What Are Duty of Care Best Practices for Project Teams?

As a project leader or team member, you’ve likely heard the term “duty of care” used within your organization’s policies. But what exactly does it mean in a project environment—and, more importantly, how does it translate into everyday practices?

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At its core, duty of care refers to your legal and ethical obligation to safeguard the health, safety, and well-being of everyone involved in your project, from your team members to your contractors. Let’s find out more below.

Defining Duty of Care in the Project Context

Duty of care is not a one-size-fits-all concept. In the workplace, especially in project management, it covers a wide range of responsibilities that a manager has to prevent harm.

This means taking reasonable steps to protect people physically, emotionally, and even legally. The specifics vary by industry, but they typically involve identifying and avoiding risks, creating mitigation strategies, and ensuring all team members are aware of their rights and responsibilities.

In industries like construction or healthcare, for instance, this may involve strict safety protocols, while in software or creative industries, it could prioritize mental health and work-life balance.

Assisting Team Members with Legal Needs

The first key aspect to understand is that your duty of care doesn’t end at the office door. Occasionally, life’s challenges spill into the workplace, and the well-being of your team members could be compromised by legal or financial challenges that they may be facing.

For example, a parent coping with the traumatic aftermath of a child’s birth injury might need the help of a Cerebral Palsy lawyer to explore compensation or long-term care solutions—an invaluable support during difficult times.

Similarly, an employee facing discrimination or harassment would benefit from clear policies about how to access legal counsel or employee assistance programs. Again, expatriate team members may require help navigating local regulations or securing visas.

As a best practice, maintain a vetted list of legal professionals specializing in employment, family law, or health-related cases, and communicate this resource to your team. Providing access to these services—whether through your company’s benefits or a referral network—shows you are committed to every facet of your team’s wellbeing, which can lead to better employee motivation!

Supporting Team Members with Health Concerns

Duty of care also means making reasonable adjustments for employees with unique health needs. Beyond providing health insurance benefits, you should also adopt an approach that is both proactive and empathetic.

For instance, a team member living with arthritis could benefit from a modified workload, flexible scheduling, or ergonomic equipment, such as specialized keyboards or chairs. For those managing chronic illnesses, enabling remote work days or providing additional breaks helps sustain their productivity and well-being. It’s crucial to openly discuss health limitations without stigma, and to encourage an environment where team members feel safe disclosing personal needs.

This support should also extend to mental health, such as offering access to counseling. You should have in place systems to determine when and how your workers are suffering from excessive stress. In these cases, consider encouraging professional-led stress management workshops and modifying your workflows to better manage stress levels within your team.

Fostering a Proactive, Inclusive Safety Culture

True duty of care goes beyond ticking boxes just to stay compliant with local regulations.

It is important to go above and beyond to create an environment where everyone feels valued and protected. Because of this, it is essential to establish a culture where open communication and mutual responsibility are an integral part of daily life.

Welcome feedback and input from your team about safety improvements, be open to diverse perspectives (considering language, culture, and life experience), and offer regular well-being check-ins. Proactively address minor hazards and listen to concerns before they escalate!

Comprehensive Documentation of Protocols and Procedures

The first line of defense is always to have well-documented policies and procedures. You should ensure your team’s safety guidelines, emergency response plans, and standard operating procedures are up to date, understandable, and accessible.

For example, every team member should be familiar with the project’s risks, evacuation plans, and reporting protocols for accidents or near misses. Documentation not only clarifies expectations—it also protects your organization in the event of a legal dispute, showing that you’ve taken reasonable precautions to prevent harm.

Conclusion

Upholding your duty of care in your project isn’t just good practice—it’s the foundation of a safe, productive, and resilient team. By combining clear documentation, ongoing compliance, health and legal support, and an inclusive culture, you ensure that every project, regardless of scale, meets ethical responsibilities.