Maximizing the Process
A great way to improve the in-house inspection process is through training and observation. Talk to the manufacturer of your course about whether or not the company provides basic or advanced inspection and maintenance training.
Make sure all course operators have read the manuals that come with the course and equipment. These should have valuable information about inspection and care.
Ask your third-party inspector if your manager can shadow an inspection to observe, ask questions, and learn what to look for during periodic inspections. Not all inspection companies will do this, but many will, and it will be time well spent for your staff. Just remember that seeing someone do it once does not make you an expert. This is no substitute for quality training.
ACCT also provides some qualifying credentials to both vendors and individuals providing inspection services. ACCT accredited vendors are referred to as Professional Vendor Members, and have been through an extensive peer-review process prior to and throughout their accreditation. Additionally, ACCT recently began providing inspector certifications for both in-house and third-party inspectors. For more information on what it takes to get certified, check out www.acctinfo.org.
The Five R’s
Regardless of the level of inspection, the process of acting on findings should sound a bit like this: recognize, react, research, resolve, and record.
Begin by recognizing a problem exists. Next, react—discontinue use of the course, component, or equipment that is in question if it performs a critical function or presents a safety hazard.
Be conservative if you don’t have enough information or knowledge to make that call.
Research is two-fold: determine the true severity of the problem by asking a qualified person, and determine the cause of the problem, wherever and whenever possible, to address it at the source.
Once you know what and how, resolve the issue. This may involve a quick and easy fix, such as replacing a cracked deck board, or a more complex solution—you may need to call an arborist to remove a damaged tree, for example, or a builder to install a new zip cable.
Finally, make sure you have recorded every step of the process. Document your inspections and, by all means, document your reaction—which should include all the steps taken to resolve any issues.
The Value of Documentation
In the past, some of our clients have feared too much documentation, out of concern that everything they write down will come back to haunt them. However, documentation can be your best friend if you are well organized and are doing things correctly. Being able to clearly show all of the things you are doing right is far more powerful than just trying to explain away your shortcomings later. It’s not just a good idea, either—to comply with standards and most state regulations, you have to keep accurate records.
Simply creating and using check sheets and inspection forms is the easiest place to start. The key is holding staff accountable for completing the checks and ensuring that they are not becoming complacent (checking the boxes without truly doing the inspection).
If you are finding it hard to keep up with documentation, there are many new emerging technologies specifically designed to assist with this part of your operation, and even add a level of accountability to the staff performing this work. (See p. 63 for two.) Many of these programs combine RFID and QR code technology to allow inspectors to scan course components, complete the associated inspection form, and submit it with date and time stamps. There is certainly a cost for these systems, but if you are having trouble consistently documenting in-house and periodic inspections, it is well worth the money.
Then, make it easy to locate all of your in-house and external inspection records, along with the documentation that the findings and recommendations in those reports have been appropriately addressed. Spending the time—and perhaps a few dollars—to make sure you’re well organized is a sound investment.
