A work health and safety (WHS) management system is essential for ensuring the safety and well-being of employees, contractors, etc., in any organization. It’s a comprehensive framework designed to identify, manage, and mitigate risks associated with workplace hazards. One of the critical components of an effective WHS management system is conducting regular internal WHS inspections or audits.
This blog will explore how internal WHS audits can help you identify potential hazards, ensure compliance with safety standards, and implement a strong WHS management system.
What are WHS Audits?
WHS inspections are essential to maintain and improve workplace safety. WHS inspections are systematic evaluations of workplace conditions, practices, and equipment to identify potential hazards and ensure compliance with safety regulations. The primary purpose is to prevent accidents and injuries by detecting risks early and implementing corrective actions.
WHS audits are comprehensive evaluations of an organization’s overall WHS management system. They assess the effectiveness of policies, procedures, training programs, and safety records to ensure all aspects of workplace health and safety are managed effectively. The goal is to promote continuous improvement in safety performance and compliance with relevant laws and standards.
👉 Who conducts WHS inspections and audits?
Workplace inspections are usually carried out by either of the following:
1. Health and safety representatives
2. Work health and safety practitioners
WHS audits can either be internal or external. Internal WHS inspections are conducted by employees or dedicated safety officers within the organization. These inspections allow for greater control over the process. They involve reviewing documentation, interviewing employees, and observing workplace conditions to identify potential hazards and ensure compliance with internal safety policies and procedures.
External WHS inspections, on the other hand, are performed by independent auditors or consultants. External audits can help identify gaps that internal teams might overlook due to familiarity or internal biases. However, external WHS inspections are usually less cost-effective and therefore more infrequent.
Learn More: How to Prepare for Workplace Inspections in 8 Steps?
Types of WHS Audits
There are three main types of WHS audits:
1. WHS Compliance Audits
Compliance audits are designed to verify that your workplace complies with relevant WHS laws and standards. These audits focus on identifying non-compliance issues and ensuring that safety protocols and procedures meet legislative requirements. Conducting compliance audits helps prevent legal issues and financial penalties, while also protecting your employees from potential hazards.
2. WHS Program Audits
Program audits evaluate the effectiveness of specific safety programs within your organization. These audits check whether safety initiatives, such as training programs and emergency response plans, are properly implemented and achieving their intended outcomes. Program audits help identify gaps in safety programs and provide actionable insights for improving them.
3. WHS Management Systems Audits
Management systems audits offer a comprehensive assessment of your organization’s WHS management system. These audits examine the policies, procedures, and practices in place to manage health and safety risks across the entire organization. Management systems audits are typically benchmarked against standards such as ISO 45001 and AS/NZS 4801. The goal is to evaluate the effectiveness of your management system and identify opportunities for improvement.
How to Carry Out WHS Inspections?
Conducting regular internal WHS audits is one of the most effective ways to ensure WHS compliance. Here are some best practices on how to carry out WHS inspections:
1. Identify Areas to Inspect
Begin by identifying the specific areas that require inspection. Prioritize high-risk zones, such as production floors, warehouses, and areas with heavy machinery. Don’t overlook common areas, offices, and storage spaces, ensuring a comprehensive inspection plan. Regular inspections should be scheduled to cover all parts of the workplace.
2. Create an Inspection Plan
Developing a detailed inspection plan is essential. Outline the specific areas to be inspected, the criteria for the inspection, and the schedule. Assign responsibilities to qualified personnel, ensuring they have the necessary tools and checklists.
3. Conduct the WHS Inspection
During the inspection, follow the plan meticulously. Observe and evaluate each area for potential hazards such as faulty equipment, unsafe practices, and environmental risks. Engage with employees to gather insights and identify issues that might not be immediately visible. Use a checklist tailored to your workplace to ensure all critical points are covered.
👉 How often should WHS inspections be conducted?
Scheduling WHS inspections should be a strategic part of an organization’s safety management plan. Here are some guidelines on when to conduct these evaluations:
1. Schedule routine WHS inspections at regular intervals, such as weekly, monthly, quarterly, or annually, depending on the nature of your workplace and the level of risk involved.
2. Conduct inspections immediately following near-miss incidents or other workplace accidents. This helps to understand the root causes and implement measures to prevent future occurrences.
3. Schedule WHS inspections whenever new processes, equipment, or materials are introduced to the workplace. This ensures that any new risks are identified and managed from the outset.
4. If there are changes in relevant safety legislation or industry standards, conduct a WHS audit to ensure compliance with the new requirements.
5. For significant projects, conduct WHS inspections before the project begins and after its completion. This ensures that safety measures are in place throughout the project lifecycle and that any changes or impacts on safety are addressed.
4. Document the Results
Accurate documentation is crucial. Record all findings, including identified hazards, non-compliance issues, and areas that meet safety standards. Visual evidence such as photographs or videos can be invaluable. Ensure the documentation is clear, concise, and easily accessible for future reference.
5. Report the Findings
Prepare a comprehensive report summarizing the inspection results. Highlight key findings, including both positive observations and areas of concern. Provide detailed descriptions of identified hazards and non-compliance issues. Share this report with relevant stakeholders, including management and the safety committee, to facilitate informed decision-making.
👉 GoAudits simplifies and enhances documents and reporting findings with its instant professional reports feature. It allows you to generate detailed, customized reports at the end of each inspection. These reports automatically include photos, timestamps, geolocation, and user names, providing a comprehensive overview of the inspection.
Additionally, GoAudits enables real-time sharing of these reports via email to relevant team members for immediate review and action. With GoAudits, you can ensure that your documentation and reporting are accurate, efficient, and easily accessible, supporting effective communication and accountability within your organization.
6. Implement Corrective Actions
Develop and implement corrective actions based on the inspection findings. Prioritize actions based on the severity of the risks. Assign responsibilities and set deadlines for each corrective action. Ensure that the actions taken are effective in mitigating the identified risks.
7. Review and Follow-Up
Regularly review the effectiveness of the implemented corrective actions. Conduct follow-up inspections to ensure hazards have been addressed and safety measures are being adhered to. Continuous monitoring and review help maintain a safe working environment and prevent future issues.
👉 GoAudits facilitates the implementation of corrective actions and follow-up reviews through its features designed to enhance accountability and communication. It allows you to assign corrective actions directly within the app, ensuring specific team members are responsible for addressing identified issues, with clear priorities and deadlines set for each task. Automated notifications and reminders keep all stakeholders informed and ensure timely completion of tasks, preventing any issues from slipping through the cracks.
GoAudits offers real-time dashboards and detailed reports that help track the progress of corrective actions and monitor their effectiveness over time. This ensures that all hazards are addressed, and safety measures are consistently maintained, promoting a safer and more compliant work environment.
Download for FREE Customizable WHS Checklists
You can create custom checklists using a simple drag-and-drop interface or start with pre-built templates tailored to your business requirements and industry standards. Explore GoAudits’ library of workplace health and safety checklists.
- WHS Contractor Safety Evaluation Checklist (Australia)
- WHS Checklist Template
- WHS Inspection Checklist – Offices
- WHS Induction Checklist
- WHS Risk Assessment Template
Leverage GoAudits to Streamline WHS Inspections
Here’s why you should use the WHS app or software like GoAudits, to streamline your safety management processes:
- Stay compliant with health and safety regulations with tools for risk assessment, compliance tracking, and automated notifications. This ensures that all safety procedures and audits are conducted timely, reducing the risk of non-compliance and potential fines.
- Leverage real-time incident reporting and management of workplace incidents, including near-misses, injuries, and hazards.
- Ensure effective root cause analysis and tracking of corrective and preventive actions (CAPAs), helping to prevent future incidents by addressing the underlying causes.
- Schedule and conduct inspections and audits efficiently. Benefit from real-time monitoring, automated reminders for upcoming inspections, and comprehensive reporting capabilities.
What are the Benefits of WHS Audits?
Here are the key benefits of conducting WHS inspections and audits:
- Identify and Record Hazards
WHS inspections help you proactively identify and record potential hazards in the workplace. By spotting risks early, you can take corrective actions before they lead to accidents. It ensures a safer work environment for everyone.
- Prevent Incidents and Accidents
Preventing incidents and accidents is a primary goal of WHS audits. By regularly reviewing safety procedures and identifying hazards, you can implement measures to mitigate risks. It reduces the likelihood of workplace injuries and enhances overall safety.
- Determine Areas of Improvement
WHS audits provide valuable insights into areas needing improvement. Whether it’s updating equipment, improving training programs, or refining safety procedures, audits highlight weaknesses in your current system. Addressing these areas helps maintain high safety standards and boosts operational efficiency.
- Improve Employee Well-Being
A safe work environment significantly contributes to employee well-being. Regular WHS inspections ensure that safety measures are up-to-date and effective, reducing the risk of injury or illness. Employees who feel safe at work are more engaged, productive, and satisfied.
- Ensure Legal Compliance
WHS audits are critical for ensuring compliance with health and safety regulations. Staying compliant not only protects your organization from legal penalties but also demonstrates your commitment to maintaining a safe workplace.
- Cost Savings
Investing in WHS inspections and audits can lead to substantial cost savings. Preventing accidents reduces medical expenses, compensation claims, and downtime. Additionally, identifying and addressing safety issues early can save costs associated with more significant problems down the line.
- Continuous Improvement
WHS inspections promote a culture of continuous improvement. Regularly reviewing and updating safety protocols ensures your workplace adapts to new risks and industry standards. It helps maintain high safety standards and fosters a proactive approach to health and safety management.
- Establish a Strong WHS System
Conducting regular WHS audits helps establish a robust workplace health and safety system. A well-documented and systematically reviewed WHS system provides a solid foundation for managing risks and ensuring employee well-being. It also showcases your organization’s dedication to upholding the highest safety standards.
Points to Remember During and After WHS Inspections
Here are essential points to consider during and after these inspections to ensure they are effective and comprehensive.
Points to Consider When Conducting a Workplace Inspection
- Engage with employees and their representatives to understand potential hazards they have observed. It’s crucial as workers often have first-hand knowledge of safety issues that may not be immediately apparent to inspectors.
- Analyze historical data on workplace hazards and incidents. It helps identify recurring issues and prioritize areas that need immediate attention.
- Look for both existing and potential hazards, and understand their root causes. Addressing the underlying problems ensures long-term safety improvements.
- Evaluate the controls already in place to manage hazards. Determine if these measures are effective or if adjustments are needed to enhance safety.
- Pay special attention to areas with higher risks due to the nature of the work. These areas require a thorough inspection to ensure all hazards are controlled.
- Look for indicators such as stress, wear, impact, vibration, heat, corrosion, chemical reactions, or misuse.
- Ensure the inspection covers all areas, including parking lots, building access points, rest areas, storage facilities, and amenities.
Points to Consider After a Workplace Inspection
- Develop a system to track the findings from your inspection. Ensure all identified issues and corrective actions are logged and monitored until completion.
- Clearly define who is responsible for addressing each finding. Assigning specific individuals or teams to oversee corrective actions helps ensure timely and effective resolution of issues.
- Communicate the results of the inspection and the necessary corrective actions with the relevant work groups.
GoAudits can help you optimize and streamline your WHS inspections with digital checklists, instant reports, and actionable insights.
Do you want to ensure your safety practices are thorough, compliant, and efficient?
Try GoAudits for FREE to save time and resources while maintaining the highest standards of workplace health and safety.
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