What's a Site Check-in?

1. Why construction Site Check-Ins matter

Daily check-ins enhancing safety by identifying and addressing potential hazards before they cause an incident. It’s proactive risk management, helping everyone get home safe at the end of the day.

• Identifying & Rectifying Issues Promptly: Things like equipment malfunctions and material delivery delays, can arise quickly. Daily checks help catch these issues early, so they can be fixed quickly.
• Improving Communication & Accountability: Once an issue has been identified, supervisors can use check-ins to inform workers about tasks, hazards, and concerns making everyone accountable.
• Ensuring Compliance: Construction sites have a lot of regulation and standards to comply with. Regular check-ins help compliance, avoiding potential fines and legal issues.
• Monitoring Progress: Are tasks on schedule? Are there any stoppages or resource shortages impeding work? Check-ins provide a real-time snapshot of where the project stands. By understanding what’s happening on the ground, you can better allocate labour, equipment, and materials.

2. What’s involved in a Site Check-In?

While the specifics might vary depending on the project size and complexity, a good site check-in typically involves:

• Visual Inspection: A thorough walk-through of the entire site, paying close attention to work areas, access points, storage zones, and common areas.
• Hazard Identification: Looking for anything that could cause harm like: trip hazards, unprotected openings, unsafe scaffolding, improperly stored materials, faulty equipment, etc.
• Equipment & Machinery Check: Verifying that all machinery is in good working order, properly maintained, and being operated safely by qualified personnel.
• Housekeeping Assessment: Ensuring the site is tidy, waste is properly managed, and clear pathways are maintained. A cluttered site is a dangerous site.
• Permit & Documentation Review: Checking that all necessary permits are displayed and current, and relevant safety documentation is accessible.
• Review of Work Procedures: Observing if work is being carried out according to established safe work procedures and SWMS.
• Personnel Observation: Ensuring workers are using appropriate PPE and adhering to site safety rules.
• Communication with Workers: Briefly engaging with workers to understand their progress, any challenges they’re facing, or safety concerns they might have.

3. How to do a Site Check-In

Effective check-ins require a systematic approach:

• Establish a Schedule: Daily, at the start of the shift or during key operational periods, is usually best. Keep it consistent.
• Assign Responsibility: Clearly designate who’s responsible for the check-in (e.g., site supervisor, foreman, safety officer).
• Use a Checklist: Don’t rely on memory! A well-designed checklist ensures all critical areas are covered every time. Customise the checklist to the specific risks and activities of your project.
• Ask Questions: Don’t just observe; interact. Ask workers about their tasks and any concerns. This builds trust and encourages reporting.
• Take Photos/Videos (Where Appropriate): Visual evidence can be invaluable for documenting issues, demonstrating compliance, or training purposes.
• Act on issues: Immediately address any imminent hazards. For less urgent issues, create an action plan with clear responsibilities and deadlines.

4. How to record Site Check-Ins

It’s important to keep records to track trends, keep improving safety and if there are any issues that SafeWork need to look at. You can us a paper based system, or one of many digital platforms or apps.

Key Information to Record:

• • Date and time of check-in
  • Name and signature of person conducting the check-in
  • Weather conditions (can impact site safety)
  • Specific areas inspected
  • Hazards identified (with severity)
  • Actions taken (immediate or planned)
  • Responsible person for actions
  • Follow-up dates
  • Any positive observations or best practices observed

Digital Platforms or Apps:

The benefits of these systems are ease and efficiency:

• Ease of Use: Checklists can be completed on a tablet or smartphone.

• Photo/Video Integration: Attach media directly to reports.

• Cloud Storage: Data is securely stored and accessible from anywhere.

• Automated Reporting: Generate reports instantly.

• Trend Analysis: Track recurring issues or improvements over time.

Examples: Procore, Site Audit Pro, iAuditor (now SafetyCulture), or a custom-built solutions.

Standardised Paper Checklists/Forms:

If digital isn’t an option, use well-designed, clear paper forms. Ensure they are:

• Legible: Encourage clear handwriting.
• Dated and Signed: Essential for accountability.
• Filed Systematically: Keep records organised and easily retrievable.