Encouraging Near-Miss Reporting: How Can We Motivate Our Team to Share More?

Dear all,

Near-miss reporting plays a very important role in developing a safety culture. However, people still don't report them. How can we encourage and motivate people to report more near misses?

Looking forward to your valuable suggestions.

Regards,
Hansa Vyas

Dear Hansa,

Addressing the Lack of Incident Reporting

My views on your query:

First of all, you have to find out why people are not reporting incidents, whether they are near misses or other types of incidents.

In most cases, the reasons will be the following:

1. Fear of punitive action.
2. The reporting process may be complicated.
3. No benefit will be gained even if they report.

Solutions to Encourage Reporting

1. We have to remove the fear factor from people's minds. A circular from top management clearly stating that there will be no punitive action against reporting incidents should be issued. Also, include that if any incident takes place in your area of supervision and is not reported, then management will take disciplinary action against that. This will surely help. Furthermore, detailed training highlighting the need to report all incidents should be given to all concerned. A circular alone will not help in changing the situation; training is very much required.

2. Simplify the reporting format. If necessary, print it in both Hindi and English so that even a supervisor can fill it out.

3. Introduce a reward system for reporting incidents. For example, offer ₹100 for reporting near misses and all.

With regards,

Dipil Kumar V

Dear Dipil, Thank you for the prompt reply. Yes, I agree the fear factor may be one of the reasons, though we encourage people that no action will be taken against them. Still, people hesitate to report.

Here in our plant, a reporting form is available online as well. However, it is not available in Hindi. This could be a good suggestion so that even supervisors can report. We also have an award of Rs. 100 for reporting a near miss. In training, I do emphasize the importance and advantages of reporting a near miss.

Let's see if we could get some more suggestions from other experts as well. Thank you.

Regards, Hansa Vyas

Addressing Near-Miss Incidents

Near-miss incidents often carry the issue of having punitive reverberations. However, organizations can develop an intra-portal where near-miss incidents and brief methods to avoid them can be updated. The Senior Management team must consciously encourage this practice rather than seeking punitive opportunities.

Regards,
Tanuja

Until and unless the fear factor is eradicated from the minds of people, you can't improve the reporting system. If you punish anyone for reporting an incident, even if the fault lies with that person, then who will be interested in putting themselves in trouble by reporting something next time? To improve this, real commitment is needed from top management. All incident reports must be investigated in detail to identify the contributory factors, including physical, human, and systemic factors. The management must show interest in implementing corrective and preventive actions resulting from these investigations to prevent such incidents from recurring in the future.

If any management imposes punitive actions on individuals for reporting incidents, in my understanding, it is wrong. We should address the human factors that lead to specific incidents instead of turning a blind eye to the contributing physical and systemic factors. Ignoring these factors increases the likelihood of recurring incidents, undermining any efforts to enhance the reporting system.

Best Regards,

Dipil Kumar V

Dear Hansa,

No action will be taken against them. Is this written anywhere? Is this known to all? Any rule? Until and unless it is written, it is not a rule. It will not affect human minds, which are full of their own theories and mentalities. Not so easy to change.

With regards,
Dipil Kumar V

Dear Hansa,

I agree with Dilip. We have an online system for Near Miss reporting with a single-page format available at various locations to be filled out by contractor staff. Safety Boxes are placed throughout different locations. Individuals may write their names, which is optional. The best Near Miss is awarded monthly, and all reported near misses receive a beautiful pen.

All reported near misses can be viewed online, and CORRECTIVE ACTIONS along with the current status are also mentioned. Our management fully supports taking immediate actions and then corrective actions, including auditing similar conditions throughout the plant and various locations.

The best Near Miss reported is awarded during Safety Day.

I would suggest that, in addition to what Dilip and other team members have suggested, show employees that corrective actions are taken and that safety is taken seriously. You may email all users in your unit regarding reported near misses - forwarding path - suggested corrective actions - target date, and then a completion email. Also, request all users to report similar near-miss chances in their respective units for rectification.

You may also introduce a NEAR MISS theme for the month and award a rolling trophy to the department reporting the maximum near misses.

All the best.

Dear All,

Can anyone share with me some visuals that we can display on the site to promote Near Miss Reporting? Any photographs or cartoons that can be used to illustrate the meaning of Near Miss to workers. My main aim is to help workers understand what Near Miss means through visual signboards.

Thanks in advance.

Not only are you facing the above-mentioned subject problem in your work area, but most people are experiencing the same issue in industries, especially in the construction industry.

Point of View on Near-Miss Reporting

Take time with your employees and supervisors to explain why near-miss reporting is beneficial. Provide a simple, clear process for reporting and investigating near misses. Supervisors should play a main role in near-miss reporting and provide clear briefing material to supervisors who are directly engaged with employees most of the time.

Provide reassurance that reporting a near miss is something to be celebrated. This is very important and will make a difference in our work area. Follow up by responding visibly and positively to near-miss reports. It must be available and easily accessible to all.

All near misses should be investigated, and corrective action taken; all the corrective actions that you take must be available in the work area for all employees. There should be a follow-up with the individual or their supervisor who reported the near miss.

Most importantly, you need to find ways to motivate your employees in your workplace to report near misses. I'm in construction, so it's a completely different environment than in other industries.

How to Motivate Employees

Supervisors must talk to all the employees and explain the benefits of near-miss reporting. Pass the email to all who reported the near miss with their photo so they will become famous in our company. It won't work in most places.

As you mentioned conducting training for your employees, ensure your training reaches all levels of employees. Provide T-shirts (with a nice logo) to those who report a large number of near misses every week or every month and send a congratulatory circular email to all employees. Make sure your top management always replies to the email to appreciate the individual and the department. Conduct a near-miss contest in every department.

Hope this helps.