When we talk about workplace safety, maintenance work deserves extra attention. These activities often involve unpredictable hazards, unexpected breakdowns, and high-risk tasks that can cause serious injuries if not properly planned. That’s where a Safe System of Work (SSOW) comes in — a step-by-step plan that explains how to do the job safely and without harm.

Before we jump into the key steps, let’s touch on why this matters so much. Maintenance tasks — whether fixing a conveyor belt in a factory or doing routine checks on heavy machinery — usually demand working near moving parts, at heights, or in confined spaces. Without a clear plan, even a simple task can turn hazardous in seconds.

If you’ve taken safety officer courses, you already know how critical it is to build strong systems for workplace safety. If you haven’t, consider how learning professional methods can help you design, implement, and manage safe working practices for maintenance teams.

Why Is a Safe System of Work Important for Maintenance?

Think of a time when you fixed something at home — say, changing a light bulb on a tricky ceiling fixture. Now, multiply the risks by ten when you’re dealing with industrial equipment. Without proper planning, workers may face electrical shocks, slips and falls, chemical leaks, or getting trapped in tight spaces.

A Safe System of Work isn’t just paperwork. It’s a live method that:

  • Clearly explains each step of the task.

  • Identifies what could go wrong.

  • Sets out exactly how to prevent accidents.

  • Provides instructions on what to do if things don’t go as planned.

Employers have a legal responsibility to provide this, but in practice, it’s everyone’s job — from managers to frontline staff — to follow and update it.

Key Steps to Develop a Safe System of Work for Maintenance

Let’s break down how you can craft an effective SSOW for maintenance tasks.

1. Assess the Task in Detail

Before creating anything, understand the job completely. What equipment is involved? Who will do it? Where and when will it happen?

An anecdote many safety trainers share is about a team that assumed cleaning a boiler was straightforward. They forgot to check the gas shut-off valve. A routine job turned into an emergency evacuation. This shows how dangerous assumptions can be.

Tips:

  • Walk through the entire maintenance process with experienced workers.

  • Take photos or videos to study later.

  • List each piece of equipment and material needed.

2. Identify the Hazards

Next, pinpoint anything that could cause harm. For maintenance, common hazards include:

  • Electricity and energy sources.

  • Hot surfaces or steam.

  • Working at height.

  • Exposure to chemicals or fumes.

  • Confined spaces.

Use checklists and talk to workers who know the equipment best. They often spot hazards managers might overlook.

3. Evaluate Who Might Be Harmed and How

Don’t just think about the maintenance crew. Could someone else nearby be affected? For example, a welder fixing a machine in a warehouse might pose a fire risk to stored goods and nearby workers.

Also, consider vulnerable workers — trainees, lone workers, or people unfamiliar with the site.

4. Decide on Precautions and Control Measures

Once you know the risks, decide how to control them. Follow the hierarchy of control — this means you should first try to eliminate the hazard altogether. If you can’t, reduce it as much as possible.

Examples:

  • Isolating electrical power before starting.

  • Lock-out/tag-out (LOTO) systems.

  • Using safe work platforms instead of ladders.

  • Ventilating confined spaces.

  • Providing personal protective equipment (PPE).

5. Write Clear, Step-by-Step Instructions

This is the heart of your SSOW. Use plain language. Break it into simple steps.

A good structure is:

  • Preparation: What must be done before work begins.

  • Execution: How to do the task safely.

  • Completion: How to shut down and clean up safely.

  • Emergency plan: What to do if something goes wrong.

For example, when replacing a conveyor belt motor, the SSOW should detail how to isolate power, secure the belt, remove the old motor safely, test the new one, and restore operations.

6. Communicate the SSOW to Everyone

Even the best SSOW is useless if no one knows about it. Hold a briefing before maintenance work starts. Make sure everyone understands:

  • Their individual responsibilities.

  • The step-by-step instructions.

  • The emergency procedures.

Many companies display key SSOW points near the worksite or provide pocket-sized guides.

7. Supervise the Work

Supervisors should monitor work to ensure the SSOW is being followed properly. If workers find unexpected problems, stop and re-evaluate the system.

Sometimes, staff skip steps because they feel pressured for time. A good safety culture — which you learn to build in safety officer courses — makes sure shortcuts aren’t tolerated.

8. Review and Update Regularly

Maintenance tasks change over time. New equipment, new people, or lessons from near-misses can all mean your SSOW needs updating.

Plan regular reviews. After every major job, ask the team: Did this SSOW cover everything? What could we improve? These insights make the next job safer.

Common Mistakes to Avoid

  • Assuming everyone knows the risks: Never rely on “common sense.” Write it down.

  • Using generic templates: Each task needs a tailored SSOW.

  • Not involving workers: The people doing the work know the risks best.

  • Failing to train new hires: Always give a clear induction on safe systems.

Building a Safety Culture Alongside Your SSOW

A good Safe System of Work for maintenance works best in an environment where safety is a habit. Encourage open communication — no one should fear speaking up about unsafe conditions. Recognize staff who follow the system properly. And provide ongoing training through safety courses to keep everyone’s knowledge up-to-date.

A Real-World Example: Learning from a Near Miss

Imagine a factory where workers regularly do maintenance on a production line late at night. One night, an electrician skipped locking out the power because he thought no one else was working. Another worker started the line remotely — thankfully, no one was injured, but it was a close call.

After investigating, the company improved its SSOW: stricter lock-out rules, more visible signage, and extra training. This prevented future risks and gave staff more confidence in the system.

Final Thoughts

Creating a Safe System of Work for maintenance isn’t a one-time task — it’s an ongoing process. By carefully assessing jobs, controlling hazards, providing clear instructions, and reviewing regularly, you protect your workers and your business.

Investing time in planning is always cheaper than dealing with an accident. And if you really want to excel, consider formal learning through safety officer courses — they’ll equip you with the skills to develop, communicate, and maintain effective safe working systems in any industry.