Environmental, Health and Safety (EHS) audits help ensure that your workplace is as safe, healthy, and environmentally conscious as possible. They are intended to provide protection for employees, facilities and the environment.
If you are new to EHS or are already experienced, it is crucial that you learn about how EHS audits are performed. The following article outlines what you need to know about EHS audits so you can conduct them with confidence.
What is EHS Inspection?
An EHS Inspection is an organized assessment of a workplace, process, or piece of equipment to identify possible hazards, evaluate risks, and determine compliance with EHS regulations, organizational EHS policies, and industry-wide best practices. Inspections are a proactive approach to mitigating the potential for accidents, occupational illnesses, and environmental damage.
Why are EHS Inspections Important?
The importance of EHS inspections cannot be overstated. They serve several crucial purposes:
- Hazard Identification: Inspections are the first line of protection in identifying hazards that may lead to accidents or other losses. Potential hazards include unsafe conditions, at-risk behaviours, and deficiencies in safety systems.
- Risk Assessment: By identifying hazards, inspection data can be used to complete risk assessments through determining the level of risk associated with identified hazards and allow for the prioritisation of corrective actions based on the severity and likelihood of potential harm resulting from the hazards identified.
- Compliance Verification: The EHS inspection program works to ensure that the organisation is complying with all federal, state, and local laws and regulations regarding environmental protection, employee health, safety and welfare, and the organisation’s own internal policies and procedures. As a result, the inspection program can help to prevent costly penalties, fines, and damage to the organisation’s name and reputation.
- Evaluating How Well Safety Systems Are Working: Regular check-ups will provide you with insight into how well your current environmental health and safety (EHS) controls and management systems are working. Regular checks can help identify opportunities to improve.
- Building a Culture of Safety & Employee Involvement: Having the employees involved in the inspection process builds a culture of safety, as employees will feel more connected to their safety. More Employees will report hazards if they are involved, and employees will take responsibility for safety.
- Opportunities To Improve EHS Performance: The findings from inspections create opportunities for corrective/preventive action. This leads to a cycle of ongoing improvement for EHS performance for your organization.
- Preventing Incidents: The primary objective of conducting EHS inspections is to identify and eliminate potential causes of accidents, injuries, occupational diseases, and environmental releases.
Types of EHS Inspections:
EHS inspections can vary in scope, frequency, and focus. Here are some common types:
- Standard Inspections: Routine inspections are those conducted on a set schedule; typically daily, once a week, or once per month. In general, they include general housekeeping and equipment checks as well as where and how often workers perform their job tasks.
- Periodic Inspections: Periodic inspections occur at longer intervals (i.e. quarterly, semi-annually, annually) and are performed on a more detailed level for defined areas, equipment or process.
- Pre- Operation Inspection: Prior to the introduction of new equipment or processes into production, to verify safety and environmental requirements prior to launch.
- Post Accident Inspection: Inspections that occur following any type of accident, injury or near miss, used to investigate the cause, and help to ensure that similar incidents do not re-occur.
- Regular inspections: The inspections that concentrate on a given concern, complaint or regulation modification.
- Quality Audits: A structured approach to auditing an organization. The auditor may be from within the organization or be an independent auditor who evaluates how well the organization is following its EHS management system as well as indicating how well the organization meets the various requirements of different regulations and standards such as ISO 14001 and ISO 45001.
The EHS Inspection Process:
While specific procedures may vary depending on the organization and the type of inspection, a typical EHS inspection process involves the following key steps:
Planning and Preparation:
- Determine what Needs Inspecting: Identify which equipment or area(s) need inspection. Identify which types of inspections you will conduct.
- Research Documents: Research the documents that are related to the type of inspection(s) to be conducted. Identify the regulatory requirements, internal policies, past inspections as well as incident reports.
- Select Qualified Inspectors: Choose a team to conduct the inspection. Include those who are knowledgeable about environmental health and safety (EHS), supervisors, and workers’ representatives.
- Create an Inspection Checklist/Procedure: Establish a procedure for conducting inspections, including checklists. The checklist should focus on critical areas and hazards associated with them.
- Acquire the Needed Inspection Equipment: Get the necessary personal protective equipment (PPE), measuring devices if required, along with cameras and paper to write down notes during each inspection.
Conducting the Inspection:
- Review Process: Perform a thorough review of the specified inspection zone by observing the work practices, equipment, and environmental aspects (as applicable).
- Documenting and Highlighting Observations: Document all the identified hazards, unsafe conditions, unsafe behaviors, or non-compliance with OSHA regulations that have been noted. If required, use photographs or video documentation.
- Communicate with Employees: Talk to employees in the inspection zone and find out what they believe are safety-related issues.
- Data Collection: Gather applicable data, such as equipment readings and any results from environmental testing or other information related to safety signs.
- Recording Observations: Document all observations in a clear and concise manner, listing the area, the specific problem observed, and what steps (if any) have been taken immediately to correct the issue.
Post-Inspection Activities:
- Report Generation: Prepare a detailed inspection report summarizing the findings, including identified hazards, associated risks, and recommendations for corrective actions. The report should be clear, concise, and factual.
- Prioritization of Corrective Actions: Evaluate the severity and likelihood of the identified hazards to prioritize corrective actions. Focus on addressing the most significant risks first.
- Communication of Findings: Share the inspection report and findings with relevant stakeholders, including management, supervisors, and employees.
- Development of Action Plans: Create specific, measurable, achievable, relevant, and time-bound (SMART) action plans to address the identified deficiencies. Assign responsibility for implementing these actions.
- Implementation of Corrective Actions: Execute the planned corrective actions in a timely manner. This may involve repairs, replacements, procedural changes, or additional training.
- Verification of Corrective Actions: Follow up to ensure that the implemented corrective actions have been effective in eliminating or controlling the identified hazards.
- Record Keeping: Maintain thorough records of all inspections, reports, corrective actions, and follow-up activities.
Who Should Be Involved in EHS Inspections?
Effective EHS inspections often involve a collaborative effort. Key stakeholders include:
- EHS Professional Provides Owners with Technical Assistance and Guidance to Comply with Regulations
- The Supervisor/Manager is responsible for ensuring the health and safety of their team, as well as the conditions of their work areas. They also help identify hazards and establish action plans.
- The Employee has firsthand knowledge of his/her work and any potential hazards, making him/her an integral part of safely identifying problems and building a safety culture.
- The EHS Committee (where appropriate) provides a forum for the employee and management to work together in regard to EHS issues such as inspections, and other matters.
- An External Auditor (in the case of Compliance Audits) will independently assess the effectiveness of your EHS Management System.
Tips for Conducting Effective EHS Inspections:
- Be Prepared: Thorough planning is essential for a successful inspection.
- Be Observant: Pay close attention to details and look for potential hazards that may not be immediately obvious.
- Be Objective: Focus on facts and avoid making assumptions or assigning blame during the inspection.
- Be Consistent: Use checklists and standardized procedures to ensure consistency across inspections.
- Be Communicative: Engage with employees and supervisors during the inspection to gather information and address concerns.
- Be Timely with Follow-Up: Promptly generate reports, develop action plans, and implement corrective actions.
- Document Everything: Maintain accurate and detailed records of all aspects of the inspection process.
- Focus on Prevention: The ultimate goal is to identify hazards and prevent incidents before they occur.
- Continuously Improve the Process: Regularly review and update inspection procedures to ensure they remain effective.
- Provide Training: Ensure that individuals involved in conducting inspections are adequately trained on hazard identification, risk assessment, and inspection techniques.
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