Are workplace inspections necessary if everyone works at home?

How has your workplace changed since the COVID-19 pandemic started over 18 months ago? With a pandemic plan in place, we’re hopeful that your organization didn't just survive, but that it’s also thriving. But we’re also betting your business has undergone some major changes as part of your pandemic strategy as well. For many organizations, a large part of the change was the shift from in-person work to full-remote or hybrid work. This has helped keep workers safe by reducing their exposure to others, providing more space with fewer bodies for more efficient social distancing, and helping parents manage online learning while working.
 
But what about workplace inspections? If everyone works at home, are they still necessary? And if so, how do employers complete them, document them, and action any necessary improvements? 

The short answer is yes.

​You are still obligated to conduct workplace inspections. 

Workplace Inspections are Mandatory under the Act

Employers are still obligated to conduct workplace inspections. But they’re going to be different from your usual inspections that take place on-site. 

Workplace inspections are a primary function of the Joint Health and Safety Committee (JHSC). Under the Occupational Health and Safety Act, s.9(23), the JHSC must designate a worker member to inspect the workplace. Under s 9(24), the worker member should be JHSC certified, if possible.
 
The purpose of the monthly inspection is to identify hazards and monitor current work practices to ensure the safety of all workers. Workplace inspections determine:

•  If a hazard is present
• Whether workers have been exposed to the hazard
• If any workers have experienced illness or injury
• If established health and safety procedures and processes are being followed

 
There are three major components of workplace inspections. They are:

• Talking to workers
• Making observations
• Recording observations and documenting findings on an inspection checklist

Download a FREE Home Office Safety Checklist

Train JHSC members in Workplace Inspection

If most or all your workforce is now remote, you can still conduct workplace safety inspections 

How does this Translate in a Virtual Work Setting?

If most or all your workforce is now remote, you can still conduct workplace safety inspections. Recall that under the Act a certified JHSC member should conduct the inspections, if possible. In this instance, it may not be possible.
 
How will it work? That’s up to the employer. Some employers visit home offices to ensure that they’re safe. Others ask for photographs. Most employers simply ask employees that work remotely to complete a safety checklist. 

Download our Home Office Safety Checklist

Home Office Safety Checklist

For employers who wish to have their employees complete a Home Office Safety Checklist as part of their obligation under the Act to inspect workplaces, consider adding the following elements:

1. Ergonomics

• Ergonomic chair
• A desk that meets height and width requirements
• Headset, keyboard, mouse, monitor, etc. are all ergonomically set up
• The office is set up according to ergonomic best practices
• Employees can request ergonomic equipment such as footrests, etc.
• Provide a poster with ergonomic tips

2. Workspace

• Noise levels are acceptable
• The employee has a designated work area
• Lighting is appropriate to the task
• Equipment is set up to reduce twisting, reaching, bending, etc.
• Proper ventilation and appropriate temperature control
• Employee feels safe

3. Safety

• There are working fire alarms and CO2 monitors
• The employee can lock entry doors when working alone
• The workspace is free from trip hazards and excessive clutter
• There is a clear path to an exit
• There are opportunities for periodic contact
• Implement a policy for reporting hazards, accidents, or injuries that happen in remote work locations

Learn More about Setting Up a Remote Workstation

Ensure that all employees take ergonomic training and that having proper ergonomic set up at home is part of your Home Office Safety Checklist

Common Home Office Hazards

​When it comes to hazards when working from home, the two major areas of concern are ergonomics and working alone. As a rule of thumb, the home office should offer the same level of safety as the workplace. To ensure a proper and safe ergonomic setup, ensure that all employees take ergonomic training and that having a proper ergonomic set up at home is part of your Home Office Safety Checklist.
 
Working alone in itself may not be a hazard. The risk is that something may happen while the employee is alone, such as a medical emergency or fall. To combat this, employers are encouraged to check in regularly, even if there is no work business to attend to.  It’s also important to continue to practice the three major components of workplace inspects, including:
 
Talking to Workers
Talking to workers is an integral part of workplace inspections. Don’t miss the opportunity to ask if they have any concerns in their home office environment. If any workers bring forward issues or concerns, questions, resolve to work together to find a solution and make any applicable recommendations.
 
Making Observations
Instead of doing a walkthrough and making observations, ask your employees to do it in their workspaces. Are there new hazards? If so, take note. You can add them to the checklist for next time. Observation also allows for the evaluation of already implemented controls and safe work practices to determine if they are working as intended.
 
Recording Your Findings
Be sure to record employees’ checklists to show that you’re practicing due diligence. If any recommendations are made or controls are placed, note those as well. Don’t forget to go back and evaluate controls for effectiveness later. 

Trust MidSouthWest Training and Consulting

Your JHSC plays a key role in making recommendations and placing controls, even if they aren’t inspecting every home office. To help them be effective, ensure they’re all trained and certified. MidSouthWest Training and Consulting provides JHSC training in association with Langlois Safety Training and Consulting Services, an approved CPO Provider. We offer on-site JHSC Part One, Part Two, and Refresher training. We also offer JHSC training via distance learning. We also offer:

• Workplace Inspection Training
• Ergonomics Training
• Working Alone Training 

You can trust MidSouthWest Training and Consulting to provide you with cost-effective training solutions tailored to meet your organization’s unique health and safety needs. ​​To learn more, contact us online or call 289.309.1143. Visit us 24/7 on the web at midsouthwest.ca.

​Last updated January 18, 2022