Workplace inspections are a legal requirement under the Occupational Health and Safety Act. The employee health and safety representative is responsible for conducting a workplace inspection every month, while the manager must review the results and take necessary action to address any identified unsafe conditions. It is important to remember that everyone in the workplace shares responsibility for maintaining a safe work environment. Hazards should be identified and addressed continuously throughout the month, not only during the formal monthly inspection.
Inspections are crucial for thoroughly evaluating all aspects of the workplace, including equipment, processes, materials, buildings and procedures. The goal is to conduct inspections that genuinely impact the health and safety of employees by:
- Identifying hazards
- Reducing unsafe conditions and practices
- Improving housekeeping
- Minimizing workplace injuries and accidents
- Ensuring that previously implemented solutions and corrective actions are effective
- Monitoring compliance with policies and procedures
The purpose of inspections isn’t simply to tick off boxes, but to identify and rectify safety issues that could impact employees.
A workplace inspection in five steps
1. Prepare for the inspection
Before conducting the inspection, review previous inspection reports to confirm if any issues have been resolved. Investigate whether any incidents or injuries have occurred that month. Bring a notebook to take notes during the inspection so nothing is overlooked. Use a map to verify the locations of fire extinguishers, exits and other safety items. Determine who you need to talk to during the inspection and what documents (e.g., pre-use inspections) you need to review.
2. Conduct the inspection
Walk through every area of the workplace and carefully review each item on the inspection checklist. If you have racking systems, a separate checklist should be used for those.
Don’t stop at the checklist’s end; take time to assess all workplace conditions and practices. Every workplace is unique, and every inspection may uncover different issues. Identify actual and potential hazards and document them in detail, including the location and a description of the hazard. If necessary, use additional sheets of paper. Be sure to mark whether the hazard is a repeat issue. If you spot a high-risk situation, stop the work immediately and report it to the supervisor. Once the inspection is complete, sign and date the checklist.
3. Create an action plan
After the inspection, the safety representative and the manager should meet to review the findings, focusing on any unsafe items and unresolved issues from previous inspections. Determine the corrective actions needed to address each hazard. The goal is to eliminate or reduce the risk of injury or other incidents. Consider what controls can help prevent accidents or reduce the severity of their outcomes. Seek feedback and suggestions from employees.
Evaluate whether there is a control already in place that isn’t working or is not being properly followed. When deciding on corrective actions, consider the likelihood that a control might fail. For instance, how likely is it that employees will neglect to wear safety glasses? In some cases, more than one control may be needed to address an issue. Create an action plan document and assign each item to the responsible person. Discuss any unfinished items from previous inspections with the person accountable to understand why they haven’t been addressed.
4. Implement corrective actions
Once corrective actions have been determined, they must be implemented. Engage employees in this process, ensuring they fully understand any new safety requirements. After implementation, monitor the corrective actions to ensure they are being followed correctly. Evaluate whether these actions have effectively reduced the hazards and determine if additional or alternative controls are necessary.
It’s important to remember that taking corrective action is as essential as identifying hazards during the inspection. If unsafe items are identified but no corrective steps are taken, the hazard will continue to jeopardize the health and safety of those in the workplace.
5. Keep a record of the inspection
The most recent inspection must be posted on the health and safety board, and a copy should be kept in the workplace files.
In addition to monthly inspections, remember the requirement to inspect your work area, equipment and tools before each use. Correct hazards as soon as they are identified; don’t wait for the monthly inspection. Never use damaged or defective equipment or tools. Mark unsafe tools and equipment as out of service and report them to your supervisor immediately.
How to conduct meaningful inspections
Focus on detail and potential hazards
It’s crucial to understand the requirement for each checklist item and examine each item carefully. Be thorough: test equipment, open doors and inspect all areas of each room. Consider what could go wrong. Consult employees in each area for their input. Don’t make assumptions, especially about compliance with existing procedures.
It can be challenging to notice unsafe items if you're too familiar with the area or task. You may overlook hazards that you pass by daily or assume that something will be done safely because it’s always been done that way. Consider what could go wrong rather than assuming all tasks are carried out without incident.
Sometimes, inspectors may believe that everything is being done correctly, which leads them to overlook certain tasks, particularly those involving paperwork or unfamiliar areas. When conducting inspections, resist the temptation to rush through them. Take the time to thoroughly complete the inspection.
A supportive approach to inspections
Taking a supportive approach when addressing health and safety issues can make a significant difference. Focus on positivity, improvements and proactive problem-solving. Involve employees by encouraging their ideas and suggestions. Acknowledge successes and show appreciation for efforts and results.
If you notice someone engaging in unsafe practices, intervene calmly, suggest a safer alternative and praise them for following proper safety procedures. Work with supervisors to clearly outline the expected outcomes and behaviours.
Remember: Inspections are only effective if corrective actions are taken to eliminate the hazards identified.
Common hazards/unsafe items to look for during inspections
- Health and safety board: Ensure all required documents (e.g., safety talks, previous inspections, emergency response plan) are posted.
- Entrances/exits: Ensure clear access, visible exit signs and the absence of slip/trip hazards.
- Floors: Check for slip/trip hazards like debris, clutter, tools, cords, leaks, ice, mud or damaged floors.
- General housekeeping: Look for garbage, proper tool storage, clean washrooms and clear aisleways.
- Material storage: Verify that materials are stored properly and not blocking aisles. Flammable materials should be stored safely.
- Personal protective equipment (PPE): Ensure the right PPE is available, in good condition and used when required.
- Ladders: Check for the correct type, condition and inspection of ladders. Ensure PPE is used with ladders over 3 metres.
- Building components: Verify that overhead doors, ventilation and other building elements are in good condition and properly maintained.
- Material-handling equipment: Ensure equipment is in good condition, undergoes pre-use and annual inspections, and that employees are properly trained in its use.
- Stairs: Ensure stairs are in good condition, kept clear and have proper rails.
- Lighting and electrical: Verify adequate lighting, functional electrical panels and safe use of extension cords.
- First aid and eyewash stations: Ensure they are accessible, fully stocked and properly maintained.
- Fire extinguishers: Confirm they are accessible, properly charged and have been inspected.
- Compressed gas: Ensure cylinders are stored securely, with propane placed in a locked cage.
- Flammable liquids: Store away from ignition sources, in approved containers and with proper safety measures.
- Tools: Ensure tools are in good condition with safety guards in place and that they are used correctly.
- Equipment and attachments: Check that all equipment is in good condition with safety devices like rollover protective structures, seat belts and mirrors being properly used.
- Conveyors/augers: Ensure they are in good condition and properly guarded and that safety procedures are followed.
- Chemicals: Store chemicals safely, label them properly and ensure correct PPE is used when handling them.
- Wells, tanks, manure pits: Ensure these are properly covered or gated and that signage is in place.
- Grain bins, silos, bunkers: Ensure they are in good condition and that safe operating procedures are followed near them.
- Animals: Follow safe animal-handling procedures, including proper gates and restraint equipment.
- Medication: Ensure medicines are stored properly, that access is restricted and that safe procedures are followed for needles and disposal.
- Commercial motor vehicles: Conduct pre-use inspections, ensure vehicles are in good condition and follow safety regulations.
