26 Feb How to Prove Worker Competency NZ: A Practical Guide for Small Businesses
If a WorkSafe inspector arrived at your workplace tomorrow and asked “How do you prove worker competency?”, would you have clear evidence ready to show them?
Many businesses provide training.
Many assume their workers are capable.
But when it comes time to prove worker competency, documentation is often incomplete, outdated, or missing altogether.
And without evidence, your business is exposed.
Here’s how to put simple systems in place so you can confidently demonstrate that your team is trained, capable, and safe.
What Does Competency Actually Mean?
Competency is more than attending a course.
It means a worker:
- Understands the hazards involved in the task;
- Knows the required controls;
- Can apply safe procedures in real working conditions;
- Recognises when something is unsafe; and
- Training provides knowledge.
Competency is the ability to apply it safely.
To properly prove worker competency, you must be able to show both.
Why Documentation Matters
You may need evidence:
- During a WorkSafe inspection;
- After an incident or near miss;
- When tendering for contracts;
- During client pre-qualification;
- For insurance purposes; and
- When engaging contractors.
If records can’t be produced quickly, regulators and clients may assume they don’t exist.
Clear documentation shows that your business takes health and safety seriously and actively manages risk.
Practical Ways to Prove Worker Competency
You don’t need complex systems. You need consistent ones.
1. Keep a Current Training Register
A training register should clearly list:
- Worker names;
- Roles;
- Required training;
- Dates completed;
- Expiry dates; and
- Location of certificates.
This gives you instant visibility over qualifications and gaps.
2. Retain Copies of Certificates and Licences
Store copies of:
- First aid certificates;
- Equipment licences and endorsements;
- External course certificates; and
- Unit standards.
Digital storage in one central location makes retrieval easy when you need it.
3. Record Inductions
Every worker and contractor should complete an induction that covers:
- Site-specific hazards;
- Emergency procedures;
- Reporting expectations; and
- Safety responsibilities.
Signed induction records are strong evidence if you need to demonstrate compliance.
4. Use SOP Sign-Off Sheets
When implementing a Safe Operating Procedure:
- Explain the task and associated risks;
- Demonstrate the correct process;
- Observe the worker performing the task; and
- Record their acknowledgement.
This shows instruction and understanding – not just distribution of paperwork.
5. Conduct Practical Competency Assessments
This is where many businesses fall short.
Attendance at training does not automatically equal capability.
Supervisors should:
- Observe the task being performed;
- Use a checklist;
- Confirm whether the worker can operate independently;
- Identify if supervision is still required; and
- Record any refresher training needed.
These simple assessments provide strong evidence if you ever need to prove worker competency.
6. Record Toolbox Talks and Refreshers
Ongoing learning matters.
Keep attendance records for:
- Toolbox talks;
- Equipment updates;
- Safety briefings; and
- Lessons learned after incidents.
This demonstrates reinforcement and continuous improvement.
7. Document Supervision Arrangements
For new or developing workers:
- Assign a supervisor;
- Record the supervision period; and
- Confirm when independent work is approved.
This shows that competency is being actively managed, not assumed.
Common Weaknesses to Watch For
Businesses often struggle to prove worker competency because:
- Training occurred but wasn’t recorded;
- Licences have expired;
- Inductions were verbal only;
- No practical assessments were completed;
- Records are stored in multiple places; and/or
- Refresher training is undocumented.
If documentation is difficult to locate, it’s difficult to defend.
A Simple Framework
Strong compliance follows a clear progression:
Training → Instruction → Observation → Assessment → Documentation → Review
When each step is recorded, you are in a much stronger position if questioned.
Quick Self-Assessment
Can you quickly produce:
- A training register?
- Copies of certificates?
- Signed inductions?
- SOP acknowledgements?
- Competency assessment records?
- Evidence of refresher training?
If yes, your systems are working well.
If not, now is the time to strengthen them – before an incident forces the issue.
Key Takeaways
Training protects your people.
Evidence protects your business.
The ability to prove worker competency isn’t about paperwork for its own sake – it’s about demonstrating that workers can safely perform their roles.
Simple, consistent documentation reduces stress, improves accountability, and strengthens your compliance position.
Hasmate’s online health and safety program includes a training module, where all training information can be added and uploaded, including review or expiry dates. Notes about reviews can also be recorded.
For a free 30 day program trial, please click here (no credit card required). Or, if you would like a free 1 hour online demo, please contact us.
Other suggested articles:
- How often should you review health and safety documentation?
- Training with Safe Operating Procedures
- Safe Operating Procedures to purchase
- What Should A Health and Safety Budget Include?
Please contact us if you would like to discuss.