Sometimes, even with an effective safety plan in place, incidents could still happen in the workplace. In unfortunate events such as this, you should always report it, no matter how small it is. Write a workplace incident report to avoid the repetition of the incident and keep the office safer.
A workplace incident report is a legal document that employers write whenever incidents that can cause harm to the employees as well as the business happen. The scope of these incidents includes near-miss situations, issues in health and safety, and security breaches. In addition, it also details damages in equipment and machinery that can result in minor and severe injuries. This form is also necessary for documenting potential risks and hazards in the workplace.
It is the responsibility of an organization to document incidents. Failing to do it is a sign of negligence and even abuse. A necessary document such as this would require you to investigate and go over your job safety analysis. Follow the steps and learn how to write a workplace incident report.
Assuming that you have done enough workplace investigation, it is now time to write the report letter. The first step you should do is provide essential information regarding the affected. These details should include the name, the department, contact number, and home address. In addition, you should also document the type of injury the employee has acquired, the date, and the time of the incident. If you are not familiar with what format to follow, there are blank incident report templates you can find online.
After writing the details, you should provide a narrative description of the circumstances that lead to the event. It is essential to write down the exact chronological order of the series of events. If possible, you can construct an incident flow chart. You should also clarify the nature of the incident. Ensure that all the details that you are writing are accurate and factual. Also, compose it in a way that is easy to comprehend.
If there were any witnesses to the occurrence, you should also take their statements into account. Asking the people who saw the incident firsthand can help you confirm the data you have gathered on your investigation. Remember to put a quotation mark in their statements and also to state their names.
As this document is a critical record, it is necessary to authorize it. To do this, you should ask the organization’s supervisor officers and the reporters to attach their signature on the document. Before they do so, you should prompt them to proofread the report. Their signatures will validate the information presented in your documentation report.
Numerous incidents can happen in a workplace, especially when they do not have a safety strategic plan at their disposal. Some of the common injuries employees can get in their offices are hazards from slipping, falling objects, muscle strains, lacerations, damaged pieces of equipment, inhaling hazardous chemicals, crashes, and even internal fights.
Employers write various incident reports for varying reasons. They compose a workplace incident report for minor events affecting the productivity and the health of the employees. In contrast, when it concerns a severe occurrence, an employer writes an accident report. Lastly, when it comes to breaches in the premises that can put the staff at risk, they need to submit an incident safety report.
One way to minimize the incidents happening at the workplace is to implement an incident policy. You should include rules that would maintain the orderliness of the office and disapprove of risky behavior. Another way is, regularly conduct a safety assessment. You can also conduct training and seminars where you would discuss the organization’s safety plan.
After the medics give medical attention to the affected, you should instantly start writing a workplace incident report. This immediate response will show your employees that you care for their health and well-being. Aside from the fact that it is your obligation, another reason to compose it is to improve your employees’ morale and boost your employee retention.