Introduction
Managing work environment deviations is a central part of systematic work environment management (SAM).
By capturing and following up on non-conformities - such as incidents, accidents and deficiencies - you can prevent injuries, improve the work environment and create a safer and more engaged organization.
This guide shows you how to implement a clear, simple and business-friendly process.
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Define the purpose and objectives of non-conformity management
Start by clarifying why you want to work in a structured way with work environment deviations.
Example of objectives:
- Catch incidents and deviations in time - before they lead to accidents
- Meet the requirements of the Work Environment Act and regulations (e.g. AFS 2001:1)
- Create a workplace where everyone feels responsible and safe to report
- Identify patterns and risk areas for proactive improvement work
Suggestions for activities:
- Formulate the objectives together with the health and safety representative, HR and safety organization
- Clarify the difference between incidents, deviations, accidents and suggestions for improvement
Embedding in the organization
All employees should know that it is important and easy to report health and safety deviations - without blame or finger-pointing.
Suggestions for activities:
- Communicate that reporting is part of improvement, not punishment
- Appoint health and safety coordinators and support persons
- Involve managers, safety representatives and HR in the establishment
Create a clear process for managing non-conformities
A well-functioning process is easy to understand, quick to follow and clear in its follow-up.
Suggestions for activities:
- Define steps: reporting - confirmation - assessment - action - follow-up
- Create an easy way to report (e.g. via forms, mobile, or Easit GO)
- Linking more serious incidents to risk assessment and investigation
Establish roles and responsibilities
Who receives reports? Who investigates? Who ensures that actions are taken?
Suggestions for activities:
- HR or health and safety coordinator receives and coordinates handling
- Manager or safety officer makes assessment and is responsible for action
- Principal safety officer or management monitors trends and statistics
Introducing system support and structure
To succeed over time, digital support with clear traceability and overview is needed.
Suggestions for activities:
- Use a system (e.g. Easit GO) for registration, management and follow-up
- Label anomalies with type, location, severity, cause and action
- Link to other processes - e.g. risk management, rehabilitation or improvement proposals
Creating a culture of openness and improvement
An open workplace culture is based on safety, simplicity and clear feedback.
Suggestions for activities:
- Highlight examples of reported deviations that led to improvement
- Ensure that everyone receives feedback, even in case of "minor" deviations
- Emphasize that incidents are valuable signals - not problems
Follow up, analyze and develop further
Without follow-up, there is a risk of losing momentum or credibility.
Suggestions for activities:
- Create overviews for statistics, trends and recurring issues
- Report to the health and safety committee or management regularly
- Adjust the process based on experience, feedback and new requirements
Checklists
Checklist - Report non-conformity
- Has the incident been reported as soon as possible?
- Is all relevant information documented (time, place, type, possible damage)?
- Has the reporter received confirmation that the case has been received?
- Does the incident need to be reported to the Work Environment Authority or the Social Insurance Agency?
Checklist - Assessment and action
- Is the deviation categorized and risk assessed?
- Has the cause been analysed (e.g. technology, behaviour, organization)?
- Is there clear responsibility to take action?
- Are the measures documented and timed?
Checklist - Monitoring and analysis
- Have measures been implemented as planned?
- Has the employee received feedback?
- Has the incident led to changes in procedures, equipment or training?
- Is the deviation included in analysis/statistics to see patterns?