The Occupational Safety and Health Administration may conduct both scheduled and unscheduled visits

With an unannounced visit, it is naturally difficult to prepare in advance. That is why it is important for the occupational health and safety committee to keep its documentation in order on a daily basis (i.e., workplace risk assessments, action plans, meeting minutes, etc.), so that you can easily present the relevant documents to the inspector during an unannounced visit.

With a scheduled visit, however, you have the opportunity to prepare for a number of things:

1. Information about workplace inspections

Management, employees, and union representatives should always be notified of an upcoming inspection visit. Additionally, review any local MED agreements or local agreements, which may specify who should be notified and participate in the visit. Furthermore, any internal occupational safety and health consultants should be notified and involved in the process.

1. Participants

A visit typically lasts 2 hours, depending on the size of the organization and any workplace safety issues. Be sure to designate someone to take notes and prepare a summary during the visit. The visit begins with an introductory meeting attended by management, a broader group of workplace safety representatives, and, if applicable, union representatives. Afterward, the inspector will be given a tour of the workplace to assess the physical work environment and speak with employees. During this tour, it is more appropriate to have only a select few accompany the inspector.

1. Workplace Assessment Results

At the initial meeting, you must be able to present your most recent workplace assessment as well as your subsequent work on action plans and follow-up measures. The inspector is entitled to receive answers to all their questions and can offer guidance and help you become even better at preventing and addressing workplace health and safety issues.

1. Required documentation

Make sure you have all the required documentation in order. This includes: minutes from the annual workplace safety meeting, operating instructions for all machinery and technical aids, documentation of legally required inspections of machinery and equipment, training certificates (including certifications related to specific work areas and the AMO’s workplace safety training), and a written smoking policy.

1. Information on the results of the inspection

Following the inspection, employees and management should be informed of the results. If the results show that you are in compliance with all rules and laws and have received a green smiley, you can of course be pleased about that. You may also have received suggestions on how to improve health and well-being in the workplace going forward, which you can work on further. Conversely, if you have received a corrective order, it is essential that the entire organization be involved in analyzing the issues in question and that you work together to address them.