“Every workplace is on a safety journey at all times,” says Tova Larsen, Health and Safety Consultant at WSPS. “Workplace inspections give you regular opportunities to see where you are at and to figure out where to go next.” Ontario workplaces with six or more workers are legally required to perform workplace inspections every month. When done properly, inspections provide a systematic check of hazards and controls in practice.

Tova explains that effective workplace inspections follow these five fundamental steps.

1. Prepare—A detailed plan will lead to an effective inspection. Consider using floor plans to guide your inspection so that you don’t miss an area of the workplace.
2. Conduct—This involves more than simply checking the boxes. Engage workers and supervisors in conversation and listen with genuine interest.
3. Recommend—Determine recommendations based on findings. Some recommendations may require more research. Involve the experts – internal or external support if required – and key stakeholders to inform your recommendations.
4. Report—Create a report that outlines inspection findings and recommendations and share it with your health and safety committee.
5. Follow-up—Establish a mechanism to ensure necessary actions are taken to control hazards, including any findings that may require immediate action.

Inspect at the right time to make it count

“If it is practical to inspect the entire workplace each month, then you must do so. However, if it is too large, you can break it up into zones, as long as the entire workplace is inspected over a calendar year,” says Tova. She frequently reminds clients that yards, parking lots, and outbuildings must be included in the plan. “Outside property is part of the workplace as well,” she says.

Once you have divided your facility into manageable zones, you need to schedule the inspections. “To a certain degree, the quality of your inspection hinges on the timing of it, so you need to think about this when creating the inspection schedule,” says Tova. She offers these tips for ideal scheduling.

1. Inspect during peak time. It sounds counter-intuitive, but if you want to see how things are actually being done, you need to inspect the workplace during the busy time, not during downtime. Unannounced inspections are best, where practical, because it prevents panic-cleaning before the inspection. “You’ll see the daily reality,” says Tova.
2. Schedule some inspections during each shift. If your workplace has two or three shifts, make sure at least some of the inspections take place during the afternoon or evening shifts. “What happens on the night shift might be very different from what happens during the day,” says Tova.
3. If a machine isn’t running, go back when it is. Don’t overlook a process or piece of equipment. If something isn’t happening when you are completing the inspection, make a note and go back another time. “Don’t just check a box,” says Tova.
4. Consider the seasons. Different hazards will be present depending on the season, so your inspection schedule needs to account for this. “During winter, snow and ice must be addressed in parking lots and outdoor areas. In summer, controlling exposure to noxious weeds may be more relevant,” says Tova.

Build your dream team

The Occupational Health and Safety Act (OHSA) requires worker members to perform workplace inspections on behalf of the joint health and safety committee (JHSC). “Management members or supervisors are allowed to join the worker member on their inspection; however, they cannot perform inspections on behalf of the JHSC in lieu of a worker member,” explains Tova. “It’s all about conflict of interest.”

However, Tova also points out that inspections are not exclusive to the JHSC. Other workplace parties may perform inspections as well. “Health and safety representatives conduct inspections in smaller workplaces that don’t have a JHSC. Supervisors are frequently doing daily or even hourly walk-throughs. Your corporate health and safety department may inspect on behalf of management. And of course, the Ministry of Labour, Immigration, Training and Skills Development of Ontario inspects Ontario workplaces for compliance with OHSA,” says Tova.

In addition to worker members of your JHSC, here are a few others you may consider inviting to join your inspections:

1. New workers and students. Bringing a new staff member on your next workplace inspection not only helps to reinforce the organization’s safety culture, but it also provides an opportunity to liaise with a JHSC worker member. New workers may also spot hazards to which veteran workers have become complacent.
2. Senior leadership. If a regional manager, vice president, or other senior leader is visiting your workplace, consider inviting them along on your monthly inspection. It can help them see the challenges that the JHSC are finding. By seeing the process in action, they may be more likely to support JHSC recommendations in the future. Having senior leadership participate also reinforces their commitment to worker well-being and a strong health and safety culture.
3. Prospective JHSC members. If your organization struggles to get workers excited about volunteering for the JHSC, try creating opportunities for employees to shadow JHSC members during an inspection. It will help them see what’s involved and may pique their interest in joining. It also helps employees develop confidence that they could be a great JHSC member.

Talk to workers

You can only learn so much from observation. Go beyond what you can see by talking to workers. “It’s amazing what you find out by having a conversation with a worker while doing an inspection,” says Tova. She recommends the following:

1. Ask specific questions. Don’t simply ask workers if they have any health and safety concerns. “Most often, the answer is no,” says Tova. If you really want to find out how things are going, start a conversation by asking specific questions based on what you see. “For example, if you see a pile of boxes, ask how long they have been there, how heavy or awkward they are, and how often they are moved around,” suggests Tova. You can also ask workers what they would do in certain situations, such as if a customer was making threats, or if they were asked to use an unfamiliar piece of equipment.
2. Ask about the history. If you spot a hazard, workers are often in the best position to know when the problem started or why a task is being done a certain way (e.g. shipping delays, being rushed, or being short staffed). This information is critical to addressing the root causes, rather than simply putting a band-aid on the immediate problem.
3. If there is a problem, ask if anyone reported it. If a worker tells you about an ongoing hazard, find out if they reported it to their manager. If they did, look into what was done about it or if there was a communication gap. If they didn’t report it, find out why (e.g. afraid to speak up or having past negative experiences reporting hazards). A conversation like this goes beyond the immediate hazard. It can give you an indication of how well the organization’s internal responsibility system is working.

How WSPS can help

Consulting

Connect with a WSPS expert to maximize the effectiveness of your workplace inspections.

Training

• Effective Workplace Inspections (online, instructor-led, 3.5 hours)
• JHSC Certification Part 1 (online, instructor-led, 3 days)
• JHSC Certification Part 1 (eCourse, 2 days)
• JHSC Certification Part 2 – Manufacturing (online, instructor-led, 2 days)
• JHSC Certification Part 2 – Offices (online, instructor-led, 2 days)
• JHSC Certification Part 2 – Agriculture (online, instructor-led, 2 days)
• JHSC Certification Part 2 – Warehouses (online, instructor-led, 2 days)
• JHSC Certification Part 2 – Service Sector (online, instructor-led, 2 days)
• Safety Health and the Law (online, instructor-led, 1 day)
• Workplace Inspection Training (eCourse, 1 hour)

Free Webinars

• Levelling Up Your Workplace Inspections (pre-recorded) 

Resources

• Health and Safety Handbook Generator
• Workplace Inspection Checklist
• Workplace Violence Hazards Inspection Checklist
• Workplace Inspection Recording Form>

Events

Register for WSPS’ Partners in Prevention Health and Safety Conferences this fall in Kitchener and Niagara Falls and attend this session on optimizing your JHSC:

•  

  Safety by Committee: Harnessing the Team Power of Joint Health and Safety Committees – Nicole Sherman, Health & Safety Consultant, Workplace Safety & Prevention Services – Get the necessary skills and information you need to ensure your team is having a positive impact in your workplace. We will showcase the practical application of tips and tricks for a powerful JHSC. One that works together to provide positive solutions for health and safety in your workplace.

The information in this article is accurate as of its publication date. 

If someone who was in crisis—agitated, aggressive, confused—walked into your store or restaurant, would you know what to do? “We’re getting more calls from businesses whose staff are encountering individuals who may be unhoused, impaired, or experiencing a mental health crisis and staff members aren’t sure how to handle it,” says Kristy Cork, Specialized Consultant with WSPS. “It could even be a library. We’re not talking about angry customers. We’re talking about people in distress.”

These types of situations are becoming more common in cities across Ontario, particularly in downtown areas and places with a lot of foot traffic. As an employer, you need to prepare your staff to deal with these types of situations safely.

“For example, if an employee arrives in the morning to open the store and finds someone sleeping in front of the main doors, what are they supposed to do?” asks Kristy. “Or what if someone in crisis walks into the store and begins yelling at customers? Workers will usually try to get the individual to leave,” says Kristy. “But how do they do that safely?”

Teach staff to start with kindness

When you are dealing with someone who is impaired or who may be experiencing a mental health crisis,  you must understand that they may not process what you are saying rationally. Kristy explains that when faced with a situation like the ones described above, it’s best to focus on regulating the individual’s behaviour. “Honestly, sometimes it’s best to start by offering the person a bottle of water. Show them a little kindness rather than immediately telling them that what they are doing is wrong,” says Kristy. When you express human understanding, it often defuses aggression and encourages co-operation.

Kristy also suggests getting to know the shop’s neighbours so that employees can support each other. “If you’re a small business owner who may have only two or three employees, it’s a good idea to build relationships with the other small businesses in the area,” says Kristy. Having a support network that you can call upon is very helpful when these circumstances arise.

4 tips for dealing with a person in crisis at work

Because these potentially violent situations are happening more often, it’s important to train your employees on how to handle a person in crisis. Share these four tips so your employees know how to respond safely.

1. Never initiate physical contact. When you put your hands on someone, they may feel threatened, which could lead to a violent reaction.
2. Ensure you have a means to summon help. Before you approach a person who is impaired or in distress, tell someone. Make sure you can reach them if the situation escalates, either by having them within your sight or via a phone call if they are in another room or next door.
3. Give the individual options. Avoid telling an individual in crisis what they must do. Instead, give them choices. “For example, ask them if they would prefer to come and sit down away from the door and have some water or ask them if they would like you to call someone for them,” says Kristy. Providing choice helps a person feel more in control, which can help regulate their behaviour.
4. If you see a weapon, call 911 and get to a safe place. If someone enters your workplace with a weapon, do not attempt to approach them. Call 911. Have a procedure in place and train your staff so that they know exactly what to do if this happens. Designate a safe space (e.g., interior storage room, out a back door to a neighbouring shop) and make sure all staff knows where it is.

How WSPS can help

Consulting

Connect with WSPS experts to develop your violence and harassment program.

Training

• Violence and Harassment Prevention: Situational Awareness and De-escalation (Online, Instructor-Led Training, 4 hours)
• Harassment and Violence Prevention for Employees (eCourse, 1 hour)

Articles and videos

• Naloxone kits and addictions in the workplace: balancing privacy with responsibility
• 5 de-escalation tips when responding to agitated customers
• De-escalating high-stress situations at work: 4 stages to aggression, 4 responses
• What to do when domestic violence enters your workplace
• 6 expert tips to support people after a traumatic workplace event
• Take a trauma-informed approach to workplace violence and harassment
• Small Biz Bytes: Workplace Violence and Harassment (video)

Guides, sample policies and other resources

• WSPS Workplace Violence and Harassment Toolbox
• Workplace Harassment Policy
• Reporting Workplace Violence and Harassment Procedures
• Workplace Harassment Investigations in Small Businesses: Tips for Employers
• Sample Workplace Impairment Policy
• Reporting Suspected Impairment Checklist

WSPS Small Business Centre

• Check out the Small Business Centre for free tools, resources, and information.

Events

Register for WSPS’ Partners in Prevention Health and Safety Conferences this fall in Kitchener and Thunder Bay and attend this session on the opioid crisis and the workplace:

• The Opioid Crisis: Breaking Stigma and Saving Lives – Mark Barnes, Pharmacist/Owner, Respect RX Pharmacy – Join Mark as he highlights the pervasive nature of opioid misuse and underscores the importance of proactive workplace measures to mitigate risks. Gain insights into recent drug use trends, acquire essential knowledge to recognize high-risk behaviours, and learn how to identify an overdose and take immediate action.

The information in this article is accurate as of its publication date.