When addressing workplace safety, the figure of the supervisor (preposto) is a fundamental strategic node. It is not a mere oversight function, but an operational and managerial role that directly affects accident prevention. The supervisor puts company guidelines into practice, observes daily what happens in the departments and takes responsibility for intervening when risks emerge.
In recent years, also following significant legislative changes, this role has taken on greater importance and has required renewed attention from companies. Who, then, is the supervisor? And what does holding this position involve?
Who the supervisor is and what role they play in safety management
The supervisor is a figure provided for by law, tasked with overseeing and controlling work activities, ensuring they are carried out in compliance with safety rules. They work in close contact with workers and act as a sort of filter between day-to-day operations and company management.
Compared with the manager, the supervisor works closer to production. They are the person who checks the application of prevention measures and who can, at any time, decide to stop an activity deemed dangerous. This role, if exercised with awareness, can truly make a difference in reducing accidents.
In many cases, the supervisor is also a point of reference from a human standpoint. They do not just check, but talk, listen and create a bridge between workers and management. This relational position increases their responsibility, but at the same time makes them an irreplaceable ally for the company.
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Operational duties and responsibilities of the supervisor
The supervisor is not a mere witness to production dynamics. They have precise duties of oversight, intervention and reporting. Whenever they notice non-compliant behaviour, they must act. Knowing the rules is not enough: they must be applied, enforced and, if necessary, enforced firmly.
For example, they are required to temporarily suspend the activity if they detect an imminent risk. They must also promptly inform the employer and the SPP (which may be the ASPP or the RSPP) of any anomaly found. They cannot turn a blind eye or “let it slide” to avoid conflict: their role obliges them to act promptly.
They actively collaborate in risk prevention and contribute to improving internal procedures. In this sense, the supervisor is an integral part of safety management and an operational ally for the entire organisation.
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Difference between appointed and de facto supervisors
The law distinguishes between a formally designated supervisor and a de facto supervisor. The former is explicitly indicated by the company, normally through a written act. The latter, on the other hand, is the person who, in practice, performs the typical duties of a supervisor even without an official appointment.
This distinction is anything but theoretical. Anyone who exercises a power of control and coordination over the work of others, even informally, can be called to answer as a supervisor. It is an often overlooked but enormously important element, because it introduces substantive liability even in the absence of official documents, indeed it aggravates any sanctioning elements against the employer for failure to make a formal appointment.
In construction or industry, this phenomenon is particularly frequent. Experienced workers or foremen may find themselves in de facto roles equivalent to that of the supervisor, with all the responsibilities that follow.
Appointment obligation and regulatory novelties
With Decree-Law 146/2021, converted into Law 215/2021, an explicit obligation was introduced for the employer to identify and designate the supervisor. It is therefore no longer possible to leave this function to improvisation or custom. A formal act is needed that clearly establishes who holds this role.
The rationale of the rule is simple: to make the chain of command and operational responsibilities clearer. In dangerous settings, such as construction sites or industrial plants, ambiguity cannot be afforded. Every worker must know who is the safety contact and who has the authority to intervene.
Today, failure to appoint the supervisor can result in penalties for the company and, in the most serious cases, affect the employer’s criminal liability in the event of an accident.
Mandatory training and periodic updating
To carry out their role effectively, the supervisor must be specifically trained. The law provides for ad hoc courses that address both the reference regulations and the practical skills needed to carry out oversight activities.
In addition, an update at least every two years is required, so as to keep the level of awareness and preparation high. In certain cases, such as high-risk activities, in-person training is required, with practical simulations and analysis of real cases.
Training also has a protective value: a supervisor who has received adequate instruction is able to document their correct conduct in the event of disputes or legal proceedings.
Workplace accidents and the supervisor’s responsibility
When an accident occurs, the first question asked is: who should have been overseeing? The supervisor, if on duty at the time of the event, may be involved in investigations and proceedings. However, it is not always they who answer directly.
Indeed, the primary responsibility remains that of the employer, especially when structural or organisational shortcomings emerge. But the supervisor is not exempt from risk. If they fail to report an obvious danger, fail to intervene or allow incorrect behaviour, their position can become critical.
A recurring example is that of the supervisor who, despite noticing colleagues’ incorrect use of PPE, takes no action. In such cases, their conduct may be deemed an omission.
Legal risks and penalties provided
The supervisor is not just an operator: they are a legal subject in every respect. If they breach their duties, they can be sanctioned with fines or, in the most serious cases, imprisonment. Case law tends to assess actual conduct carefully, but does not admit generic justifications.
Failure to supervise or tolerance of dangerous behaviour can be very costly. For this reason it is essential that every supervisor keep track of their actions, report anomalies in writing and request interventions when necessary.
Good practices for self-protection in the supervisor role
Those who hold this role need concrete tools to defend their position. Here are some habits to adopt:
- Note down every safety-related communication, even informal ones
- Check the correct use of protective equipment and behaviours
- Provide information on work procedures and rules.
- Report immediately every risk, even a minimal one
- Request written clarification in case of doubts about procedures
- Take an active part in training courses
- Keep a copy of the appointment and of update documents
The supervisor as a resource for the organisation
Beyond the tasks provided for by the regulations, the supervisor can become a true engine of company prevention. Their practical knowledge of the activities makes them a key figure for identifying solutions, improving procedures and strengthening safety culture.
In many organisations, precisely thanks to the active involvement of supervisors, significant reductions in accidents, a better company climate and greater cohesion between hierarchical levels have been recorded. The supervisor, in this sense, represents not only an obligation, but an opportunity.
Moreover, involving the supervisor in the design phases of production processes makes it possible to prevent risks more effectively, improving the operational layout and work organisation. From a continuous improvement perspective, their voice can guide technical and strategic choices.
The future of the supervisor’s role in digital transformation
With technological evolution and the digitalisation of processes, the supervisor’s role is also changing. New tools, such as safety management software, apps for real-time monitoring or smart sensors, can support their daily activities.
Artificial intelligence and predictive analysis offer the supervisor new tools to anticipate risks and intervene before they materialise. However, technology cannot replace their field experience: it is a support, not an alternative.
The most innovative companies are beginning to integrate the supervisor also in areas such as sustainability, organisational wellbeing management and dialogue with social partners. The future of this figure promises to be increasingly strategic and interconnected with other business functions.
A figure to be valued
The supervisor is not just an observer or a “controller”. They are an operational, responsible, strategic figure. Ignoring their role or underestimating its importance means exposing oneself to concrete risks, for both people and the organisation.
Investing in their training, enhancement and legal protection is a wise choice that strengthens the whole company system. In a regulatory context increasingly attentive to prevention, the supervisor is destined to become an ever more central figure, also in terms of organisational sustainability and reputation.
Every forward-looking company should value this figure with adequate means, effective tools and real recognition of their daily contribution to workplace safety. In a changing world, the supervisor remains a certainty.
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