Property managers have various tools at their disposal for implementing an effective risk control program. One widely used tool is the self-inspection process. Self-inspections are done to detect, control, correct, and document hazards before losses occur by uncovering deficiencies that can present losses to people, equipment, buildings and the environment. These inspections are classified as formal and informal.

When a formal inspection is conducted, it should be the only activity being performed. A specified frequency should be determined. A customized check sheet should be used to serve as a reminder of items to inspect. Records should be kept to show what has been inspected. These sheets provide direction and allow for immediate recording of all findings and recommendations.

A separate check sheet could be developed for each area. For instance, a check-sheet for a community room would be different from a check sheet used to inspect a residential unit, a playground, or common areas. All areas should be examined carefully to determine conditions that could lead to accidents and losses. HAI Group has developed specific check sheets. You can request a copy for use in your inspections and modify them to meet your individual needs.

Key personnel such as a maintenance supervisor or asset manager should conduct the inspection. You might employ the service of an outside inspector or consultant for work that requires the services of a specialist or for those tasks that require a licensed individual.

A formal process should be established for follow-up after the inspection is done to ensure all identified hazards are controlled. To accomplish this, your work order process should work in conjunction with the inspection activities. An additional check involves sending a report to a top management person for review and a follow-up to ensure hazards are corrected in a timely fashion.

The other side of the self-inspection is the informal inspection process. These inspections are conducted daily as employees walk the premises. There is no set schedule or time they need to be done. A check sheet is not needed but staff should carry a pen and pad to document hazards discovered. These inspections are just as important as formal inspections in identifying potential safety issues.

Should you need assistance in establishing your inspection program or process or need someone to review your program, contact your HAI Group Risk Control Associate.