Hazard Reporting
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.
- 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
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.
- 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.
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.
Disclaimer
These toolbox talks are provided for informational and educational purposes only and are not a substitute for professional legal, health and safety, or regulatory advice.
The content reflects recognised best practices and general industry standards as at the date of publication. However, it may not be applicable to all workplace environments or specific operational contexts.
It is the responsibility of the Person Conducting a Business or Undertaking (PCBU), as well as officers, workers, and other duty holders under the Health and Safety at Work Act 2015 (HSWA), to ensure compliance with all relevant laws, regulations, and WorkSafe New Zealand guidance.
The authors, presenters, and distributors of this toolbox talk disclaim all liability for any loss, damage, or injury arising from the use or reliance on the information provided. Users should seek advice from a suitably qualified health and safety professional or legal advisor for guidance tailored to their specific circumstances.
Always follow your organisation’s policies, procedures, and safe work practices to manage risks and maintain a safe and healthy workplace.
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