For many people, the topic of duty to instruct sounds, at first glance, very dry and not particularly exciting. Nevertheless, it is indispensable: not only because it is required by law. Regular instructions ensure that all employees stay informed. This is exactly where we support you with our sam® software.
The duty to instruct applies to all sectors and ranges from classic occupational safety topics and health protection to data protection or sector-specific content. It is important not only to impart knowledge, but also to provide evidence that the instruction was actually carried out.
Many companies tell us in conversations that they find this point particularly challenging. And this is exactly where we can help with our sam® software.
On this page you will learn how sam® can help you on the topic of duty to instruct. Because we at secova are convinced that compliance with the obligation to instruct can be mapped in an uncomplicated, digital and reliable way.
Who has to instruct whom, when and how? The duty to instruct is clear: employees are instructed regularly and as needed – in a comprehensible, job-related, and well-documented manner. Here you will learn how to organize this in a practical way and how to reliably track it with sam®.
What does duty to instruct mean in concrete terms?
Employees must be instructed on health and safety in a comprehensible, activity-related and regular manner. This includes instructions on work equipment, hazards, rules of conduct in an emergency and operational procedures. The obligation also includes ad hoc instructions, e.g. following accidents, process changes or new hazards.
Who has to instruct whom, when and how?
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- Responsibility: Company management (organization & control), managers (implementation in the area). Experts provide support if required.
- Intervals: often annually; additionally as required and when changing jobs/roles.
How to organize the duty to instruct in practice
1) Planning
- Define target groups (e.g. office, production, logistics) and catalog of topics
- Define intervals, events and responsibilities
- Editorial calendar & Planning resources
2) Implementation
- Didactically clear modules (microlearning, location-based information)
- Knowledge checks on effectiveness
3) Documentation & Proof
- Participation, date, contents, result of the check
- Store certificates, reports, history centrally
Typical mistakes – and how to avoid them
- Watering can principle: everyone gets everything → Use target group & due date logic.
- Annual instruction only: Forget events → Define events and changes as triggers.
- Gaps in documentation: Slips of paper & Isolated solutions → central, audit-proof evidence.
- Overlong units: Knowledge overload → Microlearning & short checks.
How sam® helps you with your duty to instruct
- Assignment according to role/location/activity – suitable content instead of overload
- Automatic reminders & Escalations – due dates at a glance
- Quiz & Certificates – checking effectiveness, generating evidence
- Reports & History – audit-proof, updated daily
- Mobile & low barrier – learn everywhere
Check now: Instruction system from sam® – Request demo access
FAQ
- Who is obliged to provide instruction?
- The company management is responsible; managers implement in the area. Expert support.
- How often must instruction be given?
- Regularly (often annually) and as required – e.g. after accidents, changes, new hazards.
- What belongs in the proof?
- Contents/topic, date, target group, responsible persons, list of participants, result of the check; in sam® incl. certificates.
- Is online instruction permissible?
- Yes – if activity-related, understandable and verifiable; add practical elements if necessary.
- How do I avoid gaps?
- Automated due dates & Escalation, clean roles/target groups, KPIs and regular reviews.
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