What to Include in a Workplace Safety Inspection Checklist

After hitting a low point in 2020, the Occupational Safety and Health Administration (OSHA) is conducting an increasing number of safety inspections. In 2021, OSHA safety inspectors completed more than 24,300 safety checks at worksites across the United States. If OSHA finds a serious violation, the agency can levy fines of up to $14,502, while repeat violations can bring penalties of up to $145,027 per incident. 

A workplace safety inspection checklist provides a definitive overview of the top safety concerns that need to be monitored on a job site. An inspection checklist is critical in keeping workers safe and preventing violations—as well as minimizing the fines they can bring. In this guide, you'll learn about what should be included in a safety checklist and how to improve workplace safety with Connected Workflows technology.

What is a workplace safety inspection checklist?

A workplace safety inspection checklist is a simple tool that safety professionals use to help ensure that job sites adhere to safety requirements and that workers follow safety practices and procedures. Safety checklists include common work hazards as well as safety requirements that pertain to specific industries. In practice, this means that checklists can vary in length and complexity based on business type and size. 

Safety professionals use inspection checklists to conduct periodic self-inspections to ensure general safety and prepare forOSHA inspections. 

Does OSHA require a workplace safety inspection checklist?

OSHA does not require businesses to have a workplace safety inspection checklist. However, it is considered a best practice for companies of all types to have safety checklists, and they are particularly important for organizations in potentially hazardous sectors, such as manufacturing and construction.

Many companies choose to create self-inspection safety checklists to help communicate safety standards and policies, as well as to ensure compliance. Often, safety professionals will create a safety checklist by including the OSHA rules that are most pertinent to their industry and organization. 

Compiling a comprehensive safety checklist can be complex and time-consuming, so larger companies will often have dedicated safety staff or consultants create them. For small businesses, OSHA offers free consultations for businesses in all 50 states to help determine which regulations are the most important to include. 

What should be included in a workplace safety inspection checklist?

There are hundreds of OSHA regulations that apply to different industries and work settings. Every workplace is different, which means there is no one-size-fits-all safety inspection checklist that will work for every job site. However, there are many OSHA regulations that apply to nearly every work site and should be included in a workplace safety inspection checklist. These categories include:

• General work environment and housekeeping: Employers must keep worksites generally clean, and this category includes a wide range of work practices to keep job sites safe and orderly. For example, certain types of waste—such as combustible or flammable debris—must be put in proper receptacles. Companies must also provide adequate ventilation, remove or cover trip hazards like hoses or extension cords.

• Personal protective equipment (PPE): Companies must provide appropriate and properly fitted PPE that provides suitable protection from hazardous substances. PPE can include respirators, safety glasses, hard hats, hearing protection if noise levels are extreme, and other equipment.

• Record keeping and reporting: Companies must keep track of occupational injuries or illnesses, except minor injuries requiring only first aid, and other important activities, such as worker safety training records. 

• Elevated surfaces: If a worksite has surfaces that are elevated more than four feet, employers must provide fall protection, such as guardrails, handrails, safety nets, or personal fall protection systems.

• Electrical safety: Companies must maintain adequate space in front of electrical panels and other electrical equipment. Employers must also label connecting switches and circuit breakers to indicate which equipment they power.

• Fire protection: Companies must provide comprehensive fire safety plans and equipment, including an adequate number of portable fire extinguishers that must be visually inspected every month to ensure they are in good condition. In addition, any fire alarm system in use must be certified and in proper working condition, while automatic sprinkler systems must be maintained by qualified workers or contractors.

• Medical services and first aid: Job sites must provide first aid kits in work areas, including eye wash stations where workers engage in hazardous materials handling. Job sites must also indicate the nearest medical facility where workers can receive care if injured on the job.

• Exit routes and emergency planning: Employers must mark exit doors and exit path doors with clear exit signs, exit and fire doors cannot be locked, and they must be free of obstructions. In addition, doors, walkways,  and stairways that are not emergency exits or do not lead to exits must be marked appropriately. Emergency procedures, including an evacuation plan, must also be provided.  

Beyond these common categories, some workplaces may have equipment or structures that require more specialized procedures and training, as well as detailed safety checklists. These categories may include:

• Compressed gas cylinders: Cylinders must be clearly marked to identify their contents, and they must be kept in storage areas where they can't be damaged by falling objects or passing vehicles, like forklifts.

• Hazardous chemicals: Employers must provide a written hazardous communication program for the job site, and workers must be informed about all operations where hazardous chemicals are present.

How to mitigate safety inspection issues at your work site 

Training is essential to ensure every worker understands the safety rules and requirements of their workplace. Conducting frequent safety meetings, providing the latest safety data sheets for hazardous materials, and taking other proactive steps to keep workers informed will help reduce violations and fines while keeping everyone safer. 

Technology is another tool that companies can use to streamline and automate processes for safer, more efficient workplaces. Digital forms technology enables safety managers to digitize mission-critical forms like safety inspection checklists, making it possible to reduce safety hazards and improve compliance. As a result of digital forms technology, organizations can reduce injuries, enhance productivity, and minimize costs.

Learn how Samsara Connected Workflows can improve workplace safety

Inspection checklists are essential for identifying potential hazards before OSHA evaluates your worksite. However, completing and reviewing these checklists can be very time-consuming for both on-site employees and administrative staff. For field employees, they often have to spend time carefully completing safety checks, taking them away from more strategic tasks. Administrative staff also need to thoroughly review and handle these checklists, creating inefficiency in the back office.

A digital forms solution like Samsara Connected Workflows simplifies this process by enabling safety managers to create and manage digitized forms and templates. This solution allows you to digitize paperwork, speed up issue resolution, and consolidate data and systems, leading to significant improvements in safety and efficiency.

To learn more about how Samsara can improve workplace safety, contact us for a free demo or trial today.