The Key Steps in Conducting Effective OSHA Incident Investigations

Introduction

The Bureau of Labor Statistics has reported almost 3 million non-fatal workplace injuries in the USA alone. Even minor workplace incidents can lead to serious organizational challenges. One safety lapse can result in thousands of dollars in fines, loss of human lives, and loss of productivity. However, such incidents can be prevented with the help of an effective incident investigation process. By conducting an in-depth investigation, you can uncover hidden risks and implement measures to avert potential accidents, ultimately safeguarding your workforce and your business. Read on further to learn the key steps of incident investigation and avoid costly mistakes.

Why We Need Effective Incident Investigation?

OSHA Incident Investigation is the systematic process of investigating the cause of workplace incidents, such as illnesses, injuries, near misses, and property damage. By finding out the root cause of the accident, such occurrences can be prevented in the future.

With the help of a thorough incident investigation, one can identify hazardous work practices, broken and faulty equipment, and loopholes in the training. With the help of these findings, companies can improve safety and productivity. As the National Safety Council reports, work, places with strong safety cultures face fewer accidents, lower insurance premiums, and higher employee morale.

Businesses can use effective incident investigations to protect employees and achieve long-term success and business sustainability.

Key Steps in Conducting Effective OSHA Incident Investigations

1. Essential Tools and Resources for an OSHA-Compliant Incident Investigation

Ensure you have the following items before conducting an OSHA-compliant incident investigation.

• Incident Report Forms, which are the standard templates for documenting the details of incidents.
• Photography Equipment, including cameras or smartphones, to snapshot incidents.
• Measuring tools, such as tape to measure relevant dimensions.
• Relevant PPE for the investigators.
• Interview form templates to record witness statements.
• Safety records access to view safety policies and maintenance logs.
• Data Analytics tools to process data.
• Reporting documents to compile the investigation findings.
• Communication tools to forward the results to relevant stakeholders.

After fulfilling the initial requirements, the investigators can conduct an in-depth investigation. Follow the steps outlined below to investigate the OSHA-compliant investigation.

2. Investigation Planning:

A well-defined plan is the base for any comprehensive investigation. Steps to do the incident investigation include:

• Gathering the Investigation Team: The incident investigation team should include team members from different levels of organizations so that the team can have different expertise and perspectives.
• Setting up the Timeline: Estimate the time the investigation will take and set deadlines to report all the findings.
• Resource Identification: Collect the required tools and materials to identify the resources such as safety equipment, interview forms, and documentation templates.

3. Secure the Scene:

After the incident, investigators should secure the scene by implementing the following steps:

• First Aid Administration: Help injured people by providing first aid and any medical assistance required.
• Preserve the Evidence: Restrict access to the area by using cones and barriers. This will help in preventing contamination or evidence loss at the scene.
• Initial Observation Documentation: Collect perishable evidence at the incident site, including photos, video recordings, and witness accounts.

4. Information Collection:

Get the relevant information required to understand the context of the incident. It covers:

• Interviews: Take interviews from witnesses, employees and supervisors to collect first-hand information about what happened.
• Document Reviews: Use maintenance logs, previous incidents, training histories, and reports to identify any patterns or recurring issues.
• Incident Site Analysis: Analyze the incident site to identify potential hazards in physical surroundings or other conditions that could be the cause of the incident.

5. Data Analysis:

After collecting the data, the next step is data analysis to figure out the incident's root cause. This covers:

• Recognizing the Contributing Factors: Check the basal factors that caused the incident, such as lack of training, broken equipment, and other lapses.
• Cross-checking the References: To validate facts, check the disparities by comparing witness statements and related evidence.
• Use Analytical Tools: Use analytical tools such as fishbone diagrams or the '5 Whys' methods to find the actual cause of the incident. The possible causes of the incident are categorized; the contributing factors that led to the incident are found through the Fishbone diagrams. The '5 Whys' ask various questions to understand the cause of the accident. With the help of these analytical tools, one can find long-term solutions and develop an ongoing improvement culture.
• Developing and Implementing Corrective Actions: After the root cause of the accident is identified, the investigator should implement corrective actions to prevent it from happening again. Corrective actions include providing additional training to the employees, equipment upgrades, and policy revisions. After implementing changes, established metrics should be used to track their effectiveness and adjustments should be made as required.
• Documenting and Communicating Investigation Findings: In this step, the investigator should document all the details to align all the stakeholders and also provide reference for future use. A formal incident report should be prepared to summarize the findings, the required corrective actions, and ways to prevent such incidents in the future. Share all the results with the relevant parties for transparent communication and to build trust. The incident report should be accessible to the management and regulatory bodies, in case it is needed for review.

The above steps will help any investigator perform an incident investigation thoroughly. It might be helpful to reassess the investigation procedures after regular intervals to improve upon it.

Key Challenges in Conducting an OSHA Incident Investigation

Various challenges could halt an effective OSHA incident investigation. Let’s explore them and also learn how to tackle them accordingly.

1. Prompt Incident Reporting:

Delayed reporting of incidents can lead to losing evidence and ultimately delaying the investigation. To ensure that incidents get reported immediately, clear reporting procedures should be put in place, and employees should be offered detailed training about how and when to report incidents. Workplaces should also have policies to protect whistleblowers and encourage timely reporting.

2. Insufficient Documentation and Preservation of Evidence:

Faulty investigation hinders the investigator's ability to pick out the root cause. Creating standardized documentation procedures, training the staff on evidence preservation, and regularly reviewing the protocols can help solve this issue.

3. Hesitation of Witness to Corporate:

Witnesses are mostly fearful of vengeance from their seniors and thus are uncooperative. Developing trust, assuring employees of confidentiality in case they report an incident and training the team to conduct open interviews is the way to tackle this challenge effectively.

4. Bridging the Knowledge Gap in Incident Reporting:

Modern workplaces lack specialized knowledge, especially internally. Investing in training programs relevant to incident reporting or getting help from external experts can help to resolve this issue.

5. Resource and Time Constraints:

Limited resources or tight timelines can pressure investigators to rush through the process, potentially overlooking critical details. It's essential to provide sufficient resources and set realistic deadlines to ensure thorough and accurate investigations.

6. Intrusion from the Involved Parties:

The parties concerned try to influence the investigation. Clear protocols should be implemented to resolve this so that independent investigators can establish autonomy.

Conclusion:

Any successful workplace safety culture is due to its ability to take a lesson from past incidents and take mindful actions. These key steps in incident investigations can help you avert the risks and prevent accidents before they happen. A thorough training is needed for every team member of yours to perform an in-depth incident investigation. HAZWOPER OSHA Training offers OSHA Incident Investigation Training to help you, and your team members perform incident investigation thoroughly and implement corrective actions. Our course is available in flexible formats to help accommodate your needs. Don't wait for the next incident to disrupt your workplace, enroll in our course today and get the knowledge to protect your team.

References:

PurpleStream, 6 Key Steps of an Effective Incident Investigation Process, https://pulpstream.com/resources/blog/automate-incident-investigation