A Comprehensive Guide to Workplace Incident Reporting

Master workplace incident reporting with our comprehensive guide. Click here to learn best practices for swift and effective response.

Last Updated on January 28, 2024 by Ossian Muscad

Accidents can happen in any workplace, no matter how safe they may be. That’s why workplace safety is of utmost importance and one way to ensure this is by having an effective incident reporting system in place. Without it, accidents could go unnoticed and unaddressed, which could lead to more serious injuries down the line. In addition, there are different types of incidents and incident reports that you should know.

This guide will discuss the different types of incidents that can occur in the workplace, as well as the process for submitting an incident report. By understanding what types of incidents can happen and how to report them, you can create a safe and healthy work environment for your employees.

 

What is a Workplace Incident Report?

A workplace incident report is a document that is used to record details of a workplace accident or near misses that have occurred. It’s typically completed by someone who witnessed the event, including information such as the time, date, and location of the incident and a description of what happened.

A workplace incident report is crucial for capturing details of the event in situations like personal injury, damage to company assets, security breaches, health and safety risks, misconduct, and more. Companies are encouraged to file incident reports since they give clear and concise documentation of any incidents that happen in the workplace.

 

Purpose of a Workplace Incident Report

Workplace incident reports are designed to help identify trends and potential hazards in the workplace. They can also be used to improve safety procedures and policies. By understanding what types of incidents are happening, companies can take steps to prevent them from happening again in the future. 

These reports also serve as a formal written record of an event. This documentation can be used in the future if there is a need to review what happened or if legal implications arise from the incident. 

 

Incident Report Vs. Police Report: What’s the Difference?

When comparing a workplace incident report to a police report, it is essential to understand the different purposes that each serves. A workplace incident report is an internal document used within an organization to record the details of an incident, such as near misses, injuries, or property damage. It focuses on accounting for what happened, who was involved, when and where it took place, and any immediate corrective actions taken. Its primary function is identifying hazards, preventing future incidents, and ensuring a safe working environment.

A police report, on the other hand, is a formal document filed by law enforcement agencies. It contains comprehensive details of a criminal incident that the police have investigated. This report typically includes witness testimonies, possible suspects, and the police officer’s narrative and findings. It is often used as a legal document in court proceedings and must follow specific legal guidelines and protocols. The key differences lie in their objectives and uses:

  • Scope: A workplace incident report is confined to organizational settings and is aimed at workplace safety, whereas a police report can cover a broader range of incidents that are not limited to the workplace and have potential criminal implications.
  • Privacy: Workplace incident reports generally remain within an organization, although they may be shared with external regulatory bodies if required. Police reports, conversely, may become public records accessible to anyone with a valid interest.
  • Legal Authority: Police reports carry legal authority and are often a critical part of criminal investigations. Workplace incident reports are internally managed and typically do not carry the same legal weight.
  • Usage: The data in workplace incident reports inform safety improvements within the company. Meanwhile, police reports can be used as evidence in legal proceedings related to the incident.

 

Understanding the nuances between the two reports ensures that incidents are documented accurately and appropriately, whether for internal company review or legal and criminal matters.

 

Common Types of Workplace Incidents

Workplace incidents can range from minor to severe, affecting the well-being of employees and the operational capacity of a business. Identifying and understanding the diverse types of incidents that can arise are critical steps in mitigating risks and enhancing workplace safety. Below is a comprehensive list detailing various common workplace incidents that employers and employees should be vigilant about.

  1. Trips, Slips, and Falls: These occur due to wet floors, uneven surfaces, or obstacles in walkways and can result in bruises, fractures, or more serious injuries. It’s important to promptly report any hazards to prevent accidents.
  2. Strains: Often resulting from lifting heavy objects or overexertion, strains can cause muscle or tendon injuries and may lead to chronic pain. Proper lifting techniques and regular stretching can help prevent strains.
  3. Cuts: These are common in workplaces with machinery or sharp tools and can range from minor to severe, occasionally requiring emergency attention. Always use appropriate personal protective equipment to reduce the risk of cuts.
  4. Repetitive Use Injuries: Caused by repeated motions or tasks, these injuries can cause long-term damage to muscles, nerves, and tendons. Taking regular breaks and practicing ergonomic techniques can help prevent repetitive use injuries.
  5. Collisions and Crashes: These involve vehicles or mobile equipment within the workplace and can result in severe injury or property damage. Adhering to speed limits and maintaining equipment regularly can reduce the risk of collisions and crashes.
  6. Fire and Explosions: Such incidents pose significant risks to safety and can cause burns, inhalation injuries, and structural damage. Regular fire drills and storing flammable materials are essential to prevent fire and explosions.
  7. Stress and Overexertion Injuries: These are often linked to high-pressure work environments or physical tasks that exceed an employee’s capabilities. Encouraging a supportive work culture and providing stress management resources can help mitigate stress and overexertion injuries.
  8. Electrocution: This serious incident occurs due to improper handling of electrical equipment or exposure to live wires. Ensuring all electrical equipment is properly maintained and following safety procedures when working with electricity is crucial to preventing electrocution.
  9. Violence: Workplace violence can range from threats and verbal abuse to physical attacks, affecting employee safety and mental health. Implementing clear reporting mechanisms and providing training on conflict resolution can help address and prevent workplace violence.
  10. Entanglement: This type of incident usually involves machinery and can result in crushing or severe injuries if moving parts entangle clothing or limbs. Adhering to safety protocols and using machine guards can minimize the risk of entanglement injuries.

 

Benefits of Workplace Incident Reporting

Workplace incident reports provide a lot more value than simply a record-keeping tool. Employees, management, and entire organizations benefit from the information in incident reports. Even authorities benefit from workplace incident reports as they can help them understand what types of accidents happen in certain workplaces. In addition, this information can be used to improve safety regulations and policies. The top benefits of incident reporting at the workplace are the following:

Immediate Action Reinforcement

Once an accident or incident happens in the workplace, the first thing that needs to happen is for the proper authorities to be notified. This way, they can take the necessary steps to mitigate the situation. 

For example, if there were a chemical spill, the fire department would need to be contacted immediately to contain the spill and prevent it from spreading. Incident reports help to ensure that the right people are notified and that action is taken as quickly as possible.

Better Communication of Hazards and Threats

Everyone involved must understand what happens and why when an accident or incident occurs in the workplace. This way, they can take the necessary steps to prevent it from happening again.

Incident reports help improve communication by providing clear and concise event documentation. By reading an incident report, employees and management can understand what happened and why. This understanding can then be used to improve safety procedures and policies.

Improved Safety Procedures

As mentioned earlier, one of the main purposes of incident reports is to help identify potential hazards in the workplace. By understanding what types of accidents are happening, companies can take steps to prevent them from happening again in the future. For example, if there is a pattern of slips and falls in a certain workplace area, it would be wise to put up a sign or barrier to prevent future accidents.

 

Categories of Workplace Incidents

Workplace incidents are categorized according to their level of severity. Some incidents are close calls, while others result in more significant injuries or property damage. While different kinds of incidents happen in the workplace, here are six of the most common ones:

  1. Positive Observations: A positive observation is any incident that has the potential to cause harm but doesn’t because of preventive measures put in place. For example, an employee who slips on a wet floor but can catch themselves before falling would be considered a positive observation.
  2. Unsafe Acts: Unsafe acts don’t necessarily result in immediate harm or danger to property or personnel. However, they are still considered unsafe because they have the potential to cause an accident or incident. For example, an employee not wearing proper PPE while working with hazardous materials would be considered unsafe.
  3. Near Misses: A near miss is an incident that can potentially cause harm but doesn’t because of lucky timing or other factors. For example, an employee who drops a hammer from a height of 20 feet but luckily doesn’t hit anyone would be considered a near miss.
  4. Minor Injuries: Minor injuries are any injury that doesn’t require immediate medical attention and can be treated with first-aid. For example, a cut or bruise would be considered a minor injury.
  5. Lost Time Accidents: A lost time accident is an incident that results in an employee being unable to work for some time. Lost time accidents vary in severity, from an employee missing a single shift to being unable to work for months or even years. For example, an employee who sprains their ankle at work and cannot return to work for two weeks would be considered a lost time accident.
  6. Fatalities: A fatality is an accident that results in the death of an employee. So naturally, no company wants to face the reality of workplace fatality, but unfortunately, they do happen. When an employee is killed while on the job, a thorough investigation must be conducted to determine the cause of the accident.

 

How to Write a Workplace Incident Report?

Writing a workplace incident report is essential for documenting any occurrences involving health and safety concerns, accidents, or near misses in the workplace. It serves as a formal record, ensuring that the details of the incident are captured accurately and transparently, allowing for appropriate investigation and action.

An accurate and thorough workplace incident report can help prevent future incidents, making it vital for maintaining workplace safety. The following steps outline how to write a workplace incident report:

Step 1: Immediate Response

As soon as a workplace incident occurs, ensure immediate action is taken to prevent further harm. This could involve administering first aid, securing the area, or shutting down equipment. Once the situation is under control and all immediate risks have been mitigated, the process of filling out the incident report can begin.

Step 2: Gather Details

Collect all relevant information about the incident, including the date, time, location, and the names of individuals involved and any witnesses. Describe the events leading up to the incident, the incident itself, and the aftermath. Take note of any property or equipment involved or damaged during the incident.

Step 3: Assess and Describe the Incident

Offer a detailed narrative of how the incident unfolded, pointing out the sequence of events and potential contributing factors. Ensure that you include the type of workplace incident (e.g., near miss, unsafe act, lost time accident) and any injuries that may have occurred. Be objective, specific, and clear; avoid assumptions or placing blame.

Step 4: Action Taken

Record what was done in response to the incident, including first aid steps taken, emergency services that were called, and any changes implemented immediately to avoid repeat occurrences. This shows proactive steps taken by the organization to ensure safety and may serve as learning points for future policy updates.

Step 5: Report Filing

Submit the completed report to the designated safety officer or department per company policy. Make sure it’s submitted within the timeframe stipulated by company guidelines or regulatory requirements, as prompt reporting is crucial.

Step 6: Follow-up Actions

Outline any corrective measures taken to prevent the recurrence of such an incident. This may include safety training sessions, revision of safety protocols, or alterations to the work environment. If the incident requires further investigation, state how it will be conducted and who is responsible for carrying out the investigation.

Step 7: Review and Reflection

Periodically review the incident report and subsequent preventive actions with relevant staff members. This continued dialogue is critical to understanding fully and addressing the root causes, thereby strengthening the culture of safety within the organization. At the same time, it helps identify any areas for improvement in the incident reporting process.

 

What to Include in a Workplace Incident Report?

Accurate and detailed workplace incident reports are essential for evaluating and improving workplace safety. These reports not only serve as records of incidents but also provide critical data for preventing future occurrences. Here are the key elements to include in a workplace incident report to ensure it delivers that crucial insight:

  • General Information: Date, time, and exact location of the incident.
  • Setting or Environment: Description of the work environment and any pertinent conditions that may have contributed to the incident.
  • People Involved: Names and job titles of those directly and indirectly involved in the incident.
  • Injuries and Severity: Detailed assessment of any injuries sustained, including their severity and the body parts affected.
  • Administered Treatment: First aid or medical treatment provided immediately after the incident and by whom.
  • Potential Witness(es): Names and contact information of anyone who witnessed the incident or has relevant information.
  • Property and Equipment Damage: Details on any company or personal property and equipment damaged or involved.
  • Events: A chronological account of what happened before, during, and after the incident.
  • Actions Taken: Immediate corrective measures undertaken to address the causes or consequences of the incident.
  • Signatures: Sign-off by the individual who reported the incident and, if available, from a direct supervisor or safety officer who reviews the report.

 

Frequently Asked Questions (FAQs)

Q1: What is Considered an Incident?

Generally, an incident refers to any unplanned event or occurrence that results in or has the potential to cause harm, injury, illness, damage, loss, or other negative consequences. Some of the notable characteristics of an incident include:

  • Occurs suddenly or unexpectedly, such as through accidents or natural disasters
  • Has an adverse effect on a person, equipment, or property, leading to damage or harm
  • May be detrimental to health and safety, posing risks and hazards
  • Preventable with appropriate measures, including safety protocols and precautions

Q2: When to Write a Workplace Incident Report?

The general rule of thumb is to fill out a workplace incident report as soon as possible after the incident occurs. Prompt reporting helps ensure that all details are fresh in mind and no information is forgotten. It doesn’t matter if the incident was minor or major, near misses or injuries; all workplace incidents should be reported. Additionally, it enables immediate corrective measures to be taken to prevent future occurrences.

Q3: Who is Responsible for Filling out the Incident Report?

All employees are responsible for reporting workplace incidents, regardless of their role or level in an organization. However, it may be designated to specific personnel such as safety officers, supervisors, or managers to facilitate a standardized reporting process. If unsure, it’s best to consult with company guidelines or speak to a superior.

Q4: Can You File an Incident Report for Near Misses?

Yes, near misses, also called close calls, are incidents that did not result in injury or damage but had the potential to do so. These incidents highlight deficiencies in safety protocols and work processes, so they should be reported and investigated to identify corrective measures. Near misses are vital for preventing future incidents that could be more severe.

Q5: Can You Submit an Anonymous Incident Report?

Yes, some companies allow employees to submit anonymous incident reports. However, it’s recommended that you provide as much information as possible, including your identity, for the report to have more credibility and accuracy. Additionally, providing your identity allows for follow-up questions or clarifications to be made if needed. Anonymous reporting may also not be allowed in certain industries with strict regulatory requirements. It’s best to consult with company guidelines or a superior before submitting an anonymous incident report.

Q6: Should You Keep a Copy of the Incident Report?

Yes, as an employee or supervisor, keeping a copy for your records is recommended. This includes both the incident report you submitted and any follow-up actions taken. Company policies or regulatory bodies may also require retaining copies of workplace incident reports for a certain period. That way, if you need to refer to the incident or for future safety assessments, you have all the necessary information readily available.

 

Create An Incident Report with DATAMYTE

If you want to effectively incorporate incident reporting into your workplace safety and health program, consider using DATAMYTE, the leading cloud-based quality management platform. DATAMYTE is a quality management platform with low-code capabilities.

Our Digital Clipboard, in particular, is a low-code workflow automation software that features a workflow, checklist, and smart form builder. This tool lets you create a customized incident report template that can be easily filled out and submitted from any device. With DATAMYTE, you can also track the incident reporting process while ensuring all necessary steps are followed and documented.

DATAMYTE also lets you conduct layered process audits, a high-frequency evaluation of critical process steps, focusing on areas with the highest failure risk or non-compliance. Conducting LPA with DATAMYTE lets you effectively identify and correct potential defects before they become major quality issues.

With DATAMYTE, you have an all-in-one solution for your workplace incident reporting needs, leading to a safer and more productive work environment. Book a demo now to learn more.

 

Conclusion

Incident reporting is critical to ensuring a successful workplace safety and health program. You can create a safe and healthy workplace by implementing an effective incident reporting procedure. Ensure you incorporate everything you’ve learned in this article, and you’ll be on your way to a successful incident reporting system.

 

 

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