Workplace Health and Safety Inspection Preparation and Planning

When planning for an inspection there are a number of issues that the inspector should keep in mind. Ideally the planning for an inspection should consider who, what, where, when, and how. During the planning the aim of the inspection should be kept in mind. During the inspection the inspector should discover items that are or will most likely develop into at risk conditions or practices in respect of health and safety in the workplace. This could be as a result of stress, pressure, friction, wear and tear, abrasion, corrosion, impact, shock, vibration, heat, chemical reaction, lack of maintenance or abuse. Despite general belief, if may not always be the best practice to inspect the entire workplace every time. Planning a risk based inspection schedule should reflect the risk profile of each area by allowing more frequent inspections in areas of high risk. It is however important to include the entire area in the inspection schedule. This includes areas where work related activities may rarely take place, such as archives, back up generators, parking lots, off site storage areas, and rest rooms.

During the planning process it is important to consider the risks associated with all the workplace elements. This includes the biophysical environment, the people, the processes and the plant. It will help to know what type of machinery or equipment is present. The review of the material safety data sheets (MSDS) and manufacturers' safety manuals will add value during the inspection. The scrutiny of previous area inspections to become familiar with the risk potential of the equipment is also valuable.

For inspections to be effective it should be planned well in advance. Effective inspection planning includes the review of all available information on the area to be inspected. It also requires the gathering of all the necessary tools that will be required during the inspection. There are also a number of preparations that needs to be made in advance. This includes the following:

1. If the inspection is not a surprise inspection the date for an inspection must be arranged well in advance and line managers and area supervisors should be notified in advance to ensure that suitable arrangements can be made for access to difficult to access areas.
2. The pre-inspection information required by the inspection team includes specific and particular information about work practices, hazards, risks and risk control measures relevant to the workplace to be inspected. The acquiring of this information is necessary to help the health and safety representative to focus on the correct at risk conditions and activities for the workplace.
3. In order to familiarize him with the area the inspector should obtain and review building and/or floor planes for the buildings or area plans of the places to be inspected. Utilizing the maps and plans the inspector should familiarize him with the workplace layout and determine what work activities are taking place where and what type of materials are located where. The information on maps and plans allows the inspector to picture the layout of the area and get and understanding of the work-flow in the area. All the high risk activities and material should specifically be noted.
4. A review of the previous inspection reports for the area to be inspected is another valuable source of information that should be utilized during the preparation and planning of the inspection. An analysis of the standards applicable to the area and the history of compliance will be valuable. Specific attention should be given to any specific legislation, regulations, code of practice, industry standards and company rules applicable to the processes and equipment used in the area. The standards, risk assessments, training records and material safety data sheet (MSDS) relevant for the inspection area should also be consulted to ensure that the inspector get a clear understanding of the risk profile of the area to be inspected. The recommended controls must be noted by the inspector for later comparison with what is actually happening in the area. Where there are differences or deviations, they may indicate the presence of an actual or potential hazard. The inspector should also review accident reports of accidents that occurred in the area that will be inspected to ensure that a full understanding of the recommended corrective actions is obtained.
5. The health and safety representative should establish what controls, emergency procedures and protective equipment are required to be in place in the area. The assessment of these should include the evaluation of the potential effectiveness of the various controls associated with each high risk item.
6. An assessment of any complaint received about the area will be a good indicator of the attitude of the workforce in the area. The type and nature of the complaints will give the inspector an idea of what to expect in respect of the level of understanding of the workers in the area. The type of concerns that have been reported about the area may indicate potential at risk conditions and practices that can be expected.
7. All of the documentation that the inspector utilises for the preparation of the inspection should be assessed for trends and patterns that could provide information on at risk conditions and practices that need to be focussed on during the inspection.
8. The inspector should ensure that an adequate supply of the correct type of inspection checklists or workplace inspection forms is available before the commencement of the inspection. If necessary the checklists or forms should be adapted to include items of special interest that was identified during the review of the preparatory documentation.
9. The health and safety representative should plan and review the inspection route for the most effective use of the available time utilizing the maps and plans considering the objective of the inspection.
10. It is important for the inspection team to be safe during the inspection and present a good health and safety example in the area. If the correct personal protective equipment is not already in their possession they should arrange to have it in time for the inspection. In addition to this, arrangements should also be made for all the specialised inspection tools and equipment that may be required during the inspection, depending on the circumstances. Inspection tools and equipment will assist the inspector to ensure that high-risk items can be correctly and safely inspected and that observations made can be are accurately recorded.

A final review of the inspection planning information would be necessary before finalizing the inspection. The final plan will also include information on the makeup of the inspection team and the planned duration of the inspection to accomplish the objectives and outcomes of the inspection.

©Carl Marx 2009