Safety Audits can be box-checking exercises or audits can be proactive opportunities to yield even more value than the effort applied. Investing care to be systematic in approach is worth the time, every time.
Begin with the end in mind to maximize this vital component of an overall safety program:
- Consider each “W” before performing the audit: who, what, when, where, why, and how.
- Dig into the “why” of the audit by creating not just questions — but the right ones.
- Perform the audit.
- Manage findings with the attention they deserve.
- Don’t conclude the audit prematurely. Take time to measure overall performance.
When treated separately, prior to execution, EHS managers can ensure they are getting everything possible out of the above safety audit items. This strategic thinking about audits eases workload, creates a less reactive safety culture, and improves efficacy.
Think like a Journalist to Plan the Safety Audit
Simply conducting an audit is hard work; however, it takes more than basic completion to deem the process valuable. The same questions any good journalist asks to report through a thorough, thoughtful lens can also help the EHS manager successfully execute an audit.
Questions to ask yourself before performing an safety audit
- Who is to perform the audit: supervisor, safety representative, third party auditor, an employee?
- What audit is to be performed?
- When is this to be done: key dates and duration?
- Where is the audit to take place?
- Why are we doing the audit: OSHA compliance, managerial oversight, impromptu check?
- How is the audit to be performed: in person, electronically, hybrid, individually, team project, observation, questionnaire?
Asking these kinds of questions will reveal how well your plan directly relates to compliance requirements, saving time and energy in the long run. Remember that a question can relate to multiple requirements, so answer each with all the necessary details included. Keep the focus on codes and standards your program must adhere to while preparing for the audit, and be specific.
An example might be the “how” question. A well thought out audit header would read as follows:
“Supervisor is to walk down the work area with the team to review all safety items within their space. Engagement is required from all team members throughout the audit. Employee signatures are requested at the end of the audit. Encourage dialogue throughout the audit. Please be sure to address any known issues that are not included in the audit questions and elevate those to a safety representative as quickly as possible.”
Performing the Safety Audit and Resolving Findings are Related but Different Jobs
Once the well-planned EH&S audit is performed, it’s time to examine identified issues. These become findings, which must be resolved with the same level of attention as before and during the audit. Findings are outcomes of audits but must be managed separately.
To add value, any software system collecting this data must position a manager’s safety program so that findings can easily and effectively become corrective actions, managed just like tasks. It should also have applications capable of crediting the person(s) responsible for performing and completing the audit and capturing other remaining items needing resolution.
For more information on what to do with findings check out our other blog (EHS Safety Audits Come Alive Once Findings Are Identified)
Measuring overall performance
The real return on investing time in the pre-audit phase is the wealth and type of information gleaned from its performance. The carefully collected data now becomes a tool for EHS managers to use as they evaluate their safety programs:
- Determine adherence to codes and standards based on identified issues. By asking the proper questions, compliance within the EH&S program becomes much more targeted.
- See who is active in the program, and more importantly who is not. Outliers will be highly visible with higher quality audits. This allows management to better address those in need of more engagement to reach the goal of 100% participation.
- Gauge how well audit findings are resolved. Fixing known issues is critical once issues are identified, so a measurement tool is essential.
Managing EH&S safety programs with forethought will pay dividends in the long run. Reach out. We’d enjoy discussing this and other important factors to consider when implementing a safety management program for your EHS department.
