Operational Safety: The Role of Pre-Operational Safety Checks

Why Does Operational Safety Remain a Challenge—Even for Seasoned Professionals?

Operational safety is a discipline that never stands still and cannot rest. Even experienced safety professionals face new challenges as equipment evolves or regulatory requirements change. Basic safety principles may remain the same, but their application must be continually adapted to emerging risks.

When it comes to maintaining high safety standards, one of the biggest obstacles is complacency. Processes become routine, and you feel like you can do everything in your sleep, but sometimes details are overlooked. In addition, the increasing integration of automation creates new risks - some of which are not yet fully understood. The assumption that technology will always catch all errors can lead to dangerous blind spots when pre-operational safety checks are seen as a mere formality or - worse - a nuisance rather than an important tool for risk reduction.

In fact, this measure makes such an important contribution to operational safety: "A study by the National Institute for Occupational Safety and Health (NIOSH) found that nearly 25% of forklift accidents occur due to mechanical failures that could have been detected during pre-operational checks." (1)

Pre-Operational Safety Checks: Beyond the Basics

POSC as a Risk Mitigation Strategy Rather Than a Routine Task

Safety checks before a vehicle is put into service are often seen as a procedural requirement, something that "just has to be done" as part of the day-to-day operation. This runs the risk of becoming a box-ticking exercise rather than a focused, proactive safety measure. In fact, these checks are an effective risk reduction strategy that identifies potential failures before serious incidents occur.

A carefully designed and well-executed POSC provides the opportunity to identify early warning signs of equipment failure, environmental hazards or operational readiness issues. For example, a small but persistent leak in the hydraulics of a reach stacker may not cause immediate disaster, but if it persists, can cause pressure to drop and container moves to become impossible to perform accurately.

Common Misconceptions and Overlooked Details in Safety Inspections

Several misconceptions can undermine the effectiveness of POSC. One of the most common is the assumption that recent maintenance means safety. Problems can arise at any time due to incorrectly performed repairs, unnoticed wear and tear, or manufacturing defects in spare parts. Therefore, checks should always be carried out regardless of maintenance to ensure nothing is overlooked.

Another misconception is that automated diagnostics can replace human inspections. Although sensors and telematics provide valuable data, they cannot detect every problem. The values ​​may still be within the permitted range, but a physical inspection could find a sign that these values ​​are about to jump above a permitted threshold.

Overlooked details often result from over-familiarity with the equipment. Those who work with the same machine daily are more likely to dismiss some small irregularities as quirks rather than see them as warning signs. Therefore, it is important to never tire of stressing the importance of checks and general vigilance and to keep both the POSC questions and the training dynamic.

Integrating Human Factors: Why Even Experienced Personnel Make Errors

Human factors play a very significant role in the effectiveness of pre-use checks. Even the most experienced machine operators are susceptible to cognitive biases, fatigue and environmental distractions, all of which can lead to critical safety oversights. One of the best-documented biases in safety inspections is confirmation bias – the tendency to look for expected results rather than possible failures. If an inspector believes a piece of equipment is in good condition because it worked well the day before, they may unconsciously miss subtle signs of wear or failure.

Fatigue is another crucial factor, particularly in demanding environments such as container terminals, where shift work and demanding schedules are the rule rather than the exception. If the check is not carefully designed, "shortcuts" are feasible, checks can be rushed, or procedures not carefully followed. It also becomes difficult to identify subtle but important problems. Therefore, well-designed checklists and other measures, such as digital safety tools that minimise reliance on individual judgement, are needed.

POSC in Container Terminals: Addressing Industry-Specific Risks

High-Risk Scenarios at Container Terminals

Container terminals are high-intensity environments where multiple risk factors converge. On the one hand, a constant flow of heavy equipment, towering container stacks and tight operating schedules must be managed while, at the same time, ensuring the safety of workers and cargo. Due to the scale of operations, even minor oversights during security checks can have significant consequences.

One of the main risks is equipment failure in a dynamic area. Container cranes, straddle carriers and reach stackers operate in confined spaces, often near workers and other machinery. For example, a failure of a crane's spreader mechanism can cause a container to fall from a great height, posing a significant risk to personnel and infrastructure.

The tight spaces between the towering container stacks are a challenge for drivers and vehicles. Good visibility and stable equipment conditions are essential to avoid collisions with containers or other container-handling equipment. Poor visibility due to fog or heavy rain increases the likelihood of accidents, for example, if problems with lighting, sensors or reflective markings are not detected.

To address these industry-specific risks, POSC at container terminals must go beyond basic mechanical controls and include situational awareness and adaptive security measures tailored to on-site conditions.

Industry Standards vs. Operational Realities

Regulatory bodies such as the International Maritime Organisation (IMO) and the International Labour Organisation (ILO) set clear safety standards for terminal operations, covering everything from equipment inspections to worker safety protocols. The challenge, however, is translating these standards into practical, enforceable procedures that reflect the reality of day-to-day operations.

For example, policies may prescribe practices that are difficult to fully comply with in busy terminals with multiple shift changes. Often, there is pressure to prioritise operational efficiency, leading to informal workarounds that are rushed or skipped altogether in order to meet required productivity targets. This creates a conflict between safety and efficiency requirements, necessitating, for example, highly efficient POSC.

Another gap that opens up between the actual and the desired is the dependence on paper-based documentation in many terminals. While regulations require comprehensive records, in practice, this is not always possible manually to the full extent. Digitising the processes makes it easier to log, track and review inspections and enables accurate and comprehensive safety data.

The effectiveness of the checks depends on their integration into real terminal operations - this also includes the continuous involvement of the entire team, be it through training or taking safety concerns and reports seriously.

Advanced POSC Strategies for Container Terminals: The Digital Transformation

Security controls with paper-based documentation lead to numerous inefficiencies and risks. These restrictions affect both the device and terminal management, reduce accuracy, delay important reactions and increase compliance challenges.

Incomplete or Inaccurate Documentation

Checklist elements can be skipped unintentionally, paper forms do not force a gradual compliance. Handwritten reports can be difficult to read, which may lead to misinterpretations and potential security risks. When transferred to digital systems, typing errors can occur, or incorrectly read information can lead to inaccuracies.

Delayed Reporting and Response Times

Paper checklists must be physically handed over, which delays the detection of critical security problems. No immediate notification is triggered in the event of errors, which means that the equipment is used further despite potential dangers. If the records are not transferred to a digital system, it is time-consuming to call up earlier security reports, such as for analyses or audits, and it can also happen that documents are missing.

Inconsistent Execution Across Operators

Depending on the operator, there may be a distinction between the thoroughness of filling out the checklist. When filling out the same forms daily, you can become careless and rush the process without having an impact on the commissioning of the equipment.

Compliance and Auditing Challenges

Paper documents can be laid, damaged or lost, which contains compliance risks at audits. Recognising recurring security problems or patterns is difficult if not impossible, if you rely on data stored on paper alone. Paper-based documents can also be changed or re-dated, which makes it difficult to ensure data integrity.

Digitisation and automation redefine POSC by relocating them from manual, paper-based routines to data-controlled safety protocols in real-time. This transformation benefits both the operators of the vehicles and equipment as well as terminal management and improves efficiency, accuracy and general security.

Merging POSC and Telematics: A Complete Safety Picture

By combining POSC data and information from telematics systems, vehicle and equipment diagnostics become more comprehensive and accurate, minimising the number of critical problems that are overlooked or misjudged.

Step-by-Step Enforcement: No Skipping, No Shortcuts

One of the key benefits of digital POSC is the enforcement of step-by-step compliance. Operators cannot move on to the next check until the current step is answered and thus completed.

Process Optimisation: Smart Checklists for Maximum Efficiency

In order to prevent "automated" filling out of the same questions in the same wording by quickly tapping on buttons that are always positioned in the same way, the following easy-to-implement measures can be taken: the order of the questions and their wording is changed again and again by the security staff, for example when integrating new findings from incidents or near miss events. The digital POSC solution itself can have the function of randomly assigning the positioning of the buttons for "yes" and "no", for example. This ensures that the entries degenerate into a mere ticking-off.

Critical Questions

Not all safety concerns have the same level of urgency. Therefore, a distinction can be made between critical and non-critical problems. If a non-critical problem - such as a minor malfunction of the cab lighting - is flagged, the operator can continue while a maintenance request is logged. However, if a critical fault is detected, such as brake failure, the system can automatically prevent the vehicle from being put into operation. This minimises the risk that human judgment leads to unsafe operations.

Real-Time Alarms: Instant Response to Emerging Issues

Unlike paper-based POSC, where problems may not be checked until much later, digital POSC enables real-time alarm systems. If a serious fault is detected, the system can immediately alert not only the operations team but also the maintenance department. This allows all necessary steps to eliminate the hazard or repair the malfunction as quickly as possible.

Continuous Data Flow: The Power of Historical Insights

By centralising POSC data, management and maintenance get a continuous and comprehensive view of the condition of the equipment. Over time, this collected data enables detailed trend analysis that helps predict failures before they occur. Instead of reactive maintenance, terminals can perform predictive maintenance, reducing downtime and unexpected repairs.

Pattern Recognition: Learning from POSC Trends

AI can identify patterns in past POSC reports as subtle warning signals that humans may miss. For example, if a particular crane model consistently experiences electrical faults after a certain number of hours of operation, the system can provide preventative maintenance recommendations before failures occur.

The Future of POSC: Smarter, Safer, and More Reliable

With digital POSC, container terminals are entering a new era of proactive, data-driven safety management. Merging operator input with automated telematics, enforcing step-by-step checks and leveraging AI for predictive insights ensure that every device operates at the highest safety levels before it goes into operation. For operators and terminal management, this means fewer delays, fewer breakdowns and a fundamentally safer working environment.

What are the Challenges and Solutions in POSC Implementation?

Addressing procedural shortcuts and pressure for efficiency

In hectic environments such as container terminals, operational demands often create pressure to prioritise efficiency over thorough safety controls. When targets are tight, it is tempting for even experienced personnel to skip checks, especially when problems have never occurred before. These shortcuts may seem insignificant in isolation, but they can accumulate into a systemic risk and increase the likelihood of equipment failure or operational accidents.

To counteract this, POSCs must be seen and respected as efficiency promoters rather than as bottlenecks. One approach is dynamic checklists fed with the latest findings from manufacturer information and in-house near-miss incidents. If a specific circumstance has led to increased problems in the past, the questions about it can be defined as critical. This can go so far that a negative answer to such questions is a reason for prohibiting the equipment from being put into operation.

In addition, management must promote a culture in which safety is non-negotiable. This includes giving operators sufficient buffer time to conduct thorough checks, communicating clear expectations that safety comes before speed, and ensuring that performance metrics do not inadvertently reward unsafe behaviour. When robust safety policies balance efficiency pressure, POSC can be performed thoroughly without disrupting operations.

Overcoming resistance to change in safety practices

Even personnel working at the port for a long time and with a lot of experience can resist new safety procedures if existing practices are seen as sufficient. New things, whether they are additional steps, digital tools or revised workflows, can be perceived as unnecessary complexity and rejected.

A change in thinking is needed here. Rather than mandating new procedures solely from the top, involving security personnel and crew should create a sense of ownership. By discussing recurring safety challenges, gaps in existing practices and potential improvements, changes can be introduced and adopted in a way that feels practical rather than forced.

Using data and technology to improve compliance and accountability

The effectiveness of POSC is only as strong as its implementation. To ensure safety controls are consistently performed, robust tracking is required.

Technology can significantly improve compliance and accountability. Digital POSC tools enable real-time tracking of completed controls, preventing steps from being skipped.

Analysis of POSC records combined with incident reports, near miss protocols, and maintenance data can identify recurring issues and, based on that, checklist questions can be adjusted. For example, if multiple inspections reveal that a particular equipment component frequently shows early signs of wear, POSC procedures can be adjusted to prioritise that area.

Transparency strengthens shared responsibility by making safety data visible to employees and management. Regular feedback loops where staff receive updates on how their feedback has directly contributed to safety improvements increase engagement and help maintain compliance with POSC protocols.

FAQ

What are Key Indicators of Effective Safety Management in Container Terminals?

Whether safety management is effective can be assessed using several key indicators. These reflect compliance, proactive measures, management commitment, reporting culture, risk assessment, emergency preparedness, training, equipment maintenance and overall safety performance.

The number of deficiencies recorded most often measures compliance. But it also includes:

• Proactive measures
• The frequency of safety reviews
• Inspections carried out
• Percentage of employees who have completed all required safety training
• How often does senior management attend safety meetings
• Percentage of total operational budget spent on safety-related measures and equipment

A port's reporting culture is equally important, with the percentage of accidents reported per employee serving as a key indicator of how well the incident reporting mechanisms are working and how openly safety concerns are addressed. This includes the handling of near-miss incidents, which are essential for remediating safety risks and taking proactive measures.

The number of assessments carried out reflects a company's role in risk assessment and management. Building on this, emergency preparedness requires well-defined response plans and regular testing to ensure readiness in the event of a crisis. The level of training and the resulting skills contribute significantly to overall safety.

The handling of equipment maintenance is also a fundamental safety aspect of container terminals. It is reflected in its philosophy: reactive, preventive or predictive. POSC is an important measure to be able to carry out maintenance proactively before hazards even occur.

The organisation's ability to track relevant safety indicators determines the overall strength of its safety management framework. Container terminals can significantly improve their safety standards and operational reliability if all elements are continuously monitored and assessed.

Takeaway

A safety check before vehicles and equipment enter service is much more than a procedural necessity - it is a key tool for preventing failures. However, human caveats, pressures for efficiency and outdated paper-based processes often undermine its effectiveness.

Digitising POSC ensures and documents compliance, obtains real-time safety data and enables predictive maintenance - all of which make container terminal operations safer and more reliable. Integrating technology, providing appropriate training and fostering a safety-first culture transforms checks into a proactive, data-driven defence against workplace hazards.

If you are looking for a practical example of POSC, have a look here: Terminal Tracker POSC module

Delve deeper into one of our core topics:  Port automation

Glossary

A near miss is an unplanned event that could have resulted in injury, damage, or loss but was averted by chance or timely intervention. Examples include narrowly avoided collisions between container handling equipment or potential falls from height. Near misses are valuable indicators of potential hazards and system weaknesses, providing opportunities for proactive safety improvements without actual accidents occurring. Reporting and analysing near misses is crucial for enhancing overall terminal safety and preventing future incidents. (2)

The National Institute for Occupational Safety and Health (NIOSH) is a U.S. federal agency responsible for conducting research and making recommendations to prevent work-related injuries, illnesses, and deaths. Established by the Occupational Safety and Health Act of 1970, NIOSH is part of the Centers for Disease Control and Prevention. It conducts scientific research, develops guidance, and provides education on workplace safety and health. NIOSH's work spans various disciplines, including epidemiology, medicine, industrial hygiene, and engineering. (3)

Sources

(1) https://www.roisafetyservices.com/common-forklift-operator-mistakes/

(2) Dekker (2014): Safety Differently: Human Factors for a New Era. CRC Press.

(3) Levy et al. (2011): Occupational and Environmental Health: Recognising and Preventing Disease and Injury. Oxford University Press.

Author

Conny Stickler, Marketing Manager Logistics

Constance Stickler holds a master's degree in political science, German language and history. She spent most of her professional career as a project and marketing manager in different industries. Her passion is usability, and she's captivated by the potential of today's digital tools. They seem to unlock endless possibilities, each one more intriguing than the last. Constance writes about automation, sustainability and safety in maritime logistics.

Find here a selection of her articles