Rizal Technological University

Boni Ave. Mandaluyong City

Managing OSH in the Workplace

Presented by:
Jazzashley Sobremonte
Paola Anne Torrente
Lance Mantes
Ivan Milallos
Justine Miles Barrientos
Elyza Quebec

Submitted to:
Engr. Roland Valencia
 Table of Contents

Managing Occupational Health and Safety in the Workplace

Incident investigation in the workplace
●​ Introduction
●​ Incident Level Analysis
●​ Accident Investigation
Job Hazard Analysis
●​ Objective
●​ Introduction
●​ Definition
●​ Purpose
●​ Steps to conduct Job Hazard Analysis
●​ Common Workplace Identified Through JHA
●​ Implementing Hazard Controls
●​ Documenting and Reviewing JHA
●​ Best Practices for an Effective JHA
Root Cause Analysis
●​ Importance of RCA
●​ Types of Causes
●​ Factors Contributing to a Cause
●​ Root Cause Analysis Techniques
Workplace Safety and Health Inspections with Audits
●​ Introduction
●​ Purpose
●​ Safety Audits
●​ Safety Inspections
●​ The Difference Between Safety Audit and Inspections
●​ The Importance of Safety Audit and Inspection
●​ Types of Inspections
●​ Types of Safety Audits
 ●​ Best Practices for Conducting Safety Audits and Inspections
●​ Safety Inspections + PDCA Cycle
●​ Key Regulatory Requirements and Standards
References
 Managing Occupational Health and Safety in the Workplace

Ensuring a safe and healthy work environment is a fundamental responsibility of any

organization. Businesses need to do a risk assessment to find out about the hazard
and risks in their workplace and put measures in place to effectively control these
hazards and risks and cannot cause harm to workers.

Benjamin Franklin:

"An ounce of prevention is worth a pound of cure."

But how do we manage OSH in the workplace?

The International Labour Organization has implemented guidelines on the development
of occupational safety and health management systems ILO-OSH 2001.

The following are the main elements of OSH management system in the workplace
according to the ILO listed down below.

1.​ Policy - OSH policy is established by the organization to ensure the workplace
safety, health, and well-being. It serves as the foundation for safety programs
and compliance with legal regulations. This is in tandem with worker
participation in engaging employees in safety decisions, hazard identification,
and the development of safety measures to promote a proactive safety culture.
2.​ Organizing - this refers to the structuring and management of workplace safety
responsibilities effectively. Which includes allocating responsibility and
accountability ensuring the roles related to safety are clearly defined.
Competence and training are focused on equipping workers with the necessary
skills and knowledge to handle the workplace effectively and OSH
documentation which involves maintaining records to trackcompliance and
 improvements. All of which needs clear communication for disseminating safety
information, risks, policies, and emergency procedures.
3.​ Planning and Implementation - an initial review involves assessing the current
workplace conditions, identifying hazards, and evaluating existing safety
measures which are the first step in planning and implementation. Next system
planning, development, and implementation are integrated in an OSH
management system tailored to the organization’s needs. Then setting an OSH
objectives established measurable goals and lastly hazard prevention is
created to focus on identifying and mitigating potential dangers to prevent
workplace accidents and illness.
4.​ Evaluation - this assesses the effectiveness of OSH policies and practices that
involves performance monitoring and measurements which tracks the
effectiveness of safety programs through inspections, audits, and data analysis.
Investigation is conducted to analyze workplace incidents to determine causes
and implement corrective actions. Then management review evaluates the
overall strategy of its effectiveness and identify what actions are needed to
remedy any deficiencies in a timely manner.
5.​ Action for Improvement - it focuses on enhancing the OSH system by
preventive and corrective actions identifying weaknesses in the safety system
and implementing solutions to prevent future incidents. Continuous
improvement is a proactive approach to enhance OSH practices by integrating
feedback.

By following the guidelines the organization will help:

●​ Prevent workplace injuries, accidents, and illness.
●​ Improve compliance with the laws and regulation.
●​ Reduce costs related to injuries and worker’s compensation.
●​ Engage workers to be more effective and boost their morale.
●​ Enhance their social responsibility goals.
●​ Increase productivity and enhance overall business operations.
It is important to effectively manage occupational health and safety policies in the
workplace because OSH promotes employees’ overall well-being by preventing adverse
health effects and ensuring workplace adaptation to human needs. Employers are
ethically responsible for protecting their staff, reducing costs, complying with laws, and
fostering a positive workplace culture.

Incident Investigation in the Workplace

In the past, the term "accident" was often used when referring to an unplanned,
unwanted event. To many, "accident" suggests an event that was random, and could not
have been prevented. Since nearly all worksite fatalities, injuries, and illnesses are
preventable, OSHA suggests using the term "incident" investigation.

Investigating a worksite incident- a fatality, injury, illness, or close call- provides

employers and workers the opportunity to identify hazards in their operations and
shortcomings in their safety and health programs. Most importantly, it enables
employers and workers to identify and implement the corrective actions necessary to
prevent future incidents.

Incident investigations that focus on identifying and correcting root causes, not on
finding fault or blame, also improve workplace morale and increase productivity, by
demonstrating an employer's commitment to a safe and healthful workplace.

An effective incident investigation involves six main steps, which are described in detail
below:
1.​ Immediate Action - When an incident occurs, the most important thing to do is
provide the necessary help in the form of first aid or other medical assistance to
any injured workers on site. Only after this should you look at starting your
investigation.
2.​ Plan investigation - Once you have secured the scene and recorded immediate
information and evidence, it is time to plan the investigation. A systematic
investigation plan helps ensure that it is comprehensive and thorough.
3.​ Data collection - The next step is to collect all the relevant information related to
the incident.
4.​ Data analysis - After the data is collected, it must be analyzed. The goal here is
to find the root cause of the incident so that this and similar incidents can be
prevented in the future.
5.​ Corrective actions - To ensure that the incident investigation was useful and not
a waste of time, corrective action must be implemented.
6.​ Reporting - The documents to be shared include incident investigation reports,
fact sheets, alerts, presentations, etc.
Incident Level Analysis

It represents different levels of analysis in an incident investigation. It illustrates how

deeper investigations move from surface-level causes (causal factors) to root causes
that lie deeper in an organization's systems and culture.

1. Causal Factors
Human Errors and Equipment Failures—these are the most immediate and
visible causes of an incident. However, stopping at this level does not address
why these errors or failures happened.

2. Task Control Issues

Relate to how specific tasks are performed, including procedural mistakes,
training deficiencies, or improper supervision.
3. Process Control Issues
Address how systems and workflows function. These could involve poorly
designed processes, lack of standard operating procedures, or inadequate risk
assessments.

4. Management System Issues

Look at the organization's policies, leadership decisions, and overall system
effectiveness. Problems here could include poor safety programs, lack of
accountability, or resource constraints.

5. Organizational Culture Issues

The deepest level, addressing how the organization's culture influences behavior.
If an organization tolerates shortcuts, discourages reporting issues, or prioritizes
productivity over safety, incidents are more likely to occur.

Accident Investigation - what level is appropriate?

The table below will assist you in determining the level of investigation which is
appropriate for the adverse event. Remember you must consider the worst potential
consequences of the adverse event (e.g. a scaffold collapse may not have caused any
injuries, but had the potential to cause major or fatal injuries).
●​ a minimal level investigation (blue), the relevant supervisor will look into
the circumstances of the event and try to learn any lessons which will
prevent future occurrences.
●​ A low level investigation(yellow) will involve a short investigation by the
relevant supervisor or line manager into the circumstances and immediate,
underlying and root causes of the adverse event, to try to prevent a
recurrence and to learn any general lessons.
●​ A medium level investigation(orange) will involve a more detailed
investigation by the relevant supervisor or line manager, the health and
safety adviser and employee representatives and will look for the
immediate, underlying and root causes.
●​ A high level investigation(red) will involve a team-based investigation,
involving supervisors or line managers, health and safety advisers and
employee representatives. It will be carried out under the supervision of
senior management or directors and will look for the immediate,
underlying, and root causes.
 Job Hazard Analysis

Objectives

A Job Hazard Analysis (JHA) aims to identify potential hazards in job tasks and develop
control measures to prevent accidents by analyzing each step of a job and addressing
risks before they cause harm. By thoroughly examining job tasks, potential hazards can
be mitigated before they result in injuries or illnesses, ensuring a safer working
environment. This proactive approach is essential in maintaining workplace safety and
promoting the well-being of employees. Through a detailed JHA, organizations can
systematically identify risks, implement controls, and continuously monitor for new
hazards that may emerge as tasks evolve.

Introduction to Job Hazard Analysis

A structured process to identify, assess, and control hazards associated with job tasks.
This method involves breaking down job activities into individual steps and evaluating
each step to identify potential hazards. By conducting a JHA, organizations can
systematically approach risk management and ensure the safety of workers performing
these tasks. The process helps in proactively addressing safety concerns and
preventing accidents before they occur. It also promotes a culture of safety within the
workplace by encouraging both employers and employees to prioritize hazard
identification and control.

Helps prevent workplace injuries and promotes a safer work environment. By identifying
and mitigating risks at each stage of a job, a JHA can significantly reduce the likelihood
of workplace injuries and illnesses. This proactive approach to hazard identification
ensures that safety measures are in place before an accident happens. Additionally, it
encourages continuous improvement by regularly reviewing and updating the JHA as
job tasks or work environments change.
Definition

Job Hazard Analysis (JHA) breaks down jobs into tasks to identify potential hazards and
implement controls to prevent injuries and illnesses by anticipating and mitigating risks.
This systematic approach allows employers to evaluate each step of a job, recognize
potential dangers, and develop appropriate measures to control or eliminate these risks.
JHA is an essential tool for maintaining compliance with occupational safety regulations
and ensuring the safety of workers by reducing exposure to workplace hazards.

Purpose

1.​ Identify and control workplace hazards.

2.​ Ensure employee safety and regulatory compliance.
3.​ Reduce workplace accidents and improve operational efficiency.

The primary purpose of conducting a JHA is to systematically identify and control

hazards that employees may encounter while performing their job duties. By
recognizing these risks, employers can implement effective control measures to
minimize or eliminate them. Additionally, JHA supports compliance with occupational
safety regulations, ensuring that organizations meet legal requirements and maintain a
safe working environment. Furthermore, by reducing the frequency and severity of
workplace incidents, JHA enhances operational efficiency and fosters a culture of
continuous safety improvement.

Steps to Conduct a Job Hazard Analysis

1.​ Select the Job/Task – Prioritize hazardous or critical tasks. Identify jobs with the
highest risk or those that have resulted in previous incidents. Focus on tasks with
the potential to cause serious harm or those performed frequently.
2.​ Break Down the Task – Identify each step of the job. Divide the job into
manageable steps to thoroughly examine each aspect of the process and
pinpoint where hazards may arise.
 3.​ Identify Hazards – Pinpoint risks at every step. Evaluate each step to identify
potential hazards, including physical, chemical, biological, ergonomic, and
organizational risks.
4.​ Determine Controls – Apply solutions to minimize risks. Implement appropriate
measures using the hierarchy of controls to eliminate or reduce hazards
effectively.
5.​ Document & Review – Keep records and update regularly. Maintain thorough
documentation of the JHA process and update it periodically, especially after
workplace changes or incidents.

By following these steps, organizations can systematically assess job-related hazards

and develop effective control strategies to safeguard workers and ensure a safe working
environment.

Common Workplace Hazards Identified Through JHA

1.​ Safety Hazards – Slips, trips, falls, equipment malfunctions, electrical risks.
These hazards pose immediate physical threats and are common in many
workplaces. Identifying and controlling these risks is crucial to preventing injuries.
2.​ Biological Hazards – Exposure to bacteria, viruses, fungi, and other biological
agents. Workers in healthcare, laboratories, and certain industrial settings face
these risks, which require stringent safety protocols.
3.​ Chemical Hazards – Contact with hazardous substances (e.g., cleaning agents,
fumes, solvents). Proper handling, storage, and disposal of chemicals are
essential to minimize exposure and protect worker health.
4.​ Ergonomic Hazards – Poor workstation design, repetitive motion, manual
handling injuries. Addressing ergonomic risks through improved work practices
and equipment design helps prevent musculoskeletal disorders.
5.​ Work Organization Hazards – Work-related stress, shift work, workload
demands, and fatigue. These hazards can impact mental and physical health and
should be managed through supportive policies and workload balancing.
 6.​ Physical Hazards – Noise, vibration, extreme temperatures, radiation, and poor
lighting. Mitigating physical hazards involves implementing controls such as
protective equipment and environmental modifications to reduce exposure.

Implementing Hazard Controls (The Hierarchy of Controls)

1.​ Elimination – Remove the hazard. The most effective control measure is to
eliminate the source of the risk entirely.
2.​ Substitution – Replace hazardous materials/processes. Use safer alternatives
to reduce the risk associated with specific job tasks.
3.​ Engineering Controls – Isolate or shield people from risks. Implement physical
changes to the workplace, such as machine guards or ventilation systems.
4.​ Administrative Controls – Change work practices and policies. Modify
procedures to minimize exposure, including scheduling, training, and establishing
safety protocols.
 5.​ PPE (Personal Protective Equipment) – Last line of defense. Provide
protective gear such as gloves, goggles, and respirators when other controls
cannot eliminate hazards.

Using the hierarchy of controls ensures that the most effective measures are prioritized,
reducing the likelihood of workplace injuries and ensuring a comprehensive safety
strategy.

Documenting and Reviewing JHA

-​ Document findings thoroughly. Clear documentation of the JHA process provides

a reference for future evaluations and ensures consistency in hazard
management.

-​ Review JHAs regularly, especially after incidents. Regular reviews help maintain
accuracy and ensure the JHA reflects current work conditions and processes.

-​ Update as processes change. As job tasks evolve, it is essential to revise JHAs

to address new risks and implement updated control measures.

-​ Encourage worker feedback and participation. Involving employees in the JHA

process enhances accuracy, increases awareness, and promotes a culture of
safety.

Applying JHA (Ladder Use Analysis)

Task: Using a ladder for maintenance.

Hazards: Falls, unstable surfaces, electrical risks.

Controls: Use secured ladders, provide training, and follow inspection protocols.

Analyzing specific tasks like ladder use highlights the importance of identifying hazards
and implementing tailored controls. This ensures that employees are aware of the risks
and are equipped with the knowledge and tools to perform tasks safely.

Best Practices for Effective JHA

1.​ Involve employees during JHA creation. Their insights are valuable in
identifying hazards and developing practical controls.
2.​ Prioritize high-risk and routine tasks. Focus on jobs that pose the most
significant risk or are performed frequently.
3.​ Regularly update JHA forms. Ensure that JHAs reflect current job conditions
and incorporate lessons learned from incidents.
4.​ Foster a safety-first culture. Promote an environment where safety is
prioritized, and employees feel empowered to report hazards and suggest
improvements.

By following these best practices, organizations can enhance the effectiveness of their
JHA programs and maintain a proactive approach to workplace safety.

Root Cause Analysis

Root cause analysis (RCA) is the process of discovering the root causes of problems in
order to identify appropriate solutions. Conducting a thorough investigation that
identifies root causes will help to prevent similar events from happening again.

RCA is a methodical, structured approach to problem-solving that emphasizes

comprehending the complex network of elements that lead to unwanted results rather
than just addressing what's broken.
Importance of Root Cause Analysis
Root Cause Analysis (RCA) is essential in Occupational Safety and Health (OSH)
because it helps identify the underlying causes of workplace incidents, rather than just
addressing immediate symptoms. The following are the benefits of a Root Cause
Analysis:

●​ Prevents Recurrence – By identifying the true cause of an accident or

near-miss, RCA helps prevent similar incidents from happening again, improving
workplace safety.​

●​ Improves Workplace Safety Culture – Encouraging a proactive approach to

identifying and resolving hazards fosters a culture of safety awareness among
employees and management.​

●​ Enhances Compliance – Many safety regulations require thorough

investigations of workplace incidents. Conducting RCA ensures compliance with
legal and industry safety standards.​

●​ Reduces Costs – Workplace accidents can lead to medical expenses, lost

productivity, compensation claims, and legal liabilities. Addressing root causes
minimizes these costs.​

●​ Identifies Systemic Issues – RCA helps uncover deeper problems, such as

inadequate training, poor maintenance, or ineffective safety procedures, leading
to long-term improvements.​

●​ Supports Continuous Improvement – By learning from past incidents,

organizations can continuously refine their safety policies, training programs, and
risk management strategies.​

●​ Protects Employees and Reputation – A safer workplace boosts employee

morale and protects the company’s reputation by demonstrating a commitment to
worker well-being.
Types of Causes
Immediate cause - the direct cause of the injury or incident.
Underlying cause - an element that is only contributing to the cause, it is not direct
and it is the less obvious reason for an adverse event happening
Root cause - The root cause is the core issue—the highest-level cause—that sets in
motion the entire cause-and-effect reaction that ultimately leads to the problem(s).

Factors Contributing to a Cause

6M
The 6Ms encompass six fundamental inputs that impact the daily workflow of an
organization. It provides a systematic way to examine various contributing factors
beyond the surface-level symptoms. The following 6Ms are:
●​ Man - The human resources conducting and managing process execution.
●​ Machine - Any equipment, production tools, or facility systems involved in
operations.
●​ Material - Components, consumables, and raw input materials flowing through
the process.
●​ Method - Specific procedures or policies followed to transform inputs into
outputs.
●​ Measurement - Metrics, inspection readings, instrumentation, and data
generated to assess quality.
●​ Milieu - External environmental conditions that can influence process stability.

4P
The 4Ps framework serves as an essential instrument for performing Root Cause
Analysis (RCA). Organizations can examine these four different categories in greater
detail and address the underlying causes of different problems instead of only treating
their visible symptoms.

●​ People - Refers to individuals involved in a system or organization. Their roles,

skills, and interactions impact the overall success of operations.
 ●​ Process - The step-by-step methods and processes followed to achieve specific
outcomes.
●​ Place - The physical or virtual environment where activities occur.
●​ Policy - the formal guidelines, rules, and principles established by an
organization to govern behavior, decision-making, and operations.

Root Cause Analysis Techniques

5 - Whys
The 5 Whys is an investigative method. This method helps you get down to the bottom
of a problem by fully investigating it. You just have to keep asking, “why?”
This tool is great for exploring and investigating problems that don’t require
quantitative analysis. You can also combine this tool with others, like the Pareto chart,
to really dig into an area that needs more attention.

Advantages:
●​ Simplicity
●​ Cost effective
●​ Encourages critical thinking
●​ Flexible

Disadvantages:
●​ Limited depth
●​ Lack of standardization

Fishbone Technique
A fishbone diagram, or also known as the Ishikawa Method, is used when there is no
known root cause and major brainstorming has to take place.
This diagram looks at a big problem and figures out all the possible causes. Then, it
breaks them down into subcategories (usually follows the 6M) that link back to the main
issue being investigated.

Advantages:
●​ Visual representation
●​ Easy-to-understand
●​ Versatile
●​ Encourages Team Collaborations

Disadvantages:
●​ Time-consuming
●​ Does not prioritize causes
●​ Can overcomplicate
●​ No quantitative analysis

Fault Tree Analysis

Fault Tree Analysis (FTA) is a technique for reliability and safety analysis and helps
identify potential risks in a system or process before they happen. Fault trees are built
using gates and events (blocks) and attempts to figure out the causes of the event by
making a logic diagram. The two most commonly used gates in a fault tree are the AND
and OR gates.
Fault tree analysis is used to promote reliability, maintainability, and safety analyses.

Advantages

●​ Event-Oriented
●​ Graphical Representation
●​ Easy to Understand

Disadvantages

●​ Requires Foreseen Events

●​ Anticipation of Contributors
●​ Analytical Skills
●​ Costly
●​ Time-Consuming

Pareto Charts
Pareto charts are the first root cause analysis tool to consider if you’re looking for one
that will show you what you need to know graphically.
Pareto charts are bar graphs in most cases, and they show the ordered frequency of
counts of data. This means that the charts can be used to show which areas need your
attention first for improvement purposes.
So, by looking at this chart, you can immediately see what needs your attention first and
balance where you spend your time and money.

Advantages

●​ Prioritization
●​ Cumulative Impact
●​ Decision-Making
●​ Time Management
●​ Change Management

Disadvantages

●​ Limited Root Cause Analysis

●​ Focus on Past Data
●​ Limited Applicability
●​ Potential for Errors

Failure Mode and Effective Analysis

When prevention is better than cure, Failure Mode and Effects Analysis (FMEA)
steps in. This systematic, proactive method helps teams identify where and how a
process might fail. By predicting and examining potential process breakdowns and their
impacts, teams can rectify issues before they turn into failures.

The two parts include Failure Mode as well as Effect Analysis.

With Failure Mode, what you’re looking at is identifying the ways in which
something can fail. With the Effect Analysis, you’re looking at the effects of the
failure modes.

Advantages

●​ Risk Identification
●​ Preventive Action
●​ Process Improvement
●​ Increased Reliability
●​ Safety Enhancement
●​ Cost Reduction
●​ Standardized Approach

Disadvantages

●​ Time-Consuming
●​ Resource-Intensive
●​ Subjective Analysis
●​ Complex Implementation
●​ Requires Expertise
●​ Data Dependency
●​ Limited to Known Failure Modes

Workplace Safety and Health inspections with Audits

Workplace safety and health inspections with audits involve systematically evaluating a
workplace to identify hazards, ensure compliance with safety regulations, and improve
overall working conditions. Inspections focus on identifying immediate risks, while audits
assess the effectiveness of safety programs and policies. Both processes help prevent
accidents, ensure regulatory compliance, and promote a culture of safety.
Purpose
Inspection of work areas and audits of safety programs are tools that can be used to
identify problems and hazards before these conditions result in accidents or injuries.
Audits also help to identify the effectiveness of safety program management and can be
used as a guide to assure regulatory compliance and a safe workplace.
Responsibilities
●​ Management
-​ All work areas, processes, and procedures should have audit and
inspection procedures designed and scheduled.
-​ Perform regular inspections and audits.
-​ Ascertain that personnel conducting audits are knowledgeable about the
various safety policies and initiatives.
●​ Supervisor
-​ Make sure any dangerous conditions are fixed by conducting informal
daily safety checks.
-​ Make sure all dangerous issues are fixed by conducting weekly
inspections that are documented.
●​ Corrections
-​ Any safety problems discovered during audits and inspections must be
fixed right away. The audit or inspection sheet should be used to record
the corrections. Additionally, hazardous circumstances must be swiftly
addressed or repaired.

Safety Audits
A safety audit is a procedure used to assess how well a workplace's health and safety
program is working. In the end, an audit ascertains if the objectives and criteria
established by the particular safety program of the facility are met throughout regular
operations. The purpose of safety audits is to collect data on a safety program that
ought to be in place and pinpoint areas that require improvement, not to find risks or
risky behaviors.

Safety Inspections
In contrast, a safety inspection is a standard procedure that concentrates on the
environment's immediate safety features. It entails evaluating buildings, machinery, and
equipment to make sure they adhere to safety guidelines.

The Difference Between Safety Audits and Inspections

Safety Inspection Safety Audits

Examine workplace procedures to see Assess the effectiveness of the inspection

whether there are any dangerous aspects of procedure.
operations.

Determine current and possible risks and Examine the safety measures in place now,
hazards such as the employee training program, that
identify risks and take steps to reduce,
eliminate, or manage them.

Create the processes to get rid of these risks Assess whether the safety program achieves
and hazards or to protect against them in the objectives of the business (e.g., lowering
other ways. the number of injuries).

Examine the equipment and assess the Are carried out by independent experts; their
sufficiency of the protections. viewpoint offers a more impartial evaluation of
a well-established safety procedure.

Are carried out by internal staff members or Audits are more thorough and require
other individuals who are acquainted with the cooperation from several team members from
activities; caution should be exercised to different departments inside the company. In
prevent employees from inspecting their own order to find underlying risks and areas for
workspace or department improvement, audits examine larger systems
and procedures in addition to evaluating
compliance.
The Importance of Safety Audits and Inspections
Let's examine safety audits and inspections from a variety of angles as we dig deeper
into their significance, from boosting workplace safety to increasing an organization's
reputation.
●​ Enhancing Workplace Safety
-​ An important part of improving workplace safety is through safety audits
and inspections. These procedures provide an objective, methodical way
to find risk factors, unsafe work practices, and possible hazards in a
workplace. Safety audits and inspections contribute to a safer, healthier
workplace by detecting and resolving these problems.
-​ Think of the physical risks on a building site, the intricate machinery in a
manufacturing facility, or the chemical threats in a laboratory. Frequent
audits and inspections can find settings that provide physical risks,
operations that expose employees to hazardous materials, or equipment
that is not setup or maintained correctly. By doing this, they offer chances
to address these problems and safeguard employees.
●​ Ensuring Compliance with Safety Regulations
-​ Organizations are required to adhere to safety and health standards
established by regulatory bodies across the globe. To guarantee such
compliance, safety audits and inspections are essential.
-​ Heavy fines and penalties, legal action, and in extreme circumstances, the
closure of activities, can all follow noncompliance. Organizations may
remain on top of their compliance status and address any issues before
they result in accidents or punitive measures by conducting routine audits
and inspections.
●​ Reducing Accidents and Incidents
-​ Early detection of possible risks is a key component of accident
prevention. Safety audits and inspections greatly reduce workplace
accidents and incidents by proactively identifying and minimizing hazards.
-​ While safety inspections identify physical dangers or equipment faults that
could cause accidents, safety audits examine procedures, practices, and
systems for any possible risks or non-compliance. When combined, they
 provide a strong system that considerably reduces the likelihood of
accidents at work.
●​ Improving Organizational Efficiency and Reputation
-​ A workplace that is safer tends to be more productive. Productivity rises
when workers don't have to worry about mishaps and when equipment
and systems operate as intended. Thus, increasing organizational
efficiency is indirectly facilitated by safety audits and inspections.
-​ Additionally, a company's reputation is improved by a strong safety record.
It shows corporate responsibility, draws in talent, and gives clients and
stakeholders confidence. It demonstrates that the company values its
employees and takes its responsibilities seriously.

Types of Inspections

1.​ Supervisor & Management Daily Walk-through - To make sure the facility and
equipment are safe for employees, this undocumented inspection is done every
day before startup and shift changes. Before employees begin working there, all
identified hazardous places are made safe.
2.​ Weekly Supervisor Inspections - are carried out with an employee and
documented. This documented examination offers a focus to make sure that
equipment is in safe condition, safe work practices are being followed, and
current hazard controls are still effective. The inspection document lists any
discrepancies, and work orders are created to address them. The Safety
Manager receives the inspection sheet to review and log in order to monitor
discrepancy rectification.
3.​ Monthly Safety Committee Inspection - The Safety Manager will take
members of the Safety Committee on a monthly tour of the whole facility. The
purpose of this tour is to make sure that members of the safety committee are
conversant with every aspect of the operation. Record of problem areas,
committee recommendations and deficiencies will be recorded and provided to
management.
 4.​ Equipment Inspections - are carried out to guarantee that certain safety
equipment is in excellent operating order and will operate when required.
●​ Emergency Lighting Test - Monthly
●​ Fire Extinguisher Inspections - Monthly
●​ Safety Equipment Inventories - Monthly
5.​ Risk Mapping Safety Inspections - It's a useful technique to employ during a
safety discussion where everybody there knows the procedure or workplace.
This method makes use of a map or illustration of the workspace or a process's
list of steps. The group members then inform the leader of the risks they are
aware of their location inside the process or workplace. The leader employs
various hues or symbols to determine the many kinds of risks on the map or in
the steps.

Types of Safety Audits

Depending on who performs them and their purpose, safety audits can be divided into
three categories. Among them are:
1.​ Compliance audits - In order to make sure that the safety program conforms
with the guidelines established by the Occupational Safety and Health
Administration (OSHA), an official safety auditor reviews the company's safety
policies and procedures. The company's safety policies, procedures, safety
training initiatives, and documentation are all assessed by auditors. You may be
subject to severe fines from OSHA if you fail this audit.
2.​ Program audits - Compared to compliance audits, these are usually more
targeted and directly assess your safety initiatives. Through staff interviews and
operational inspections, these audits provide a thorough evaluation of the
efficacy of your safety policies. They are helpful in locating holes and
vulnerabilities in your safety program so you can promptly address them.
3.​ Management system audits - Since they ascertain whether your safety program
successfully complies with both corporate policy and OSHA regulations, these
audits can be viewed as a combination of compliance and program audits. They
 use an all-encompassing strategy that includes workplace observations,
compliance reviews, employee interviews, and assessments to provide a
thorough picture of your safety program.

Best Practices for Conducting Safety Audits and Inspections

For safety audits and inspections to be successful, meticulous planning,
implementation, and follow-up are necessary. The best practices at each step of this
procedure will be examined in this section.
1.​ Preparing for an Audit
●​ Training of Audit Team - The proficiency of the audit team is the first step
towards a safety audit's efficacy. Members of the team should be familiar
with the pertinent safety regulations and have auditing experience. To
make sure the audit team members are knowledgeable about the most
recent rules and auditing methods, think about setting up specialist
training sessions for them.
●​ Pre-Audit Documentation - Obtain all required paperwork prior to the
audit, including worker complaints, accident reports, prior audit reports,
and other pertinent operational documents. A baseline understanding of
the company's safety performance and areas that require special attention
can be obtained by reviewing these.
2.​ During the Audit
●​ Open-Ended Questioning Techniques - During their audit, auditors
should ask open-ended questions to obtain a thorough understanding of
the safety situation. Compared to yes/no questions, these elicit more
thorough answers and offer greater information. For example, ask "How
are safety protocols implemented and monitored?" rather than "Are safety
protocols followed?"
●​ Evaluating Compliance with Standards - Assessing the degree of
adherence to specific safety standards is a crucial step in the audit
process. This entails a methodical examination of operations, procedures,
 and practices in relation to legal mandates. For the purpose of taking
future action, any gaps in compliance should be found and documented.
●​ Documenting Findings - It is essential to accurately and thoroughly
document audit findings. This ought to cover potential risks, opportunities
for improvement, and observed non-compliances. Documenting best
practices that can be expanded upon or duplicated in other parts of the
company is also crucial.
3.​ Post Audit
●​ Review and Analysis - A comprehensive evaluation and analysis of the
results should be carried out after the audit. This entails investigating the
underlying reasons for non-compliance or possible risks and
comprehending the wider ramifications for employee safety.
●​ Action Plan Development - An action plan to address the audit findings
should be created based on the examination and analysis. This could
entail addressing non-compliances, reducing hazards that have been
identified, and putting improvement recommendations into practice.
Timelines for action and responsibility assignment should be made explicit
in the plan.
●​ Follow-up and Continuous Improvement - The action plan's execution
marks the conclusion of the audit process. To make sure that the
measures implemented are successful in enhancing safety, routine
follow-up is required. Furthermore, the entire procedure ought to be seen
as a component of an ongoing cycle of improvement. Continuous
improvement in safety performance should be fueled by the knowledge
gathered from each audit and used to inform the next one.

Safety Inspections + PDCA Cycle

A major component to practicing Kaizen is the PDCA cycle, a framework that helps
improve standards (in this case, safety standards) and carry out positive changes to
work processes. This cycle outlines several steps to take in order to achieve continuous
improvement. The stages are:

●​ Plan: Examine the current state of operations and determine whether there are
any problems. Develop potential solutions, and a way to carry out these
solutions.
●​ Do: Execute the plans that have been made. All workers involved should
understand what changes to make and how to make them.
●​ Check: Follow up to see how the process of implementing change went, and if it
was successful. Determine whether certain goals (such as reducing the risk of
injuries) were achieved. Compare the new process to how things were
previously.
●​ Act: If the changes were successful, make them the new standard. If they
weren’t, begin back at the “Plan” stage again.

Key Regulatory Requirements and Standards

●​ Occupational Safety and Health Administration (OSHA) Standards
-​ OSHA, the U.S. organization in charge of enforcing safety and health
laws, has established a number of regulations aimed at guaranteeing a
secure workplace. These encompass a broad range of topics, such as
machine guarding, fall prevention, personal protective equipment use, and
exposure to dangerous chemicals. Penalties may be imposed for
non-compliance, and OSHA frequently inspects to verify compliance.
Organizations may avoid fines, maintain a safe workplace, and get ready
for these inspections with the help of safety audits that address OSHA
laws.
●​ International Organization for Standardization (ISO) Standards
 -​ ISO 45001 is the most well-known of the standards that the ISO offers that
are pertinent to safety audits and inspections. Occupational health and
safety (OH&S) management systems are outlined in this standard, which
is meant to assist businesses of all sizes and types in creating safe and
healthy work environments. Although it is not required by law, ISO 45001
promotes a proactive approach to controlling OH&S hazards, and
certification can show a dedication to worker safety and efficient risk
management.
●​ National Fire Protection Association (NFPA) Standards
-​ Established in 1896, the NFPA is a worldwide nonprofit organization that
operates on its own dime. It develops and upholds private, copyrighted
standards and rules that local governments can use and accept. The
purpose of these guidelines is to reduce the likelihood and consequences
of fire and other hazards. In order to safeguard building inhabitants from
the dangers of fire, smoke, and poisonous vapors, NFPA 101, also known
as the Life Safety Code, establishes minimum rules for building design,
construction, operation, and maintenance. By ensuring that these and
other NFPA requirements are fulfilled, routine safety audits and
inspections help lower the risk of fire and its effects.
●​ Environmental Protection Agency (EPA) Standards
-​ Although worker safety is frequently the main focus of safety audits,
environmental safety should also be taken into account. In the United
States, the EPA controls the use and disposal of hazardous materials and
establishes standards for environmental health, including the purity of the
air and water. Adherence to EPA regulations guarantees worker safety in
addition to environmental protection. For example, air quality laws shield
employees from dangerous airborne chemicals. As part of an
all-encompassing approach to safety, these environmental criteria should
be taken into account during routine safety audits and inspections.
References:

●​ https://www.ilo.org/topics/labour-administration-and-inspection/resources-library/
occupational-safety-and-health-guide-labour-inspectors-and-other/how-can-occu
pational-safety-and-health-be-managed
●​ https://www.osha.gov/incident-investigation
●​ https://www.google.com/amp/s/pulpstream.com/resources/blog/automate-inciden
t-investigation%3fhs_amp=true
●​ https://www.aiche.org/ccps/introduction-incident-investigation
●​ https://safeti.com/workplace-incident-and-accident-investigation-guide/#How_to_I
nvestigate_an_Accident_in_the_Workplace
●​ https://rockcontent.com/blog/root-cause-analysis-tools/
●​ https://ph.creativesafetysupply.com/articles/workplace-safety-inspections-audits/?
srsltid=AfmBOootgJ_QFVM80707dBobMruPAjZxjsHc9TzaLWVlaPn2pObM-IbI&u
tm_campaign=oth_r&utm_source=www.creativesafetysupply.com&utm_medium=
wi_proxy&utm_content=en_PH&utm_term=c
●​ https://safetyiq.com/insight/a-guide-to-safety-audits-and-inspections/
●​ https://www.engr.washington.edu/files/mycoe/safety/Workplace_A.PDF
●​ https://pulpstream.com/resources/blog/safety-audits
●​ https://www.safetyinfo.com/written-safety-programs-safety-audits-inspections-wor
kplace-free-index/
●​ https://www.evotix.com/resources/blog/what-is-the-difference-between-an-audit-a
nd-an-inspection
●​ Job Hazard Analysis (JHA) – Environmental Health and Safety
●​ Workplace Hazards: Types & Examples | SafetyCulture