What Is a Health and Safety Audit and How To Prepare for It

What Is a Health and Safety Audit

A health and safety audit systematically examines an organization’s health and safety policies, procedures, and practices. It determines the effectiveness of a workplace’s occupational health and safety management system and ensures compliance with legal and regulatory requirements. Audits are a key part of occupational health and safety culture.

At HSPI, our auditors have over two decades of experience preparing clients for audits and conducting internal audits of health and safety systems. If your organization requires expert guidance, please reach out to us.

Purpose of Health and Safety Audits

A health and safety audit ensures that a workplace safety system is effective, and identifies opportunities to enhance overall health and safety performance. The goal is to support continual improvement, not to assign blame.

Health and safety audits are crucial because they:

• Assess the effectiveness of a workplace’s Occupational Health and Safety Management system (OHSMS). An OHSMS starts with all the policies and programs a workplace has in place to promote health and safety. If the system works well, implementation, corrective action, and follow-up will be evident.
• Confirm which parts of the system are working, and which need further attention.
• Set a benchmark for the organization and goals for the next steps.
• Promote a culture of continual improvement within the organization.

How to Prepare for Health and Safety Audits

Audits can be anxiety-provoking for staff. There are many steps businesses can take to prepare for a health and safety audit. The workplace needs to know what will be assessed in the audit. Ideally, the auditors will share the audit tool with the workplace so there are no surprises.

We recommend reviewing existing health and safety policies and procedures to ensure a comprehensive understanding of current measures and practices. The auditors often ask for relevant documents and records for review, before attending the workplace. Communicate to employees that an audit is taking place and what to expect. Auditors may conduct staff interviews, so it is essential to inform employees in advance. Often, interviews can be pre-planned, so workers are well prepared.

Health and Safety Audit Process

Below, we will outline the health and safety audit process:

1. Pre-Audit Planning

1. Define audit objectives: Workplaces must identify the purpose, scope, and focus of the health and safety audit.
2. Review existing policies and procedures: Workplaces should do a full examination of their workplace safety system. This includes reviewing health and safety policies, procedures, and internal processes.
3. Identify key personnel: If the health and safety audit will be conducted internally, determine who will be involved in the process. If the audit is external, identify who will be interacting with the auditors.
4. Schedule the audit: Plan the audit timeline, including dates, times, and locations.

2. Document Review

1. Evaluate and assess health and safety policies and procedures: Auditors will examine the organization’s existing workplace safety program.
2. Examine records and reports: Auditors will review training, joint health and safety committee meeting minutes, incident reports, and other relevant documents.
3. Check compliance with regulations: Auditors will verify that the policies and procedures are up to date with relevant legislation.

3. Site Inspection

1. Conduct a physical inspection: Auditors will conduct a walk-through of the workplace to examine how policies outlined in the workplace safety program are implemented.
2. Observe what is happening in the field: Auditors will examine workers conducting daily tasks.
3. Interview employees: Auditors will talk to employees to gain insight into their work practices, concerns, and suggestions for improvement.

4. Audit Findings and Follow-Up

1. Identify strengths and weaknesses: Auditors will document areas of compliance and opportunities for improvement. These can be shared with stakeholders on the last day of the onsite visit.
2. Compile the audit report: Auditors will document findings and recommendations based on their findings. Some auditors deliver the report in draft, which allows the workplace to clarify specific sections and provide further documentation that may have been missing onsite.
3. Finalize the report: Auditors will provide the final report to management and other stakeholders.

5. Continual Improvement

Action Plans: Based on the audit findings, workplaces will create an action plan that includes accountability and timeframes. This may include updating health and safety policies and procedures, implementing new processes, or providing training to employees.

Preparing for a health and safety audit involves necessary steps to ensure a smooth and successful process. By reviewing existing policies and procedures, gathering relevant documents, and communicating with employees, businesses facilitate a smoother audit process.