Hazard Reporting

Communication and Awareness
English (NZ)

The Problem

Workplace hazards are one of the leading causes of injuries and incidents, and many of these occur because hazards are not reported. Fear of consequences, lack of awareness, or delayed reporting can prevent workers from raising concerns. Today, we’ll focus on hazard reporting procedures, why they matter, and how they can prevent harm by ensuring risks are addressed before they cause incidents.

Identify the Hazards

  • Unreported Hazards: Risks that are not identified or communicated can lead to injuries or ongoing exposure.

  • Delays in Reporting: Waiting to report can allow the hazard to persist and potentially harm someone.

  • Fear of Retaliation: Workers may avoid reporting hazards if they fear blame or backlash.
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  • Inadequate Reporting: Vague or incomplete reports make it difficult to assess and manage the risk.

Safety Practices and Preventative Measures

Hazard Reporting Procedures

  • Report all hazards immediately, no matter how minor they may seem.
  • Use all available reporting methods – verbal, written forms, mobile apps, or digital systems.
  • Include clear details in reports: exact location, a description of the hazard, potential risks, and any immediate action taken.
  • In urgent situations, alert your supervisor and warn others on site.
  • Anonymous reporting options should be available to encourage open communication.

Investigation Requirements

  • Supervisors must review and assess reported hazards within 24 hours.
  • Prioritise based on risk – classify as low, medium, or high.
  • Investigations should include root cause analysis and documentation (photos, statements, timeline).
  • Complete the investigation within the timeframes appropriate to the risk level.

Corrective Actions

  • Take immediate steps to reduce exposure or control the hazard.
  • Use the hierarchy of controls: Eliminate the hazard, substitute safer options, apply engineering or administrative controls, and use PPE where necessary.
  • Assign responsibility and timelines for all corrective actions.
  • Ensure resources (time, tools, budget) are available for resolution.

Follow-Up and Tracking

  • Monitor progress and verify effectiveness of the corrective action.
  • Keep the reporting worker updated throughout the process.
  • Escalate unresolved or delayed actions using company procedures.
  • Conduct regular reviews of open hazard reports.

Feedback and Communication Systems

  • Notify workers of the investigation outcome and any resulting changes.
  • Share learnings and trends across teams.
  • Recognise and support workers who report hazards.
  • Analyse hazard data to identify trends and continuously improve safety.

Real-Life Case or Scenario

Where possible, use an actual incident that you have experienced or been involved in.

A loose handrail on a stairwell went unreported. Days later, a worker fell and was seriously injured. The first person who noticed it assumed it wasn’t urgent. Had it been reported and repaired, the incident could have been avoided. This shows the importance of reporting every hazard, no matter how small.

Employee Responsibilities

  • Report hazards as soon as they’re identified.

  • Provide clear, accurate information in reports.

  • Cooperate with investigations when involved.
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  • Follow temporary controls or adjustments during the resolution process.

Employer Responsibilities

  • Provide clear reporting procedures and multiple reporting options.

  • Ensure prompt investigation and appropriate follow-up.

  • Allocate resources to complete corrective actions.

  • Foster a positive reporting culture with no retaliation.

Discussion & Questions

  • What makes it difficult to report hazards in our workplace?
  • Have you ever reported a hazard that was resolved effectively?
  • How could we improve our current hazard reporting system?

Encourage open discussion and feedback.

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Commitment/Action Plan

From today, commit to reporting all hazards immediately. Supervisors will ensure follow-ups are timely and that communication is clear. Every report makes a difference.

Wrap-Up

Hazard reporting is one of our most powerful tools in preventing harm. Thank you for being proactive and playing your part in making this a safer workplace.

Standards Overview

 WorkSafe New Zealand requires that all PCBUs (Persons Conducting a Business or Undertaking) ensure the workplace is free from health and safety risks so far as is reasonably practicable (HSWA 2015).

  • Workers have the right and responsibility to report hazards.
  • PCBUs must ensure hazards are identified, assessed, and managed.
  • Records of hazards, investigations, and actions taken must be maintained.
Worksafe

Disclaimer

“The information provided in this toolbox talk is provided for informational and educational purposes only. It is not intended to be a substitute for professional legal, safety, or regulatory advice. The information presented is based on best practices and general industry standards but may not apply to all workplace situations.
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It is the responsibility of the employer, supervisors, and workers to ensure compliance with applicable federal, state, and local laws, regulations, and standards, including but not limited those of the Occupational Safety and Health Administration (OSHA). Site App Pro, its affiliates, agents or representatives, as well as the authors, presenters, and distributors of this toolbox talk assume no liability for the use or application of the information provided.
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Participants are encouraged to consult appropriate legal, safety, or regulatory professionals to address specific concerns or questions. Always follow your organization's policies and procedures for workplace safety and hazard mitigation.”

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