While only a portion of inspections and investigations end with a costly penalty assessment, the process is still a major stressor for facility managers facing investigation.
How your facilities team handles an OSHA investigation can make a major difference regarding the outcome.
However, facility departments shouldn't wait until OSHA is at the door to make safety improvements. In fact, a well-structured safety program is essential for preventing workplace incidents and ensuring compliance with OSHA regulations.
In this archive of the webcast, "Don't Wait Till OSHA is Knocking - Safety Program Essentials," Rusti Dyals emphasizes that safety programs are more than just policies in a manual — they require management commitment, worker participation, continuous assessment, and regular improvements.
Dyals is national director of environment, health and safety (EHS) for ESFM, with 20 years of industry experience.
Safety starts at the top. Facility leaders must demonstrate commitment by allocating resources, setting measurable goals, and ensuring clear accountability for safety initiatives. In addition, managers must engage employees to adhere to safety guidelines by encouraging open communication, involving workers in safety committees, and using peer-driven safety observations can enhance buy-in and compliance.
Along with communication, safety training should be role-specific, ongoing, and engaging. Whether through classroom instruction, hands-on exercises, or digital platforms, ensuring that workers understand their responsibilities is vital.
Regular workplace inspections, data collection, and risk assessments help identify potential hazards before they cause harm. Anticipating unexpected risks is crucial for long-term safety.
Safety is a cycle, not a one-time project. Facilities should monitor safety performance through leading (preventative) and lagging (incident-based) indicators, conduct audits, and adapt as operations evolve.
Waiting until an accident happens and OSHA arrives is the worst time to start thinking about compliance. Facility managers should be taking a proactive approach.
Best practices include:
- Understand their organization's OSHA record and compliance history.
- Designate an inspection response team and train them accordingly.
- Have all required safety documentation readily available.
- Ensure employees know their rights and responsibilities.
- Conduct internal audits or mock OSHA inspections to identify and correct gaps.
When OSHA does visit, it's critical to remain respectful, transparent, and strategic. OSHA inspections involve an opening conference, a walk-through assessment, and a closing conference. Facility managers should clarify findings, document corrective actions, and be prepared to contest citations if necessary.
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