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Journey Management
Our Journey Management solution provides centralised visibility of your mobile workers, automated emergency escalations and helps reduce the number of accidents, injuries and delays among mobile workers.

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Journey Management Guide
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Lone Worker Management
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Lone Worker Management
Our Lone Worker solution provides complete visibility no matter where your workers are, effective communication with periodic check-ins and a fast and reliable emergency escalation process.
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EHS Management
Incident Reporting
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EHS Management
Our Incident Reporting solution helps you prevent workplace injuries by capturing crucial details, assigning corrective actions, and safety trend analysis with data-driven insights.

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Hazard Identification
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Hazard Identification
With our Hazard Identification solution, you can capture, prioritize and control workplace hazards. Unlike paper-based solutions, anyone can report a hazard while working out in the field. The report is done quickly and from any mobile or web-based device.
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Safety Observations
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Safety Observations Guide
Our safety observation solution offers real-time communication, ensuring swift action on safety concerns. It streamlines and improves employee safety, empowering safety managers to proactively mitigate risks and drive a safer work environment.
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Audits and Inspections
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Audits and Inspections Guide
With our Audits & Inspections solution, you can schedule and assign standardized Audits & Inspections. Allocate corrective actions and track the progress of remediation efforts.
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Fatigue Management
Alertness Tracking
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Fatigue Management
Our proactive Fatigue Management solution uses a game-like quiz to identify when your people are struggling with alertness, a leading indicator of fatigue.
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Fatigue Management Guide
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Training
Training Tracker
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Training Tracker
Our Training Tracking solution simplifies the complexities of safety training scheduling. Build out training curriculums by site, role or project and rely on automated training reminders and renewals.
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Training Tracker Guide
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Journey Management
Our Journey Management solution provides centralised visibility of your mobile workers, automated emergency escalations and helps reduce the number of accidents, injuries and delays among mobile workers.
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Journey Management Guide
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All Industries
Mining, Oil and Gas
How It Works
Ensure your mining operations meet the highest standards of safety and compliance with SafetyIQ. Our proactive safety management is specifically configured to manage all elements of Work Health and Safety that are unique to the Mining Industry.
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Manufacturing
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Ou safety software empowers the manufacturing industry to create safer, healthier, and more productive workspaces. We help you to truly become the guardian of your workforce's safety, protecting the backbone of your organization from the risks that could grind your progress to a halt.
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Construction and Engineering
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Our safety management solution was built manage all elements of Work Health and Safety that are unique to the Construction Industry including safety processes for workers that travel or work alone, with a comprehensive EHS Management tool.
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Construction and Engineering Safety Guide
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Transport and Logistics
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We help Transport and Logistics companies to streamline incident reporting, real-time monitoring of drivers, enhance compliance management, and enable data-driven decision-making. Experience a safer and more efficient operation with SafetyIQ.
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Health and Community Services
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We help Health and Community Services Organisations meet the highest standards of safety and compliance. Our Safety management platform is specifically configured to manage all elements of Work Health and Safety that are unique to the Health and Community Services Industry.
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How we help
Ensure your mining operations meet the highest standards of safety and compliance with SafetyIQ. Our proactive safety management is specifically configured to manage all elements of Work Health and Safety that are unique to the Mining Industry.
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Mining, Oil and Gas Safety Guide
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Our Products
How It Works
Journey Management
Our Journey Management solution provides centralised visibility of your mobile workers, automated emergency escalations and helps reduce the number of accidents, injuries and delays among mobile workers.
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Resources
Journey Management Guide
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How It Works
Lone Worker Management
Our Lone Worker solution provides complete visibility no matter where your workers are, effective communication with periodic check-ins and a fast and reliable emergency escalation process.
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Lone Worker Management Guide
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Incident Reporting
Our Incident Reporting solution helps you prevent workplace injuries by capturing crucial details, assigning corrective actions, and safety trend analysis with data-driven insights.

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Incident Reporting Guide
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How It Works
Hazard Identification
With our Hazard Identification solution, you can capture, prioritize and control workplace hazards. Unlike paper-based solutions, anyone can report a hazard while working out in the field. The report is done quickly and from any mobile or web-based device.
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Resources
Hazard Identification Guide
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How It Works
Safety Observations
Our Safety Observation solution offers real-time communication, ensuring swift action on safety concerns. It streamlines and improves employee safety, empowering safety managers to proactively mitigate risks and drive a safer work environment.
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Resources
Safety Observations Guide
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How It Works
Audits and Inspections
With our Audits and Inspections solution, you can schedule and assign standardized Audits and Inspections. Allocate corrective actions and track the progress of remediation efforts.
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Audits and Inspections Guide
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How It Works
Training Tracker
Our Training Tracking solution simplifies the complexities of safety training scheduling. Build out training curriculums by site, role or project and rely on automated training reminders and renewals.
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Training Tracker Guide
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Fatigue Management
Our proactive Fatigue Management solution uses a game-like quiz to identify when your people are struggling with alertness, a leading indicator of fatigue.
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Fatigue Management Guide
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Our Solutions
How It Works
Mining, Oil and Gas
Ensure your mining operations meet the highest standards of safety and compliance with SafetyIQ. Our proactive safety management is specifically configured to manage all elements of Workplace Health and Safety that are unique to the Mining Industry.
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Resources
Mining, Oil and Gas Safety Guide
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Manufacturing
Our safety software empowers the manufacturing industry to create safer, healthier, and more productive workspaces. We help you to truly become the guardian of your workforce's safety, protecting the backbone of your organization from the risks that could grind your progress to a halt.
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Manufacturing Safety Guide
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Construction and Engineering
Our safety management solution was built to manage all elements of Workplace Health and Safety that are unique to the Construction Industry including safety processes for workers that travel or work alone, with a comprehensive Safety Management Platform.
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Construction and Engineering Safety Guide
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Transport and Logistics
We help Transport and Logistics companies to streamline incident reporting, real-time monitoring of drivers, enhance compliance management, and enable data-driven decision-making. Experience a safer and more efficient operation with SafetyIQ.
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Transport and Logistics Safety Guide
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Health and Community Services
We help Health and Community Services Organisations meet the highest standards of safety and compliance. Our Safety management platform is specifically configured to manage all elements of Workplace Health and Safety that are unique to the Health and Community Services Industry.
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Health and Community Services Safety Guide
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How To Write An Incident Report (And Use It To Improve Safety)

In our daily lives, unexpected events can occur at any moment, especially in a dynamic workplace or other complex environments. These events, often referred to as incidents, can range from minor mishaps to significant emergencies. But what happens after an incident occurs? How do organizations ensure that they learn from these experiences and prevent them from happening again? The answer lies in a critical process known as workplace incident reporting.

What is Incident Reporting?

Incident reporting is the process of documenting all details of an unexpected event in a workplace or other environment. It's not just about jotting down what happened; it's a systematic approach to capturing the who, what, where, when, and why of an incident.

The Incident report is a vital tool for safety, compliance and continuous improvement.

  1. Safety: By analyzing incidents, organizations can identify risks and hazards, leading to more robust safety measures.
  2. Compliance: Many industries have legal requirements to report specific incidents. Proper reporting ensures that organizations meet these obligations.
  3. Continuous Improvement: Incident reports are learning tools. They help organizations understand their weaknesses and strengths, fostering a culture of continuous improvement and growth.

Whether you're a manager overseeing a large team, an employee responsible for safety, or simply someone interested in organizational best practices, this guide will provide you with the insights and tools needed to make incident reporting a valuable part of your daily operations.

Get To Know More About Incident Reports

An incident report is a formal record of an unexpected or unusual event that could have or did result in harm or other consequences. Why is it formal? An incident report needs to be structured to capture essential details. The insights and evidence gained from incident details can be crucial for various purposes including route cause analysis.

Key Facts:

  1. Purpose: The primary purpose of an incident report is to provide a clear and concise account of the incident. It serves as a valuable tool for understanding what happened, why it happened, and what can be done to prevent similar occurrences in the future.
  2. Common Elements: An incident report typically includes specific details such as the date and time of the incident, the people involved, the location, a description of the event, any injuries or damages, and the actions taken in response. These elements ensure that the report is not only informative but also actionable.
  3. Usage Across Industries: Incident reports are not confined to a particular sector or industry. From healthcare to construction, from IT to retail, incident reports are used universally to maintain safety standards, comply with regulations, and foster a culture of accountability and continuous improvement.

Types of Incident Reports

Incidents are as varied as the environments in which they occur. From a minor equipment malfunction in a manufacturing plant to a significant security breach in an IT firm, incidents come in all shapes and sizes. Consequently, incident reports are not one-size-fits-all; they are tailored to the specific nature of the incident and the industry in which it occurs. Understanding the various types of incident reports is crucial for ensuring that the right information is captured and the appropriate actions are taken.

Here's a list of the most common types of incident reports used across different industries:

  • Safety Incidents: These reports cover accidents, injuries, or near misses in the workplace. They are vital in industries like construction, manufacturing, and healthcare, where physical safety is paramount.
  • Security Incidents: In the digital age, security incidents like data breaches or unauthorized access are increasingly common. These reports detail the nature of the security threat and the measures taken to mitigate it.
  • Environmental Incidents: Environmental incidents involve unexpected events that may harm the environment, such as spills, emissions, or waste mishandling. These reports are essential for industries that interact with natural resources.
    • Quality Incidents: In sectors like manufacturing and food processing, quality incidents relate to deviations from quality standards or specifications. These reports help in identifying areas for improvement in product quality.
  • Compliance Incidents: Compliance incidents involve violations of legal or regulatory requirements. These reports are crucial for maintaining adherence to laws and industry standards.
  • Behavioral Incidents: In educational or care settings, behavioral incidents like bullying or misconduct are documented to ensure proper handling and resolution.
  • Medical Incidents: In healthcare, medical incidents such as medication errors or patient falls are meticulously recorded to enhance patient care and safety.

How to Write an Effective Incident Report

Writing an effective incident report requires capturing the essence of an incident in a way that's informative, actionable, and conducive to learning. 

Here are some key steps to guide you in this process

  1. Add a 'What Happened' Heading: Start your report with a clear heading that summarizes the incident. This gives an immediate understanding of the event and sets the tone for the rest of the report. For example, "Fire in Warehouse" or "Data Breach in IT Department."
  2. Use the 'Was' Sentence Structure: Begin your description with a structure like "The incident was..." to define it clearly. This helps in setting a factual tone and ensures that the report is objective. For instance, "The incident was a fire that broke out in the warehouse on July 15, 2023."
  3. Fully Define the Incident in 2-3 Sentences: Be concise yet informative. Describe the incident, its impact, and immediate actions taken. Avoid unnecessary details but ensure that the critical aspects of the incident are covered.
  4. Match the Incident Report Format: Follow a standardized format for your report. This typically includes sections like incident details, people involved, actions taken, and recommendations. Adhering to a format ensures consistency and makes the report easier to understand.
  5. Include Evidence and Witnesses: Incorporate any supporting information, such as photographs of the incident, CCTV footage, or witness statements. This strengthens the report and provides a more comprehensive picture of the incident.
  6. Prioritize Immediate Reporting: Emphasize the importance of reporting the incident as soon as possible. Timely reporting ensures that details are not forgotten and allows for swift action to be taken.
  7. Iterate and Review: Review the report for clarity, accuracy, and completeness. Make necessary revisions and check for any missing information. Remember, an incident report is not just a document; it's a tool for learning and improvement.

By following these steps, you can create an incident report that's not just a record of an event, but a valuable resource for understanding, learning, and preventing future incidents. In the next sections, we'll delve deeper into each type of incident report, providing you with specific insights and examples to guide your reporting process.

Benefits of Proper Incident Reporting

  • Improved Safety: By documenting incidents, organizations can identify patterns, uncover risks, and implement measures to prevent future occurrences. This leads to a safer work environment and a culture that prioritizes employee well-being.
  • Ensured Compliance: Many industries have legal or regulatory requirements for incident reporting. Proper reporting ensures that these obligations are met, avoiding potential penalties and maintaining the organization's reputation.
  • Learning Opportunities: Each incident report is a learning opportunity. It provides insights into what went wrong, why it happened, and how it can be prevented, fostering a culture of continuous learning and improvement.
  • Accountability and Transparency: Incident reports promote accountability and transparency. They provide a clear record of events, actions taken, and decisions made, ensuring that all stakeholders have access to the same information.

To further illustrate the importance of proper incident reporting, let's contrast it with the risks of inadequate reporting in the table below:

Benefits of Proper ReportingRisks of Inadequate Reporting
Enhanced safety through risk identification and preventionIncreased risk of accidents due to unidentified hazards
Compliance with legal and regulatory requirementsPotential penalties and damage to reputation due to non-compliance
Learning opportunities for continuous improvementMissed insights and lessons due to lack of information
Accountability and transparency in decision-makingLack of clarity and potential disputes due to incomplete records

Wrapping Up

Workplace incident reporting is a critical process to ensure you prevent future incidents from occurring. Rather than making mistakes and sweeping them under the rug, organizations can learn from mistakes and improve worker safety. I hope this article has shed some light on how to write an effective incident report. But what are your next steps? Check out our free Incident Report Template that can help you turn an incident into an opportunity to improve worker safety and meet compliance. Download the interactive PDF here.

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