Near Misses
Tips for a Good Near Miss Reporting System
Near miss reporting systems can be a very important way of identifying problem areas, some of the less obvious hazards in a workplace, or areas where a problem is developing.
If there is a good near miss reporting system in place hazards could be dealt with before someone is injured.
Below are some simple guidelines pulled together from a number of PABIAC companies about what makes a good and effective near miss reporting system.
- The system should reflect the complexity of the organisation e.g. in a small company a diary that anyone can write near misses in that gets analyzed could be enough but in a large company a computerised system may be more appropriate.
- The means to report near misses needs to be simple and quick e.g. an A4 sheet with check boxes and few “free text” areas is more likely to be completed than an A4 sheet with lengthy sections to complete.
- The reporting system used has to be accessible e.g. if an IT based system is used then all employees need access to IT to be able to report near misses or forms should be available.
- To get the most out of a near miss reporting system there should be a “blame free” culture for those reporting near misses and praise should be given to those reporting.
- All staff should be trained on reporting procedures, how to report and categories on the near miss form
- When informing people about near misses and the reporting system then you should empower people to take action immediately if something is dangerous rather than waiting for a near miss report to be dealt with.
- There can be an option for those reporting near misses to do it anonymously.
- Someone should monitor near miss reports regularly so they can take urgent action if necessary to stop an accident or incident occurring.
- When a near miss is reported it can be helpful for the person reporting it to give it a rating. The rating can reflect how quickly they think it should be dealt with or how hazardous they think the situation is e.g. red could be “remedy immediately as a person may be injured imminently”.
- The system should indicate when a near miss investigation is needed and the level of investigation required.
- Feedback should be given quickly to those reporting near misses (if they’ve provided a name).
- Trend analysis of near misses should be carried out periodically to identify areas where improvements to standards may be needed e.g. a series of reports of people not following pedestrian routes may mean more training is needed, supervision is needed or the pedestrian route may need moving to take people to where they need to be.