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The Benefits of a Self-Inspection Process

Aself-inspection program is a key part of any loss control or safety program. The goal of a self-inspection program is to identify and correct safety hazards before an accident (liability) or employee injury (worker’s compensation) occurs. An effective program should involve top management as well as employees.

Self-inspections can occur at various times and can be conductedbyvariouspeopledependingonthesizeofyour entity/department, the scope and the purpose of the inspection.

Daily:

Each employee has the daily responsibility of inspecting their work area, tools, vehicles, and equipment at the beginning of each workday. Maintenance personnel, supervisors, and others whose duties take them into the various entity-owned buildings or areas such as playgroundsandballfieldsshouldcheckforunsafeactions and conditions. In all cases where remedial action is needed, it should be reported and corrected as soon as possible.

Weekly:

Department heads and supervisors should take time from their busy schedules and tour their work sites looking for potential hazards and unsafe acts by employees. Supervisors should make safety contacts with the employees, not just looking for unsafe acts but to complimentemployeesforsuchthingsasfollowingsafety procedures and the proper use of PPE. This also gives supervisors an opportunity to hear about any safety concerns or suggestions on how to improve safety.

Monthly:

This frequency allows for a more planned and thorough inspectionbyasafetycommitteeorsafetyperson. Ifyour entity/departmentdoesnothaveasafetypersonorasafety committee, then someone should be assigned to perform monthly self-inspections. The participation of top management is also significant because it shows they are committed to safety. Aplannedmonthlyinspectionshouldcoverallareas,even thoseremoteareaswithlittleemployeeorpublictraffic. It is advisable to schedule the inspections when maximum observations can be made with the least amount of work interruption.

The inspection group should be limited in size to approximately 2 to 4 members. Ideally, they should represent employees, supervisors, and safety. The team should be under the direction of a responsible member of management who will provide authority necessary to ensure its effectiveness. Specific responsibilities should beassigned(i.e.whowilltakenotes,bethespokesperson, follow up on recommendations, etc.)

Preparation for the Self-Inspection Process:

1. Training of inexperienced individuals or team members must be conducted. Such areas as building layouts and various work tasks performed by employees of the department should be reviewed. Additionally, anyone involved in the self-inspection process should be made aware of any regulatory standards or codes for specific departments. Other areas that should be covered include hazard recognition of unsafe acts and conditions and the purpose of the inspection. The risk-sharing pools have training resources available.

2. Previous inspections should be reviewed. This is to ensure that previous recommendations have been completed.

3. Accident records for the various areas or departments should be reviewed. Information concerning how a particular accident occurred often will reveal hazards which need to be corrected.

4. Dress accordingly. All necessary personal protective equipment should be provided and worn in areas where it is required.

5. A preplanned route should be developed. This will ensure that all areas will be inspected completely and thoroughly. It also will eliminate backtracking, unnecessary interruptions of work tasks, and distractions.

Documentation:

Accurate inspection records are important. They serve as evidence of the program, provide documentation of necessary corrective actions, and provide a method of

follow-up to ensure completion. One of the easiest methods to record an inspection is to use a checklist. These can be secured from a variety of sources or one can be tailored to suit your individual requirements. We have sample self-inspection checklists available upon request. Checklists have several advantages but should be used as an aid to the inspection process, not as an end in itself.

The use of checklists is especially helpful when periodic inspectionsarerequiredforcertainequipment. Suchitems ashoists,cranes,fireextinguishers,sprinklersystems,etc., should be inspected by qualified persons on a schedule designed to ensure compliance.

Instituting CorrectiveActions

The results of an inspection should prompt actions to correct the problems. The following guidelines should be used:

1. Correct the cause of the problem whenever possible. If the authority needed is above the inspector’s, make certain that this is brought to the attention of someone who has the proper authority.

2. Whenanindividualhastheauthoritytocorrector minimizeaproblemorhazard,doitimmediately.

3. Conditions that cannot be corrected immediately should be conveyed to management in a written report. The conditions should be listed in the order of priority, including suggested solutions and compliance dates, if possible.

4. Management should advise the inspectors as to what actions are being planned from the suggestions, or the reasons why actions will not be taken.

Supervisors should be made aware of any unsafe acts and conditions observed during inspections. The supervisor should then discuss the items with the employee(s) and their suggestions solicited to prevent recurrence.

Self-inspectionsareanecessarypartofanysafetyandloss controlprogram. Theygetemployeesinvolvedintheloss control efforts, uncover unsafe conditions and practices, and increase morale when items are corrected.

Doug Kirkus Loss Control Consultant SDMLWorkers’Compensation Fund South Dakota PublicAssuranceAlliance dkirkus@safety-benefits.com