Discover how to encourage near miss reporting to improve safety performance

Understand the barriers

Conduct anonymous surveys or small group discussions to identify why workers aren’t reporting near misses (e.g., fear of blame, lack of awareness, cumbersome process, or no perceived value).

Observe workflows to spot practical issues, like workers not having easy access to reporting tools.

Simplify the reporting process

Create a quick, user-friendly reporting system (e.g., a mobile app, QR code-linked form, or physical dropbox for paper forms) that takes under 2 minutes to complete.

Minimise required details: just the what, where, when, and a brief description.

Ensure forms are available in languages spoken by the workforce and accessible on-site.

Educate and train

Hold short, engaging safety briefings (5-10 minutes) to explain what near misses are (e.g., a dropped tool, a slip, or equipment malfunction) and why reporting them prevents accidents. Use real-world examples relevant to your site.

Train supervisors to model reporting by sharing their own near-miss reports.

Emphasise that reporting is non-punitive and focused on prevention, not blame.

Build trust and remove fear

Publicly commit to a no-blame policy for near-miss reporting. Share this in meetings and post it on-site.

Respond to every report with visible action (e.g., fixing a hazard, adjusting a process, or discussing it in a safety meeting). Communicate outcomes to show reports lead to change.

Protect anonymity for those who prefer it, but also allow named reports for follow-up if desired.

Reward reporting

Introduce a low-cost reward system, like give someone a personal gift card or make a donation to a preferred charity for those who report near misses.

Recognise teams or individuals in safety meetings for consistent reporting, focusing on positive reinforcement.

Celebrate as a team when near misses are reported, reinforcing that more reports mean a safer site.

Engage leadership

Train site managers and supervisors to encourage reporting and thank workers for submissions.

Have leadership regularly discuss near-miss trends in safety meetings to demonstrate their value of the data and their commitment to acting on it.

Ensure management responds promptly to reported hazards to maintain credibility.

Track and follow up

Use a simple spreadsheet or safety software to log near misses, categorise them (e.g., falls, struck-by, equipment), and track trends.

Share insights monthly (e.g., “Most near misses involve ladders; let’s review ladder safety” or “95% of the workforce reported near misses this month – join them.”)

Revisit the reporting process after three months to assess participation rates and make adjustments based on the feedback.

A simple program implementation timeline

Week 1: Survey workers, design simple reporting system, draft no-blame policy.

Week 2: Roll out toolbox talks, launch reporting system, train supervisors.

Week 3: Start incentive program, monitor initial reports, respond visibly.

Month 4: Review data, share trends, adjust process if needed.

The expected outcomes

Increased near-miss reports and incidents addressed.

Improved hazard awareness and fewer incidents.

Stronger safety culture and worker trust in management.

Experience with our clients has shown that this practical approach has helped improve safety performance by 40%. It respects workers time, effort and welfare and helps build a proactive safety mindset.

Are you interested in implementing a near-miss reporting program? We can help.

Get in touch by filling in your details in the enquiry form.