Avoid accidents through effective incident reporting

Incidents are events that could have led to accidents or injuries but fortunately did not result in any negative consequences. These incidents act as warning signals and give organizations the opportunity to identify and address potential risks before they lead to serious problems.

Ignoring near misses means that the risks go unnoticed, increasing the likelihood of accidents occurring. By taking a systematic approach to incident management, organizations can not only prevent accidents but also create a safer, more efficient and productive working environment.

What is an incident and why is it important to report?

An incident is an event where something almost went wrong but the accident was avoided at the last moment. Incidents can be physical, such as a cardboard box falling off a shelf, or psychosocial, such as an employee feeling ostracized. These incidents are important to report in order to identify root causes and prevent future risks.

Examples of incidents:

• A falling carton: A carton falls from a shelf but does not hit anyone. This incident indicates that storage procedures need to be reviewed to prevent future accidents.
• Stress-related risks: An employee is asked to perform tasks for two people, which increases the risk of stress and fatigue. Stress can lead to reduced concentration, which in turn increases the risk of accidents.
• Social incidents: An employee is forgotten when invited to a company activity. Even if this does not result in physical injury, it can affect the psychosocial work environment and create feelings of exclusion.

Incident reporting is crucial to create a working environment where risks are managed and corrected. Each reported incident gives the organization the opportunity to analyse patterns, identify areas for improvement and take preventive action.

What does an incident report contain?

An incident report is a tool to document, analyze and follow up on events that could lead to accidents. It should contain detailed information about the incident and the factors that contributed to it, as well as recommendations to prevent similar incidents in the future.

Key components of an incident report:

1. Description of the incident: a clear account of where, when and how the incident occurred, and who was involved.
   
   
2. Root cause analysis: identifying underlying causes, such as deficiencies in the work environment, equipment or procedures.
   
   
3. Risk assessment: evaluate the potential consequences and how serious they could be if nothing is done.
   
   
4. Suggested actions: Recommend concrete changes, such as adjusting procedures, improving equipment or conducting training.
   
   
5. Follow-up: Document the actions taken and analyze whether they had the desired effect.

A well-completed incident report is more than just documentation - it is a tool for creating a safer working environment.

From incident to action: a process for safety

Managing an incident is not just about reporting it, but also about taking action. If the organization does not take incidents seriously, there is a risk that the same problem will lead to an accident in the future. A successful process for managing incidents includes the following steps:

1. Create an open reporting culture:Employees must feel comfortable reporting incidents without fear of being singled out or blamed. A culture where reporting is encouraged and valued strengthens the organization's ability to identify and address risks.
   
   
2. Conduct a thorough analysis: When an incident is reported, it is important to identify both direct and underlying causes. By using methods such as root cause analysis, the organization can understand why the incident occurred and what needs to change to prevent similar events.
   
   
3. Take concrete action: Implement changes based on the analysis. This could include updating procedures, purchasing new equipment or training employees in safe working practices. Acting quickly and effectively shows employees that their reports are leading to real change.
   
   
4. Monitor and evaluate: It is not enough to implement measures - the organization must also evaluate their effectiveness. Regular follow-ups ensure that the changes are having the desired effect and that risks are reduced over time.

To sum up

Incidents are not just warning signals - they are opportunities to improve and strengthen the work environment. By systematically managing incidents, organizations can identify risks, prevent accidents and create a safer workplace. Digital tools like AM System make the process easier and more efficient, allowing you to focus on what really counts: the safety and well-being of your employees. By responding to incidents, you'll build a culture where safety is a priority and every employee feels safe and valued.

To read more about how you can work with incidents and incident management in AM System, read more here