In business as well as in life, stuff happens.
Specifically, incidents happen. Accidents happen. And when they do, it’s important that you document them.
What’s an “incident”? When a customer trips on a broken curb, when a car loses control and hits a gas pump, or when someone falls for no obvious reason, that’s an incident. As a manager, it’s important for you to document each such incident so that a record exists that can be consulted later for any reason, including the possibility of legal action.
Managers of sites operated by Southeast Petro Distributors, as well as commissioned agents who lease Southeast Petro sites, are required to complete an incident form if something happens at their site.
Even if someone, say, trips over a box that was left in the aisle and says everything is fine, it’s still important to record the details of the incident. What seems fine now might turn into a lawsuit a few weeks or even a year later.
The form asks you to include the date, location and type of incident, whether there was personal injury or property damage and the extent of injury or damage, weather conditions, what kind of shoes the person involved was wearing, the condition of the property and more. It also asks if anyone was taken to get medical treatment.
You need to get not just the contact information of the person or people affected, but contact information for witnesses, as well.
However, don’t hand the form over to the folks involved to fill out. Request the information and do it yourself. The incident report is an internal document. You’re not trying to convince someone to sue you; rather, you are establishing a reliable record of what transpired.
The site supervisor should keep a copy of the report, as well as send it to the corporate office for Southeast Petro. If you own your own business, it’s wise to create and keep reports to protect yourself. Sort them so you can easily find them again.
In addition, photos can provide excellent evidence of the condition of the site. For instance, you might have a “wet floor” sign near where someone slipped and fell. If they later claim there was no warning, your photo can attest otherwise.
Video is also an excellent witness. It may show conditions not only of the property, but of anyone who has — or claims to have — an accident there. Closed-circuit TV cameras may show someone walking into the store healthy and walking out in exactly the same way despite a stumble. And cameras might even capture the incident as it happens. Copy and save the video right away.
Prevention is the first and best step when it comes to accidents. Try to keep them from happening, and no reports or lawyers will be necessary. Maintain your store inside and out, engage in safe and thorough housekeeping, and follow general safety practices. Your diligence can mean a safer store and a lot less paperwork.
