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Assurance

The right kit used properly

Definition 

Choosing the right equipment to support your activities, ensuring it is in good working order, and using it properly.

Steps

Step 1 Set out how you choose the right equipment for your activities and participants
Step 2 Create schedules for the equipment your organisation owns and uses
Step 3 Create user guides for equipment
Step 4 Create a system to report and monitor faults, damage and repairs to equipment

Guidance

The right equipment for your organisation will emerge from an assessment of what you do, where and the capabilities of the people involved.

Think about interdependencies, for example your safety vessels need to be capable of recovering the sailing boats used within your organisation.

If you are bringing in new equipment, take the time to assess whether it is right for your operations, if you need to update procedures, and allow sailors and volunteers time to get to know how it is set up and used.

Consider who can use the organisation’s equipment, and who is provided with what.

Equipment needs to be ready to hand, in good working order and people need to know how to use it, particularly under pressure.

Equipment schedules can help you identify what action is required, with what regularity, by whom and what records need to be kept. They may cover:

  • Maintenance
  • Inspection – these could be
    • Daily / pre-use checks carried out by users of the equipment
    • Planned visual and functional checks to identify wear and tear and ensure key features are working properly
    • Periodic / statutory thorough examinations by a competent person
  • Training - who needs what training to use the equipment, how often, delivered by whom and what records are kept

It is important to close the loop - consider who checks schedules are being followed and that repairs are actioned.

Be particularly alert to exceptional circumstances: major modifications to equipment, known or suspected serious damage, or substantial changes in use.

Checklist 

☐  How do you choose new equipment, assess whether the equipment you already have is still suitable, and allocate it to participants, volunteers and staff? 

☐  Do you know when and how your equipment needs to be inspected and maintained? 

☐  Do you know who has been trained to use or allocate specific equipment? 

☐  Do participants, volunteers and staff of equipment have easy access to equipment user guides? 

☐  Do you have a system for reporting damage and faults to equipment? 

☐  How do you check equipment is used, maintained and repaired properly?

Further resources