Deciding how often to monitor actively

Measuring performance is an ongoing activity, so in one sense measurement is continuous. But like any activity it should be efficient and effective, so its frequency must be planned. Consider:

• statutory requirements
• the level of hazard of the area or activity
• past incident records
• the number and size of the different work operations
• the type of equipment and work processes
• the number of shifts, since the activity of each shift may vary
• new processes or machinery
• findings of risk assessments
• manufacturers' recommendations
• the presence of vulnerable workers, such as young and inexperienced people
• workers' feedback

Competence and objectivity of those carrying out active monitoring

Competence is vital for everyone involved, whether employers, managers, supervisors, employees or contractors, and especially for those in safety-critical roles such as health and safety inspectors. It ensures that they recognise the risks in their activities, which takes strong observation skills, and can apply the right measures to control them, which takes deep knowledge of safety requirements and control measures.

Proactive monitoring checks whether controls and standards are working without waiting for harm. It does not prove that the workplace is free from risk or replace learning from incidents.

Use of checklists

A checklist clarifies who is responsible for what in an inspection, controls inspection activity and provides a report of it. Checklists help record findings and comments on the spot. Be careful, though. Do not let the inspection team become so focused on noting the items listed that it misses other hazardous conditions. Use checklists only as a basic tool. A safety inspection checklist could cover, among other things:

• housekeeping
• biological hazards
• chemical hazards
• electrical safety
• hazardous substances
• manual handling
• traffic routes
• machinery
• internal transport
• emergency equipment
• welfare facilities
• systems of work
• working environment
• ergonomics
• psychosocial factors

Allocating responsibilities and priorities for action

Identify who is responsible for making sure inspections take place, and the employees who will carry them out. After an inspection:

• explain the reasons for any follow-up action to your representatives
• give the inspector the chance to inspect again, to check that the issues raised received proper attention, and record their views
• share the follow-up action across the workplace and with other relevant parts of the business, including the health and safety committee where there is one

Sometimes action may not be appropriate, may not be possible within a reasonable time, or may not be acceptable to your safety representatives. In these cases it is wise to explain your reasons in writing. You remain responsible for decisions on managing health and safety, but by explaining your reasons and being open with representatives you show that you have considered what they said.

An action log is a useful tool:

Summary notes for Element 4 · Cheat sheet · Glossary. A study aid, not published or endorsed by NEBOSH.