OSHA is Coming…Now What?

Posted December 20, 2024

Author – Eric S. Kyler, Vice President – Sales, Horst Insurance

How to Prepare Your Business for an OSHA Inspection in 2025

When the Occupational Safety and Health Administration (OSHA) announces an upcoming inspection, it’s natural for business owners to feel a mix of anxiety and urgency. OSHA inspections are critical for ensuring workplace safety, and proper preparation can make the process smoother while highlighting your company’s commitment to a safe working environment.

Here’s a step-by-step guide on how to prepare your business for an OSHA visit:

  1. Review Past Safety Records
  • Examine your OSHA 300 log (or OSHA 300A for annual summaries) to ensure all incidents and illnesses are properly documented. Correct any errors and verify that your records are up to date.
  • Gather records of past inspections or citations to ensure all corrective actions have been implemented.
  1. Conduct a Mock Inspection
  • Walk through your workplace as if you were the OSHA inspector. Look for potential violations such as blocked exits, improper signage, exposed wiring, or missing personal protective equipment (PPE).
  • Involve a safety manager or third-party safety consultant for a fresh perspective.
  1. Ensure Compliance with OSHA Standards
  • Confirm that your workplace complies with OSHA standards relevant to your industry. For example:
    • Manufacturing: Machine guards, lockout/tagout procedures, and proper chemical labeling
    • Construction: Fall protection, scaffolding, and trench safety
    • Healthcare: Bloodborne pathogen protocols and ergonomics
  • Update written safety programs, such as hazard communication plans or emergency action plans, as needed.
  1. Train Employees
  • Conduct a refresher training session to remind employees about workplace safety practices, their rights under OSHA, and how to handle questions from inspectors.
  • Make sure employees know where to find safety data sheets (SDSs), first aid kits, and emergency exits.
  1. Designate a Point of Contact
  • Assign a knowledgeable and calm individual to act as the main liaison during the inspection. This person should:
    • Guide the inspector through the workplace.
    • Take notes and photographs of anything the inspector examines or discusses.
    • Address questions honestly without volunteering unnecessary information.
  1. Organize Documents
  • Gather essential documentation to present to the inspector, such as:
    • OSHA logs and safety records.
    • Training records.
    • Equipment inspection and maintenance logs.
    • Any required permits or certifications.
  • Ensure these documents are well-organized and easily accessible.
  1. Address Known Issues Immediately
  • Fix any known hazards or violations before the inspection. Common issues include:
    • Missing or damaged PPE.
    • Fire extinguishers not being inspected or accessible.
    • Unsafe stacking or storage of materials.
  1. Prepare for the Opening Conference
  • The inspection will begin with an opening conference where the inspector explains the purpose and scope of the visit.
  • Ask questions about the focus of the inspection.
  • Confirm whether it is a routine visit or in response to a complaint or specific incident.
  1. Document the Inspection
  • During the walkthrough, shadow the inspector and document everything they observe, ask about, or test.
  • Take photos and notes to help you address issues later and provide a record if discrepancies arise.
  1. Follow Up After the Inspection
  • If you receive any citations or recommendations, address them promptly and work with your safety team and risk management/insurance advisor to create a corrective action plan.
  • Consider using the experience to improve your safety culture, identifying ways to prevent future issues.

Bonus Tip: Build a Culture of Safety Year-Round!

  • While preparing for an OSHA inspection is important, the ultimate goal is a workplace where safety is always a priority. Regular training, proactive hazard assessments, and an open line of communication between management and employees can minimize risks and ensure compliance long before OSHA arrives.

By following these steps, you’ll not only be ready for the inspection but also demonstrate your company’s dedication to maintaining a safe and compliant work environment.

If you any questions or need assistance with anything outlined above, please do not hesitate to reach out today!