Every industry is plagued with unique workplace hazards and safety concerns. One thing these industries have in common is the need to provide safety training to workers. Most U.S. employers fall under the purview of the Occupational Health and Safety Administration or a similar federal agency (such as the Mine Safety and Health Administration). Such agencies create and enforce a wide range of preventative safety-related policies and standards that employers must comply with to mitigate the risk of employee injuries, illnesses, and fatalities. Those standards often include education and training materials that employers can, or in some cases, must utilize to train affected workers.
The assortment of safety training materials spans everything from brochures and booklets to print-out fact sheets, posters, laminated QuickCards, and other detailed guidance. OSHA even hosts education centers for workers, supervisors, and employers to attend live local training programs. But what are an employer’s responsibilities in terms of documenting all this training?
As OH&S points out, “There is no one OSHA requirement for training records that applies in all situations.” Documentation requirements vary greatly and often don’t cite any specific criteria for managing employee training records. Nonetheless, it is highly recommended that employers take the time to diligently document all employee training.
Whether it’s a simple standup briefing, a side-by-side session between a supervisor and worker, an online course – or virtually any other safety training an employee receives – employers should capture everything in their workers’ paper or digital training records. Here are four big reasons why.
1. Documentation May Decrease Liability Lawsuits
Why is all that safety training documentation so important? Probably the most significant reason is limiting employer liability.
Workers’ compensation insurance will generally pay money and other benefits to wounded employees, but workers may still have the right to sue an employer in certain cases. For example, in some states, an injured worker may be able to sue if they can prove their employer is guilty of gross negligence. As Hansford Law points out, “Inadequate training could qualify as gross negligence because you were not given the tools to do your job correctly and [were] endangered because of it.”
But if the employer can prove a worker received training on a certain policy, procedure, or protocol, then, in the event of a mishap where that employee is harmed, the employer has some coverage. There’s documented evidence that the worker should have been knowledgeable and competent enough that perhaps the mishap could have been avoided. That evidence could also be critical if an agency comes knocking to do a post-incident investigation.
Bottom line: If a worker (or anyone else harmed by a work-related incident) wants to file a personal injury lawsuit, having detailed documentation of what a worker was trained on can make a marked difference…especially if a case hinges on an inadequate training claim.
2. Documentation Ensures Thoroughness and Worker Competence
Documenting training helps to ensure that nothing is overlooked and that employees know everything they are required to know to perform their jobs safely, correctly, and competently. Employers and supervisors don’t want to risk missing any important details, especially in work environments using Standard Operating Procedures or where processes are complex, and it’s vital to follow every step by the book.
Documentation is also a great way to maintain consistency so that every person receives the same training and thus does things the same way. All too often, workers receive training from different people, each of whom may emphasize different aspects of a work process or downplay other parts. Such training inconsistencies naturally lead to task inconsistencies that eventually degrade quality, efficiency, and safety.
Bottom Line: As Training Industry points out, “the consequences of inconsistencies in training can be vast. Inconsistent training can result in learner dissatisfaction, a decrease in motivation and skills gaps, among other effects.” By using written training guidance and documenting every item highlighted during a session, employees can all receive more uniform training.
3. Documentation Makes a Great Impression on Inspectors
Every month, OSHA and other agencies conduct inspections and find workplace violations that employers may be cited or financially penalized for. Most inspections are based around priorities such as imminent danger situations, severe injuries and illnesses, and worker complaints. When the inspectors roll in, organizations are wise to have their affairs in order and their training records diligently filled out and up-to-date.
Such training records can be in written format or maintained electronically via a Learning Management System or even a simple spreadsheet. An advantage of using software is the ability to easily track statistics, progress, and attendance. Training management software also lets employers run reports so management can get a snapshot of training completion rates, pass or fail rates, and even post-event survey results.
Bottom Line: Even if it isn’t required to have a particular training item documented, doing so demonstrates to inspectors that the work center or site values worker safety and training.
4. Documentation Can Improve Training Through Feedback
The best practice is to document training as it’s being conducted. When training isn’t rushed, workers have more time to ask questions and offer feedback. Garnering such feedback is vital to identifying gaps in workers’ knowledge, uncovering potential workplace hazards, and promoting worker involvement. When supervisors pay attention to workers’ feedback, they can improve training guidance for the benefit of current and future employees.
If a worker is being trained hastily and doesn’t fully understand a procedure just described to them, they might shrug and decide to ask a coworker how to do it later. But in an unhurried situation, they may speak up and tell their trainer that they need clarification. Odds are, if something confuses one person, it could be confusing lots of people. That can lead to colleagues spreading around inadequate descriptions of how to perform tasks.
Bottom Line: Biz Library notes, “Employees worry that if they give their honest opinion, the leader receiving the feedback may take comments too personally.” That’s why supervisors should encourage workers to share their thoughts…and clearly state that there will be no negative consequences for doing so. The goal, after all, is to make things better for everyone.
