How to report a near miss

Documenting and reporting a near miss can be challenging, especially if you’re trying to accurately capture something that didn’t occur. In this article, we’ll cover five actionable steps you can take to improve how you report near misses

According to the Occupational Safety and Health Administration (OSHA) and the National Safety Council Alliance, a near miss is an incident in which no property damage or personal injury occurs, but someone could’ve been harmed had there been a slight shift in time or position. It can also be referred to as a close call, a near accident, an accident precursor, or an injury-free event. For moving objects, it’s commonly known as a near collision. Essentially, a near miss is when something could have happened but didn’t because of sheer luck. It’s akin to those viral video clips in which fortunate pedestrians narrowly escape unharmed as an 18-wheeler passes by. Whether it’s fate, fortune, or plain luck, the incident didn’t actually occur, but it easily could have.

Why should you document what didn’t happen?

Near-miss reporting serves the purpose of safeguarding ourselves and our colleagues from the potential consequences of accidents. By documenting near-miss incidents, we can learn from them and ensure that in the future, we aren’t solely relying on luck to remain unharmed. Near misses often reveal underlying issues in policies, processes, or management systems, and reporting them is crucial in addressing these shortcomings.

For successful near-miss reporting, the initial step is to ensure leadership actively supports and promotes a safety-oriented culture. This encourages individuals to report and investigate near-miss incidents. The process involves implementing preventive measures or behaviors to avoid similar instances in the future. It’s important to address the fact that the fear of retaliation or belief that reporting won’t make a difference can deter team members from speaking up. However, in a workplace with a well-established culture that values safety and accountability, the near-miss reporting process can be outlined as follows:

The near-miss reporting process

1. Prompt reporting: Near misses should be reported as soon as possible after the event to ensure accurate recreation of the incident. Time delays can make it difficult to capture details.

2. Thorough investigation: Once a near miss is reported, a comprehensive investigation should be conducted, gathering sufficient data to identify
the cause of the incident and any related factors. This investigation should be documented thoroughly to maintain a clear record.

3. Action plan development: After analyzing the collected information, a well-defined action plan must be created to prevent the recurrence of the
near miss.

4. Accountability and follow-up: Simply having a plan is insufficient; there needs to be accountability. Assign individuals or teams responsible for ensuring the implementation of the new processes, procedures, or policies. Regular follow-ups should be conducted to confirm compliance, and a reporting system should be established to track progress.

5. Data storage and utilization: Determine where and how the near-miss information will be compiled, stored, and organized for accurate recordkeeping and easy retrieval. Consider using an environment, health, and safety (EHS) management solution to take advantage of the data for future training processes.

By having an effective near-miss reporting process in place, organizations can help to create a culture of safety, reduce costs, and protect their employees from harm.