CIL provides workplace safety audit services in Bangalore, India. CIL is an ISO 17020 accredited inspection agency.

The Safety Audit Process – 6 Steps 

Most internal health and safety audits can follow a six-step process… 

1. Identify Areas to Audit 

First things first, you need to make a note of each area of the business that should be audited. Some areas have simple processes, while others are more complex. 

It’s important that an internal audit doesn’t try to do everything at once.  

2. Decide How Often to Audit 

Choosing how often to audit will depend on the size of your business, the industry you’re in and if your work environment is continuously changing (like a construction site). 

However, some timings are decided for you, for example HACCP audits must be completed quarterly. 

It’s likely that some areas of your business will need auditing more often than others as they carry higher health and safety risks. 

Your safety management system should outline how often you need to audit different areas, but you may wish to change the frequency – i.e., from quarterly to monthly, or monthly to weekly – depending on the risks. 

Once you know how often you want to audit each area, put it in your calendar. It’s easy for the months to roll past and for internal audits to not happen, so schedule them out for the year ahead. Send out a copy of the calendar so an upcoming audit is never a surprise to staff. 

3. Conduct the Audit 

Again, the audit process will look different depending on your organization and the area being audited. 

You may need to test equipment, or ask staff to explain a process and compare it to what’s written on the policy to assess competency and potential training shortfalls. 

Start with a kick-off meeting. The kick-off meeting is a good opportunity to introduce the audit team and key participants, explaining the purpose and approach of the audit, and establishing the required communication protocols. 

Carry out in-field observations and interviews. In-filed observations don’t mean hiding behind equipment with your camera ready to snap someone being non-compliant. The approach should be casual and inclusive to understand how the processes work in reality. Likewise, interviews shouldn’t feel like interrogations, they should be in the field with the people that are most familiar with the processes. 

Collect evidence. Collecting evidence is important as it helps demonstrate the outcome of the audit and can be used to help improve the system in the future or celebrate the success you are achieving. Evidence could be completed documents, photos, and interview statements. 

4. Document the Results 

Take notes as you go to help you write your report. 

You need to review any collected documents and notes, and comprehensively write up your findings. Document any gaps in compliance to ensure they appear in your report. 

Make sure while you are documenting the audit findings, you’re communicating these with the (the people you’re asking questions or interviewing). Give them the opportunity to discuss the findings (e.g., a non-conformance) before you make the report. 

5. Report the Findings 

No one likes wordy reports, and your audit’s report is the same. Use a tabular format with graphs, diagrams and photos to make information easier to find and understand. 

CDG recommends you include a consequence/impact/effect for why something occurred. Determining the cause and discussing the best action to take with management can lead to the best outcome. 

6. Create an Audit Action Plan 

Now that you’ve found areas to improve, what are you going to do about them? 

It’s so easy to file the report away and continue business as usual. But you need to create an audit action plan to improve your business. 

Audit action plans document what needs to be actioned, any notices issued, and informs the workplace health and safety representative/s of the outcome. 

CIL provides workplace safety audit services in Bangalore, India. CIL is an ISO 17020 accredited inspection agency.

The Safety Audit Process – 6 Steps 

Most internal health and safety audits can follow a six-step process… 

1. Identify Areas to Audit 

First things first, you need to make a note of each area of the business that should be audited. Some areas have simple processes, while others are more complex. 

It’s important that an internal audit doesn’t try to do everything at once.  

2. Decide How Often to Audit 

Choosing how often to audit will depend on the size of your business, the industry you’re in and if your work environment is continuously changing (like a construction site). 

However, some timings are decided for you, for example HACCP audits must be completed quarterly. 

It’s likely that some areas of your business will need auditing more often than others as they carry higher health and safety risks. 

Your safety management system should outline how often you need to audit different areas, but you may wish to change the frequency – i.e., from quarterly to monthly, or monthly to weekly – depending on the risks. 

Once you know how often you want to audit each area, put it in your calendar. It’s easy for the months to roll past and for internal audits to not happen, so schedule them out for the year ahead. Send out a copy of the calendar so an upcoming audit is never a surprise to staff. 

3. Conduct the Audit 

Again, the audit process will look different depending on your organization and the area being audited. 

You may need to test equipment, or ask staff to explain a process and compare it to what’s written on the policy to assess competency and potential training shortfalls. 

Start with a kick-off meeting. The kick-off meeting is a good opportunity to introduce the audit team and key participants, explaining the purpose and approach of the audit, and establishing the required communication protocols. 

Carry out in-field observations and interviews. In-filed observations don’t mean hiding behind equipment with your camera ready to snap someone being non-compliant. The approach should be casual and inclusive to understand how the processes work in reality. Likewise, interviews shouldn’t feel like interrogations, they should be in the field with the people that are most familiar with the processes. 

Collect evidence. Collecting evidence is important as it helps demonstrate the outcome of the audit and can be used to help improve the system in the future or celebrate the success you are achieving. Evidence could be completed documents, photos, and interview statements. 

4. Document the Results 

Take notes as you go to help you write your report. 

You need to review any collected documents and notes, and comprehensively write up your findings. Document any gaps in compliance to ensure they appear in your report. 

Make sure while you are documenting the audit findings, you’re communicating these with the (the people you’re asking questions or interviewing). Give them the opportunity to discuss the findings (e.g., a non-conformance) before you make the report. 

5. Report the Findings 

No one likes wordy reports, and your audit’s report is the same. Use a tabular format with graphs, diagrams and photos to make information easier to find and understand. 

CDG recommends you include a consequence/impact/effect for why something occurred. Determining the cause and discussing the best action to take with management can lead to the best outcome. 

6. Create an Audit Action Plan 

Now that you’ve found areas to improve, what are you going to do about them? 

It’s so easy to file the report away and continue business as usual. But you need to create an audit action plan to improve your business. 

Audit action plans document what needs to be actioned, any notices issued, and informs the workplace health and safety representative/s of the outcome.