Crafting a Permit-to-Work Experience for Factory Managers
Form design
Mobile Design
Team
Design Manager
UX Designer (Me)
Business Strategist
My Role
Research
Conceptualizing
Designing
Tools
Figma
Duration
3 months
PROJECT Overview
Helping Factory Managers increase workplace safety through a permit-to-work app
I was a designer on a team that crafts custom B2B solutions for manufacturers. The client is an electronics company looking to digitize their Permit-to-Work process to improve safety across multiple factory locations. I was responsible for synthesizing research, conceptualizing, designing, and collaborating with both designers and non-designers to shape the solution.
Disclaimer: This case study has been anonymized to adhere to NDA guidelines, for details on my work reach out to me.
Background
Maintenance work at factories can lead to accidents or injuries for Contractors
This manufacturer regularly hires Contractors to perform maintenance jobs like repairs, renovations, or installations at their facilities. These jobs pose dangerous risks for Contractors, which can lead to bodily injuries, hazardous exposure, or machine-related accidents. Permits-to-Work help mitigate these risks and promote safety.
Risks for Maintenance Contractors at Factories
Bodily Injuries
Contractors can slip, trip, or fall while moving through crowded or uneven factory areas.
Hazardous Exposure
Workers may breathe in harmful chemicals or come into contact with toxic substances.
Machine Accidents
Operating or working near heavy machinery can lead to cuts, crushing, or crashes
A Permit-to-Work promotes safe working environments for Contractors through enforcing safety checks
A Permit-to-Work (PTW) is a formal document issued by Factory Managers to authorize Contractors to perform high-risk work. It details the scope of the maintenance job, outlines potential hazards, and confirms that safety protocols are in place. No job starts until a PTW is approved.
BUSINESS CHALLENGE
Paper-permits put Contractors at risk due to blind spots in safety protocols
The paper-based permit system was creating blind spots in safety. Leadership couldn’t confirm if safety steps were followed, had no visibility into how many permits were active, and couldn’t modify or update permits without more paperwork. These gaps led to delays, confusion, and a rise in incidents. I set out to build a digital permitting system that closes those gaps and puts safety back in focus.
Poor Visibility
Users can't see what or where permits are active, causing scheduling conflicts.
Excessive Papers
Permits expire after 5 days, new papers must be filled out constantly.
No Accountability
The manual process makes it hard to prove if safety steps are being followed.
Exploring through gaps
How permits adapt based on maintenance type and real-world conditions
Through research, I learned that permits are modular. They’re made up of different sections based on the maintenance job and its requirements. Categories can include cranes, hot work, night work, lifting plans, and more.
Exploring design concepts that encourage reflection, awareness, and better risk evaluation for Factory Managers
The task was to transform their PTW process into a mobile app that promotes safety and accountability. I audited the official permits and found the documents were complex, full of jargon, and poorly organized. I shifted my focus to design explorations that emphasized better documentation to prompt Factory Managers to pause, document clearly, and consider the risks and steps involved in the task.
AI Generated PTW
Factory Managers input a description of the Contractor's task, and an AI system generates a tailored permit based on the work requirements.
Build Your Own PTW
Factory Managers create permits by selecting the type of maintenance and defining key parameters, allowing for greater control and customization.
Capturing Workstation
To enhance accountability, Managers document safety compliance by capturing images of the workstation after preparation.
Papers to prototypes
Giving Factory Managers the power to build custom permits to increase accountability and participation
Clients preferred giving Factory Managers the ability to build custom permits and capture their workstation, believing these actions would help reinforce accountability to safety protocols. However, the designs needed adjustments and further elaboration to better align with their actual permitting process.
Mapping the flow to reflect the real-life step-by-step actions users must perform
Workshops with managers clarified the steps in their PTW process: Risk Assessment → Additional Permits → Protective Equipment. The risk assessment is mandatory to determine necessary safety measures. Additional Permits and PPE are optional based on the job. I redesigned the flow to mirror their actual process, incorporate new ideas, and account for the real-life actions managers need to take.
MODERNIZED AND SMARTER FLOW
Showcasing flexibility by allowing permit to be updated and modified based on maintenance needs
I designed two flows, one showing how a Factory Manager creates a permit while documenting safety protocols, and another for modifying a permit to extend it. The goal was to show how the new app could be more efficient and flexible without straying from their current process or compromising safety. The final flow was: General Info → Risk Assessment → Protective Equipment → Signatures.
Risk Assessment
A required section for every permit, the risk assessment highlights potential hazards. Managers mark “yes” or “no” based on risk presence, add control measure comments, and capture a photo to confirm the workstation is properly prepped.
Specialty Permits & PPE
Managers can optionally attach specialty permits, such as hot work or night shifts, and specify the PPE required. This ensures permits are tailored to the unique safety needs of the task.
Adding Signatures
Helping hold users furtherly accountable through signatures of acknowledgment. Each permit must be signed by a Contractor and Permitter (Manager) and additional signatures can be added if needed.
Permit Status Tracking
Users can track permit status (active, archived, or completed) to manage timelines and extensions. A factory map view shows how many permits are active across facilities, helping avoid scheduling conflicts.
Viewing & Modifying
Permits remain viewable after submission and can be modified or extended as maintenance conditions change by eliminating the need for redundant paperwork.
IMPACT
Outcomes
The final prototype was presented to the client, who praised my ability to translate the complexities of their Permit-to-Work process into a simpler, more efficient digital format. The designs were greenlit for development, tested on-site, and successfully implemented across 4 of their factories.
Accident Prevention
The mobile app reached 200 users, issuing around 1,200+ permits with a 0% accident rate since launch.
Adoption Ease
Feedback from managers informed me that the solution was intuitive and was easily adopted into their workflow.
Reflection
Key takeaways
This project started with a lot of ambiguity since I didn’t fully understand the permitting process, and access to client input was limited. But instead of seeing that as a blocker, I used it as a chance to explore and test ideas. That shift helped me find a direction that taught me that leaning into ambiguity can help surface ideas I wouldn’t have previously found.