Preparing for an OSHA Inspection

For many organizations, especially those in manufacturing and construction, an Occupational Safety and Health Administration (OSHA) inspection can feel intimidating and overwhelming. However, with proper preparation, an OSHA visit doesn’t have to be stressful or disruptive. Implementing effective safety procedures and practicing proactive safety readiness can reduce regulatory risks, enhance workplace safety culture, improve operational efficiency, and safeguard your workforce.

But what does it mean to be proactive when it comes to safety? Why does an OSHA inspection matter? Continue reading to learn more about OSHA investigations, why they are important, and how to properly prepare for them.

What is OSHA?

The Occupational Safety and Health Administration is a federal agency dedicated to ensuring safe and healthy working conditions across the country, through employee training and education, enforcing safety and health standards, and implementing worker protections.

OSHA inspections often take place without prior notice to employers. Surprise inspections can be triggered by employee complaints, recent injuries or accidents, or a significant number of work-related fatalities within a certain timeframe. However, even if your workforce has not experienced these events, OSHA inspectors may still choose your company for a random inspection.

This is why it is essential to implement proper safety procedures to minimize overall risk and protect the health and safety of your employees. By being consistently prepared for inspections, you can ensure that an unannounced visit does not catch your organization off guard, reducing the risk of costly penalties or fines.

The Importance of Nailing an OSHA Inspection

Long-term impact

OSHA citations can carry significant penalties, which increase annually due to inflation. In addition to financial repercussions, OSHA violations can damage customer confidence, strain supplier relationships, and undermine employee trust. The combination of financial penalties and diminished client trust puts your company at risk for high turnover rates and reputational damage, which could negatively affect your business in the long run.

Safer operations

Conducting regular internal reviews and compliance checks can help identify potential issues before they pose a risk to employees. A robust safety program often results in fewer injuries, less downtime, and increased productivity. By proactively managing safety and risk, you can build employee trust, prepare for unexpected inspections, and reduce workers’ compensation costs.

Safety-focused culture

Employees who feel safe are more likely to remain with the company. Showing a commitment to maintaining a hazard-free workplace fosters organizational trust and enhances company culture. When workers feel secure and valued, they tend to show greater loyalty, higher engagement, increased productivity, and improved morale.

Best Practices for Preparing for a Potential OSHA Audit

Maintain up-to-date written safety programs

OSHA requires many workplaces to maintain documented safety programs. Important documents may include a hazard communication program, an emergency action plan, OSHA 300 logs, assessments for personal protective equipment (PPE), and more.

Employers should review these documents annually to ensure they accurately reflect current operations and procedures. Additionally, employees should document any changes to procedures, as well as any accidents or injuries that occur, along with identifying potential hazards. This documentation helps employers prepare for possible questions during inspections.

Regularly inspect your workplace

Routine self-inspections help you stay aligned with OSHA standards. Your internal audit process should include:

Facility walk-throughs
Review of documentation and training records
Interviews with employees about their understanding of safety procedures
Corrective action tracking and follow-up
And more!

Many organizations benefit from hiring a third-party safety consultant to provide an objective assessment. Third parties like Group Management Services (GMS) can consult on best safety practices, provide personalized training, and help prepare employers for audits or OSHA inspections.

Review OSHA standards

Depending on your industry, your company must adhere to specific OSHA regulations. It’s important to review and familiarize yourself with the standards relevant to your field. This will help you identify applicable regulations, focus on key areas, and determine what needs to be updated. By being prepared and understanding these standards, you can take steps to update your safety policies and minimize hazards.

Foster a continuous improvement mindset

OSHA readiness isn’t a one-time event—it’s part of a long-term culture of safety. Organizations that excel in inspections typically:

Conduct monthly safety meetings
Encourage employee incident reporting
Recognize employees for safe behaviors
Perform routine hazard analyses

When safety becomes part of daily operations, audit readiness happens naturally. Employers who carefully review OSHA standards, communicate expectations with employees, and train them accordingly are less likely to fail an inspection and have a workplace injury.

OSHA and GMS

An OSHA inspection can be an overwhelming experience, but with the right partner, it can be simple. Third parties like GMS act as your partner in risk, safety, and growth. GMS helps employers create a safer workplace culture through consultations, inspection assistance, legal representation in hearings, policy implementation, and personalized training. Our safety experts are there to walk you through the best safety practices and ensure long-term success.

By implementing consistent, proactive practices, your organization can face any OSHA visit with confidence and demonstrate your commitment to a safe, compliant workplace. Discover how GMS can help simplify your safety processes and ensure you’re ready for an OSHA inspection by contacting us!