A Step-by-Step Guide to Creating an Effective Safety Checklist

A Step-by-Step Guide to Creating an Effective Safety Checklist

Maintaining a safe working environment is crucial for every organisation. One effective tool for ensuring workplace safety is a comprehensive safety checklist. By systematically identifying hazards and implementing preventive measures, a safety checklist helps minimise risks and promotes a culture of safety.

In this step-by-step guide, we’ll walk you through the process of creating an effective safety checklist that will enable you to enhance safety management, perform hazard assessments, mitigate risks, and cultivate a strong safety culture.

Step 1: Identify Potential Hazards

Safety Checklist - Safety Inspection

Before developing a safety checklist, it’s essential to identify the potential hazards in your workplace. This step involves conducting a thorough assessment to determine the risks associated with different tasks, equipment, and work environments. Consider the following:

  1. Perform a comprehensive workplace inspection: Walk through your premises and observe potential hazards such as slippery surfaces, exposed electrical wiring, or improperly stored chemicals.
  2. Review incident reports and safety data: Analyse past incidents and near misses to identify recurring patterns and potential hazards. Review safety data sheets (SDS) for chemicals used in your workplace to understand their associated risks.
  3. Consult with employees: Engage your employees in the hazard identification process. Employees have firsthand knowledge and experiences can provide valuable insights into potential risks.

Step 2: Prioritise Hazards and Set Objectives

Safety Checklist - Risk Matrix

Once you’ve identified potential hazards, it’s crucial to prioritise them based on their severity and likelihood of occurrence. This step allows you to allocate appropriate resources and develop targeted preventive measures. Consider the following:

  1. Assess risk levels: Evaluate the severity and probability of each identified hazard. You can use a risk matrix or scoring system to categorise hazards based on their impact and likelihood.
  2. Establish objectives: Set specific objectives to address the identified hazards. These objectives should be measurable, achievable, and relevant to your organisation’s safety goals.

Step 3: Develop the Safety Checklist

Plant Safety Procedures Checklist

With your objectives in place, it’s time to create the safety checklist itself. A well-designed checklist ensures that all necessary safety measures are in place and helps streamline safety inspections. Here’s how to develop an effective safety checklist:

  1. Include essential items: Begin by listing all the safety procedures, precautions, and equipment that should be checked. Cover a wide range of safety aspects, including personal protective equipment (PPE), machine guarding, emergency procedures, and fire safety.
  2. Organise the checklist logically: Group related items together to improve usability and ensure comprehensive coverage. Consider categorising the checklist based on specific work areas, equipment types, or tasks.
  3. Use clear and concise language: Write each checklist item using simple and unambiguous language. Avoid technical jargon and acronyms that might confuse users. Use action verbs and specify the desired outcome.
  4. Standardise the format: Establish a consistent format for the safety checklist to ensure uniformity and ease of use. Use checkboxes or space for initials to indicate completion. Consider including space for additional notes or comments.
  5. Seek input from stakeholders: Involve employees, supervisors, and safety professionals in the checklist development process. Their input will help identify any potential blind spots and ensure that the checklist is practical and effective.

Step 4: Implement and Communicate

Effective Toolbox Talks

Once your safety checklist is ready, it’s time to implement it throughout your organisation. Effective implementation and clear communication are essential for the checklist’s success. Consider the following steps:

  1. Training and education: Provide comprehensive training to all employees on how to use the safety checklist effectively. Ensure that they understand the purpose, importance, and proper completion of each item. Emphasise the role of the checklist in promoting a safe work environment.
  2. Make the checklist easily accessible: Distribute the safety checklist to all relevant personnel and make it readily available in both digital and printed formats. Consider posting it in common areas, such as break rooms or notice boards, where employees can easily refer to it.
  3. Incorporate the checklist into work processes: Integrate the use of the safety checklist into daily work routines. Encourage employees to refer to the checklist before starting a task or using equipment. Emphasise its role as a tool for ensuring safety and reducing risks.
  4. Regular updates and revisions: Safety requirements and work environments evolve over time. Ensure that the safety checklist stays up to date by periodically reviewing and revising it. Incorporate any new regulations, best practices, or lessons learned from incidents or near misses.
  5. Communicate the benefits: Continuously communicate the benefits of using the safety checklist to all employees. Highlight how it contributes to their well-being, prevents accidents, and promotes a positive safety culture. Share success stories or statistics that demonstrate the checklist’s effectiveness.

Step 5: Monitor and Evaluate

Safety Checklist - Monitor and Evaluate

Creating an effective safety checklist is not a one-time task. Regular monitoring and evaluation are essential to ensure its ongoing effectiveness. Consider the following steps:

  1. Conduct periodic inspections: Assign qualified personnel to conduct regular inspections and audits to verify compliance with the safety checklist. These inspections can help identify any gaps or areas that require improvement.
  2. Gather feedback: Encourage employees to provide feedback on the checklist’s usability, clarity, and relevance. Their input can help identify any areas for improvement or additional items that should be included.
  3. Analyse incident data: Analyse incident reports and near misses to determine whether any hazards or risks were missed by the checklist. Use this information to update the checklist and enhance its preventive measures.
  4. Continuous improvement: Establish a culture of continuous improvement by actively seeking ways to enhance the safety checklist. Engage employees in brainstorming sessions or safety meetings to gather ideas for refinement and optimisation.

Choosing a Medium for Your Safety Checklists

safety checklist - digital

When it comes to implementing your safety checklists, you have the option to choose between digital apps and paper-based formats. Both mediums have their advantages and considerations. Let’s explore each option to help you make an informed decision:

Digital Apps

Digital apps provide a modern and efficient way to manage safety checklists. Here are some key benefits:

  1. Accessibility and convenience: With digital apps, safety checklists are easily accessible on smartphones, tablets, or other electronic devices. This accessibility ensures that employees can refer to the checklist anytime, anywhere, without the need for physical copies.
  2. Real-time updates: Digital apps allow for instant updates and revisions to the safety checklist. This is particularly useful when there are changes in regulations, procedures, or best practices. You can easily push updates to all app users, ensuring everyone has the latest version of the checklist.
  3. Data collection and analysis: Digital apps enable you to collect and analyse data related to checklist completion, trends, and compliance. This data can provide valuable insights into areas that require attention or improvements. It also simplifies reporting and tracking progress over time.
  4. Integration with other systems: Many digital apps can integrate with other safety management systems, such as incident reporting or corrective action tracking. This integration streamlines workflows, reduces administrative tasks, and enhances overall safety management.

However, there are a few considerations to keep in mind when opting for digital apps:

  1. Initial setup and training: Implementing a digital app may require some initial setup, including user account creation and training for employees. Ensure that the app is user-friendly and provides clear instructions to minimise any learning curve.
  2. Reliance on technology: Relying on digital apps means being dependent on technology. Ensure that you have backup plans in case of device failures, internet connectivity issues, or power outages. Regularly back up your data to prevent any loss or disruption.

Paper-Based Checklists

While digital apps offer numerous benefits, paper-based checklists still hold their value in certain situations. Consider the following advantages:

  1. Familiarity and simplicity: Paper-based checklists are often familiar to employees and require minimal training or technological know-how. They are straightforward and can be easily understood by all personnel.
  2. Cost-effective: Paper checklists eliminate the need for any technological infrastructure or app subscriptions. They are a cost-effective solution, especially for small businesses or organisations with limited resources.
  3. Flexibility: Paper-based checklists can be customised or tailored to specific tasks or work environments. They provide the flexibility to add handwritten notes or observations during inspections.

However, there are some considerations when opting for paper-based checklists:

  1. Manual updates and distribution: Updating paper-based checklists requires manual distribution of new versions and retrieving old copies. This process can be time-consuming, especially if you have multiple locations or a large workforce.
  2. Limited analytics and reporting: Paper-based checklists lack the data collection and analysis capabilities of digital apps. Generating reports or identifying trends may require manual compilation and analysis.
  3. Prone to loss or damage: Paper checklists can be easily misplaced, damaged, or destroyed. Implementing proper document control measures and ensuring secure storage is essential to maintain the integrity of the checklists.

Ultimately, the choice between digital apps and paper-based checklists depends on your organisation’s specific needs, resources, and preferences. Some organisations may opt for a combination of both, using digital apps for certain checklists and paper-based formats for others.


Creating an effective safety checklist is a crucial step in enhancing safety management, performing hazard assessments, mitigating risks, and fostering a strong safety culture. By following the step-by-step approach outlined in this guide, you can develop a comprehensive and practical checklist that will contribute to a safer working environment. Remember to identify potential hazards, set objectives, develop the checklist, implement it effectively, and continually monitor and evaluate its performance. By prioritising safety and involving all stakeholders, you can create a culture of safety that protects employees and prevents workplace accidents.

Frequency Asked Questions 

How often should workplace safety checklists be reviewed and updated?2023-06-09T19:58:38+09:30

Workplace safety checklists should be reviewed and updated regularly to ensure their relevance and effectiveness. Changes in work processes, new hazards, equipment updates, or regulatory requirements may necessitate updates to the checklist. It is recommended to review the checklist at least annually or whenever significant changes occur in the work environment.

What characteristics contribute to the effectiveness of a safety checklist?2023-05-22T12:21:57+09:30

An effective safety checklist should have certain characteristics. It should be clear, concise, and easy to understand. It should be tailored to the specific workplace and industry, addressing the most relevant safety hazards and procedures. The checklist should be regularly reviewed and updated to reflect changes in regulations or workplace conditions. It should be designed in collaboration with employees, supervisors, and safety experts to ensure its practicality and relevance. An effective checklist should also provide space for additional notes or observations, allowing for detailed documentation of safety inspections and actions taken.

What are the benefits and potential drawbacks of utilising a safety checklist?2023-05-22T12:21:26+09:30

Utilising a safety checklist offers many benefits, including enhanced safety culture, reduced accidents and injuries, improved efficiency, accountability and responsibility, compliance with regulations, and proper documentation for record-keeping and audits. However, there can be potential drawbacks if the checklist is not properly designed or implemented. It may lead to a checkbox mentality where employees focus on completing the checklist without fully understanding the underlying safety principles. Additionally, if the checklist becomes too complex or cumbersome, it may hinder productivity. Regular review and optimisation of the checklist can help mitigate these drawbacks.

What key information should be incorporated into a well-designed checklist?2023-05-22T12:20:48+09:30

A well-designed safety checklist should include key information relevant to the specific task, workplace and industry. It should cover areas such as physical hazards, PPE requirements, machinery and equipment safety, fire safety measures, chemical handling protocols, ergonomic considerations, training requirements, and emergency preparedness procedures. The checklist should provide clear instructions, guidelines, and references to applicable regulations to ensure that all necessary safety measures are addressed.

What is the primary objective of implementing a workplace safety checklist?2023-05-22T12:19:04+09:30

The primary objective of implementing a workplace safety checklist is to ensure compliance with workplace health and safety regulations and create a safe working environment for employees. The checklist serves as a tool to systematically identify hazards, assess risks, and implement preventive measures. It helps organisations meet legal obligations, minimise accidents and injuries, and promote a safety-conscious culture. The checklist provides a framework for consistent safety practices, training, and documentation to support ongoing compliance and continuous improvement.

Why is it crucial to conduct a daily safety checklist?2023-05-22T12:18:02+09:30

Conducting a daily safety checklist is crucial for maintaining a safe working environment. It allows for regular inspections and monitoring of safety measures. By conducting daily checklists, organisations can identify and address potential hazards promptly, ensure compliance with safety protocols, and reinforce a culture of safety among employees. Daily checklists help mitigate risks, prevent accidents and injuries, and create a proactive approach to workplace safety.

What are the essential components of a comprehensive safety checklist?2023-05-22T12:17:21+09:30

A comprehensive safety checklist should include several key components. It should cover various aspects of workplace safety, such as identifying potential hazards, assessing risks, and implementing preventive measures. It should address physical hazards, personal protective equipment (PPE), machinery and equipment safety, fire safety, chemical handling, ergonomics, training requirements, and emergency preparedness. The checklist should be tailored to the specific industry, workplace environment, and regulatory requirements to ensure comprehensive coverage.

DIGI CLIP mobile forms – What Do We Do?

DIGI CLIP mobile forms is an easy-to-use inexpensive digital checklist & inspection app and cloud-based software. DIGI CLIP is used across different industries to capture safety and compliance data and other information to help improve safety, compliance and operational efficiencies.

DIGI CLIP will allow you to remove paper reporting from your business – no more lost, late missing or illegible checklists. The DIGI CLIP mobile app allows images, comments and digital signatures to be added to checklists from a phone or tablet.

DIGI CLIP has a Form Library where you can access all of your checklists, inspections and more ready for use. All checklists and inspections can be edited or updated to meet your risk and operational requirements.

DIGI CLIP also has a safety management module called Safety Tracker. Safety Tracker is our incident and hazard reporting and management software application that adds to DIGI CLIP mobile forms. Incidents and hazards are reported via the DIGI CLIP app or directly on the cloud-based software. Incident and quality Investigations and hazard assessments are completed on templates provided by DIGI CLIP and corrective and closeout actions are tracked by the cloud-based software.

Follow this link if you want to know more about what we do and how we can help or send us a message.

Streamline your safety, compliance & inspection checks with the DIGI CLIP mobile checklist app today.

checklist and inspections app - DIGI CLIP mobile forms

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Disclaimer: The information contained in this article is for general informational purposes only. It is not intended to provide legal, financial, or other professional advice, nor is it intended to replace the advice of a qualified professional. The author and publisher disclaim any liability for any direct, indirect, or consequential damages arising from the use of or reliance on the information provided in this article. Readers are advised to seek the advice of a qualified professional for any specific concerns or questions related to their business operations or compliance with relevant regulations.
By |2023-05-24T17:20:41+09:30May 24th, 2023|Checklists, Compliance, Safety, Safety Culture, WHS, Workplace Safety|0 Comments

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