Building an Observation and Coaching Program in Ontario: A Safety Coach’s Perspective

O&C Program Considerations

I’ll never forget walking through a fabrication shop in Hamilton a few summers ago. The floor was spotless, machine guards were in place, and everyone had their PPE on. But something still caught my eye. One of the newer workers was struggling with a grinder. His posture was off, the sparks were spraying too wide, and I could tell he wasn’t comfortable. His supervisor walked by, gave him a quick thumbs-up, and kept moving.

Here’s the problem: compliance was there on paper — PPE worn, training signed off, procedure posted — but the execution wasn’t safe. That’s where observation and coaching make all the difference. If we don’t stop to watch how people are working and give real-time feedback, we’re missing one of the most powerful safety tools we have.

Why Observation and Coaching Matter in Ontario Workplaces

In Ontario, the Occupational Health and Safety Act (OHSA) makes it clear: employers must “take every precaution reasonable in the circumstances” to protect workers. That goes beyond policies and training binders. It means actively engaging with workers, seeing how tasks are performed, and stepping in before small mistakes become major incidents.

Observation and coaching programs are proactive by nature. Instead of waiting for accidents, inspections, or WSIB claims, we get ahead of the curve. Think of it as safety leadership in action. And with resources like the WSIB’s Health and Safety Excellence program (HSEp), you don’t need to reinvent the wheel — there’s a lot of free guidance available.

Step 1: Start with Purpose, Not Policing

Too many companies roll out “observation” programs that feel like surveillance. Workers get nervous, supervisors become checklist machines, and the whole effort backfires.

If you want people to buy in, make it clear from the start: this isn’t about catching mistakes, it’s about supporting success. When workers know observations lead to coaching — not punishment — they’re more likely to engage honestly.

Step 2: Train Your Coaches

Not everyone is naturally good at coaching. Some supervisors are quick to bark orders but slow to explain why. That approach doesn’t build trust.

Instead, train your leaders (and even peer coaches) on how to give feedback that sticks:

• Observe first without interrupting.

• Ask open questions: “How does this feel when you’re working like that?”

• Reinforce what’s done well before pointing out what could be improved.

• Always tie back to safety and health: “Adjusting your stance reduces strain on your back and keeps you safer over a long shift.”

This is coaching, not criticism.

Step 3: Focus on High-Risk Activities

In Ontario, MOL inspectors target high-risk work:

• Working at heights

• Lockout/tagout and energy control

• Confined space entry

• Material handling and ergonomics

That’s where your observation and coaching program should start too. If your people are using ladders daily, observing ladder setup and offering real-time coaching can prevent serious injuries.

Step 4: Keep it Simple and Visible

Don’t bury observations in a form no one sees. Keep your tools light:

• A quick notepad or digital app to log what you saw.

• Simple categories: Safe, At-Risk, Coaching Provided.

• Share positive observations during toolbox talks so workers know it’s not just about catching errors.

And yes, document it. In Ontario, if MOL or WSIB ever come knocking, being able to show observation records demonstrates that you are taking “every precaution reasonable.”

Step 5: Close the Loop

Observation without follow-up is wasted effort. If you’ve seen the same unsafe behavior three times, it’s a system issue, not just a worker issue. Maybe the training wasn’t clear. Maybe the PPE is uncomfortable. Maybe production pressure is pushing people to cut corners.

The coaching program should feed back into your Joint Health and Safety Committee (JHSC) meetings. That way, patterns get addressed at the organizational level.

Step 6: Build Culture, Not Just Compliance

When observation and coaching become routine, safety stops being a “program” and starts being part of the culture. Workers remind each other. Supervisors catch things before they escalate. Leaders walk the floor and model the behavior they want to see.

It’s not about COR points, or audit checkmarks, or WSIB rebates — though those may follow. It’s about creating a workplace where people genuinely look out for each other.

Final Thoughts

In Ontario, building an observation and coaching program isn’t complicated. But it does require commitment. Start small, focus on high-risk activities, train your leaders to coach with respect, and keep the process transparent. Use free tools available when available and explore WSIB’s Health and Safety Excellence program if you want to align with incentives.

At the end of the day, think back to that worker with the grinder. He didn’t need another rulebook. He needed someone to stand beside him, show him a better way, and explain why it mattered. That’s what observation and coaching is all about.

Observation & Coaching Form (Ontario)

Company Name: _______________________Location / Job Site: _______________________Date: _______________________Observer/Coach Name: _______________________Department/Trade: _______________________

1. Task Being Observed

Describe the activity being performed:

2. PPE & Safety Compliance

• Hard Hat ☐ Yes ☐ No

• Safety Glasses ☐ Yes ☐ No

• Hi-Vis Clothing ☐ Yes ☐ No

• Safety Footwear ☐ Yes ☐ No

• Other PPE: __________________________

Notes:

3. Observation Results

• Safe Behaviours Observed:

• At-Risk Behaviours Observed:

4. Coaching Provided

☐ Reinforced Safe Behaviour☐ Corrected At-Risk Behaviour☐ Demonstrated Proper Method☐ Worker Asked Questions

Details of Coaching Conversation:

5. Worker Feedback

☐ Understood Coaching☐ Suggested Improvement☐ Raised Concern (specify): __________________________

6. Corrective Actions Required

☐ Immediate Correction Made☐ Follow-Up Training Required☐ Equipment/PPE Issue Identified☐ JHSC Notified

Details / Assigned To / Completion Date:

7. Sign-Off

Observer/Coach Signature: _________________________Worker Signature (optional): _________________________

✅ Retention Tip (Ontario context): Keep this form in your COR audit binder or digital safety system under “Observation & Coaching Records.” Inspectors and auditors love to see not just hazards identified but coaching conversations documented.