guide teams, and keep systems up to date. This training includes real-life scenarios and practical steps for hazard control.

👉 Read more about the OSHA Safety Course to strengthen your team’s safety foundation.

Common Pitfalls to Avoid

Many shared sites run into the same problems. Watch out for these:

• Assuming everyone knows the plan: New workers or subcontractors may not have received the same briefing. Revisit SSOW regularly.
  
  

• No central coordinator: Without someone in charge of coordinating, tasks can clash dangerously.
  
  

• Outdated procedures: As work progresses, new risks appear. Review your SSOW often.
  
  

A Real Story: A Lesson Learned the Hard Way

A friend of mine worked on a large renovation project. One subcontractor was drilling through walls without informing the other teams. They struck a live wire, causing a small fire and a site evacuation. Luckily, no one was injured.

Afterward, the site manager brought all contractors together, established a shared permit-to-work system, and held daily coordination meetings. Incidents dropped dramatically.

Sometimes, mistakes teach us best.

Final Thoughts: Make Safety a Shared Goal

In any shared work setting, coordinating safe systems of work isn’t a “nice-to-have”—it’s a must. It protects people, keeps projects on track, and builds trust among teams.

When everyone follows a clear, well-communicated plan, the workplace stays safe, efficient, and productive.