The Guide to Conducting a Safety Audit in Your Manufacturing Plant

The history of Occupational Health and Safety awareness

Accidents at work have been a concern since ancient times. The official origin of occupational health and safety (OHS) services can be traced back to 1906, when the U.S. Congress passed the Federal Employers Liability Act (FELA). This act provided workers with the right to sue their employers for injuries sustained on the job which marked a significant step in improving workplace safety standards. Today, occupational safety, which has gradually gained importance over the years is of the utmost importance and a priority for manufacturing companies. In addition to providing basic security and workplace safety regulations, many companies are now taking additional steps to promote and ensure the safety of their employees in a variety of ways. These may include:

• implementing comprehensive safety training programs
• conducting regular safety audits to identify and address potential hazards
• providing employees with personal protective equipment (PPE) to reduce the risk of injury or illness on the job. 

By going beyond the minimum requirements for safety, companies can create a culture of safety in the workplace and demonstrate their commitment to the well-being of their employees.

The rules regarding occupational safety were introduced in the world gradually - mainly by countries that focused on a high degree of industrialization. Already at that time, initiatives related to activities aimed at improving living conditions in general were undertaken in companies and the first group of employees covered by the protection were women and children. The rapid development of industry in the 19th century caused a change in thinking about safety supervision. It was then that various machines and devices began to be introduced to workplaces, which on the one hand improved work and on the other created more and more potentially dangerous situations. Development in the manufacturing industry has spread the idea of EHS and manufacturing safety auditing.

The role of the audit as a continuous source of information

With the implementation of Health and Safety processes and related standards, factories began to develop audit systems to ensure compliance with procedures and identify opportunities for improvement or weak points. The audit is an independent assessment of an organization, system, process, project, or product. It evaluates compliance with specific standards, templates, checklists, legal regulations and internal policies and procedures.

Regular audits provide valuable information to define actions to improve the current state and continuously improve all processes. When an accident or incident related to first aid occurs in a manufacturing plant, corrective actions are implemented based on a safety inspection audit and a thorough analysis of the situation to prevent future occurrences. The information gathered from audits can help organizations identify areas for improvement and enhance their overall safety and compliance efforts.

Leading and Lagging Indicators

A lagging indicator is described as consisting in drawing conclusions from events and implementing corrective, post-accident actions.

A leading indicator, which is characterized by a developed audit system, enabling the collection of information about threats, non-compliances and improvement opportunities and prevent accidents and dangerous events before they occur, is preferred over lagging indicators. That is why the role of the manufacturing safety audit is so important.

System of layered safety audits

The system of Layered Safety Audits is an effective way to ensure that the safety of employees is always a top priority. The success of the audit process relies heavily on the engagement and participation of everyone involved, from the leadership team to the operators on the production floor.

To build an effective Layered Safety Audit system, several key issues should be considered. 

• The leadership team and management must be fully engaged and actively participate in the audit process. This top layer of the organization is responsible for the success of the entire process, and their participation can help identify opportunities to improve  safety practices and evaluate actions taken from a long-term perspective.
• Production leaders also play a vital role in the audit process by planning resources to ensure that all employees, including operators and technicians, are able to participate in the planned audit. This ensures that those closest to the machines, processes and associated risks are able to identify potential hazards and contribute to continuous improvement efforts.
• Operators, technicians, and other production personnel are key participants in the auditing process. They should be provided with the necessary training and support to participate effectively. This includes onboarding, support with first audits and clear instructions on the audit process, such as a One Point Lesson. Additionally, a clear plan with assigned persons and designated time slots should be integrated into the work schedule to allow for participation.

Employee resistance to participating in the audit process can arise from lack of time as well as misunderstandings about the system and tools used, such as the checklist. To overcome these challenges, the scope of the audit and the expected outcomes should be clearly communicated to all employees and feedback should be provided on their observations to encourage ongoing participation.

Overall, the Layered Safety Audit system is an essential part of a comprehensive safety management program and its success depends on the commitment and participation of all stakeholders. By engaging everyone from the top down and providing the necessary resources and support, organizations can achieve a safer and more productive work environment while easing employee safety concerns.

Safety Audit Checklist

A safety audit checklist is a critical tool used in the auditing process. It is used to make certain that the audit covers all relevant areas and all the necessary information is gathered. The checklist should be comprehensive and cover all aspects of the workplace health and safety management system.

What should be included in a health and safety audit checklist?

1. Personal Protective Equipment (PPE): Are employees wearing the appropriate PPE for their job tasks? Is the PPE in good condition and being used correctly?
2. Housekeeping: Are work areas clean and free from clutter? Are spills and debris promptly cleaned up? Are tools and equipment properly stored when not in use?  Have potential fire hazards been addressed?
3. Hazard Communication: Are hazardous chemicals/materials properly labeled and stored? Are Material Safety Data Sheets (MSDS) readily available? Are employees trained in handling and working with hazardous materials?
4. Emergency Procedures: Are emergency/evacuation procedures posted and easily accessible? Are employees trained in emergency response procedures? Is emergency equipment, such as fire extinguishers and first aid kits, easily accessible and in good working order?
5. Equipment Maintenance: Is equipment properly maintained and in good working order? Are regular inspections and maintenance checks being performed?
6. Safety Training: Are employees trained in safe operating procedures and protocols? Are refresher trainings being conducted regularly?
7. Behavioral Observations: Are employees following safe workplace practices? Are they working in a manner that promotes safety and a safety culture? Are any unsafe behaviors or conditions observed and reported?
8. Ergonomics: Are employees working in a comfortable and safe posture? Are workstations and chairs adjusted properly?
9. Contractor Safety: Are contractors following safety procedures and protocols? Are they trained and equipped with the appropriate PPE and safety equipment?
10. Traffic Management: Are vehicle and pedestrian traffic separated? Are designated walking areas clearly marked and free from obstructions?

Overall, the safety audit checklist should be comprehensive and tailored to the specific industry and company being audited. The goal is to identify any gaps in the safety management system and to provide recommendations for improvement.

Example Safety Audit Checklist Layout

The layout of a safety audit checklist should be clear and concise. It should include all relevant information necessary to ensure a comprehensive audit of the workplace. The checklist should be easy to use and the items on the list should be clear and unambiguous. Each item should have a space for the auditor to make comments or observations on the safety inspection as well as a space to indicate whether the item is compliant or not. The checklist should also be regularly reviewed and updated to reflect any changes in regulations or workplace procedures.

Safety auditing Tip - The 4C principles of auditing

Very often, an audit is associated with a checking process and some people are afraid of an audit of their process.

Auditors are compared to policemen hiding with radar in order to catch speeding drivers and give them a ticket. That is why proper preparation of auditors through training and instruction is so important. If you take part in any manufacturing safety audit at our factory, you should know and apply the 4C rule:

Compliance - in the audit we must refer to a standard. If there is a point on our checklist regarding the use of appropriate PPEs, do we know which should be in that area? We cannot audit points based solely on a subjective assessment, whether it is a country regulation or an internal company procedure, there must always be a defined standard to check its compliance.

Communication - when, who, and what scope of the audit are the basic pieces of information that is determined when planning the audit process, but the aspect of communication both with employees from the audited area and communication regarding the results or schedule is often overlooked. During the audit itself, we should not "hide from the radar" but maintain communication with employees of the audited area. A short conversation, asking for details or even asking a specific question is a source of valuable information for our auditors.

Capability building - an audit is not only an assessment and identification of areas for improvement, but also an opportunity to learn. Everyone can be an auditor and thus everyone can share their experience and best practices in cases of observed opportunities.

Continuous improvement - each audit has process improvement as its overriding goal. Constantly looking for opportunities, analyzing them and allocating resources to complete actions improve our manufacturing safety process and eliminate a large number of threats. The audit itself should also be constantly improved so that it allows us to notice new things.

What about the results?

The safety audit checklist is just the first step in the auditing process. Once the checklist is completed, it is important to track the results and take action based on the findings. This raises some important questions, such as:

• How can we build a database to ensure that information and actions from audits are coordinated?
• What kinds of analyses should we conduct, how frequently, and to whom should we report the results?
• Do we have a process for managing safety projects?
• How should we plan long-term actions based on the results of the audit?
• How often should the checklist be updated?

Addressing these questions requires developing separate processes to support the safety audit process over time. For example, regular analyses of audit results should be carried out and reported to management, and a database should be established to track the status of corrective actions. The layout of the checklist should be clear and easy to use, with items listed in a logical order and any required actions clearly indicated. By taking these steps, companies can ensure that their safety audit process is effective and sustainable over the long term.

How can PS by Milliken Help Your Plant Improve Manufacturing Safety?

Are you looking to take your manufacturing plant's safety to the next level?

Look no further than Performance Solutions by Milliken  and our Milliken Safety Way program. Our experienced Practitioners go beyond traditional safety consulting to offer tried-and-true expertise and services based on our firsthand understanding of Milliken's safety philosophy. As one of the safest companies in North America, we believe a zero-incident rate is possible and we want to help you achieve it. Our proven best practices are transferable and can revolutionize your business. With our safety training, consulting, and education services, you can accomplish your safety goals and make safety a daily part of your management system. 

Don't settle for the status quo. Let us help you take your safety program to the next level.  Contact our team of experts today.