The purpose of a risk assessment is to identify risk factors in the work environment so that appropriate actions can be taken to prevent accidents, incidents, injuries, strain, discomfort, or any other threats to the safety, health, and well-being of employees.
During the assessment, it is important to systematically examine whether any aspect of the work environment, work organization, or the execution of tasks may potentially endanger employees' safety, health, or well-being.
The aim is to ensure that employees work under the lowest possible risk.
A good rule of thumb is that if a risk can be completely eliminated—such as through technical improvements or by ensuring the use of protective guards or other safety measures on machinery—this should always be the first option. It is equally important to provide employees with proper training and guidance on safety procedures.
It is recommended to consult with employees during the assessment process, as they are familiar with their jobs and can often suggest effective ways to reduce or eliminate risks. In addition, it's important to involve employees who have designated roles in workplace health and safety, such as safety officers, safety representatives, and safety committees.
The method chosen for the risk assessment must suit both the type of work and the size of the workplace. Furthermore, the employer must ensure that those conducting the assessment have adequate knowledge and expertise. It is also necessary to define how best to regularly review all aspects of the work environment to ensure that appropriate corrective actions are taken in all areas. Additionally, methods to evaluate the effectiveness of these actions should be implemented.
Preparation
It is recommended that the risk assessment be a collaborative effort between the employer, management, and employees in the workplace. The team selected to carry out the risk assessment should gather various types of information both before starting the process and throughout its implementation.
To entrust the organisation, synchronisation and management of the work to a single party.
Access to the necessary information, training, support, time and anything else that may be necessary for the project to be successful must be ensured.
That the management and staff are involved in the risk assessment and make recommendations for improvements.
To ensure that other employees of the workplace have time to cooperate with the group when needed.
To define how information on the results of the risk assessment and subsequent actions, if any, is to be communicated to staff.
Time to define measures and ways to evaluate their results, make improvements and update the programme when necessary.
Implementation
It is essential to systematically review all jobs within the workplace and assess the specific risk factors associated with each role. This assessment should take into account the nature of the work, the composition of the workforce, and the size and organization of the workplace. Particular attention should be given to roles where health and safety risks are foreseeably higher than in other positions.
It is important not to assume in advance what types of hazards might exist. Some risks are obvious, while others—such as psychosocial hazards or factors causing strain on the musculoskeletal system—can be more difficult to identify.
Core elements of occupational health and safety
To ensure a comprehensive risk assessment, the entire operation and work environment should be considered as a whole. A good approach is to base the assessment on the five key elements of occupational safety and health , along with any specific risk factors that may apply.
Each risk factor should be evaluated in terms of both short-term and long-term effects on employees health and safety.
It is important to gain an accurate understanding of how the job is actually performed in practice—not just how it is intended to be done. In addition to reviewing existing procedures and work instructions, it can be useful to observe employees as they carry out their tasks and assess the risks based on real working conditions.
In some cases, creating a flowchart of specific work processes—especially when tasks must follow a certain sequence—can be helpful. This review may also reveal opportunities for improvements.
Once the job has been analyzed, it is recommended to go over the assessment with employees, ask about specific aspects of the work, and even suggest alternative methods that may be safer.
Fixed operations
Workplaces that are more structured, such as offices, industrial companies, or financial institutions, often allow for a single risk assessment to be applied to multiple jobs simultaneously. This is possible as long as the jobs are similar and the conditions are comparable.
Mobile and variable operations
In more dynamic environments, such as construction sites, general guidelines can be established. For example, there are standard procedures for working on scaffolding. These guidelines are followed even if the scaffolding is set up in a new location. However, it is always necessary to assess the conditions where the scaffolding is being assembled.
Conditions can also change as a project progresses, so the risk assessment should be updated based on the current phase of the work. For instance, on a construction site where a large building is being erected, the risks during the initial excavation and groundwork phase need to be assessed first. As the building rises, and later during the interior work phase, the risk factors will change, requiring an updated assessment.
It is also important to consider that on some worksites, the tasks vary significantly between seasons. For outdoor jobs, there can be considerable differences in the level of risk depending on the weather and time of year. Examples of this are jobs in agriculture and tourism.
When a risk assessment reveals that risks cannot be reduced without the use of personal protective equipment (PPE), and such equipment is necessary, it is important to evaluate which type of PPE is most suitable to protect against the identified hazards.
Employers must inform employees in advance about the risks the PPE is intended to protect against and the obligation to use the equipment properly.
PPE must be appropriate and comfortable for those who need to use it, so it may be important to involve employees in the selection and usage process of PPE. Additionally, employers are responsible for ensuring that employees receive proper training, and if necessary, practical demonstrations on how to use the equipment correctly. Improper use of PPE can create new risks.
When conducting a risk assessment, it can be helpful to ask questions such as:
How does the employees use tools and equipment?
Are work methods disorganized or hazardous?
Are walkways always clear and well-marked?
Is the recording of accidents and sickness absences used to identify less obvious risk factors?
Are attitudes and behaviors in the workplace aligned with the company's policies and established standards, such as how employees communicate with each other?
Should special considerations be made for pregnant workers, young employees, or individuals with varying abilities to perform tasks?
Review records of accidents and incidents that have occurred in the workplace.
Examine and discuss near-misses to prevent similar events from happening again.
Talk to employees and managers to gather firsthand insights into potential risks and day-to-day challenges.
Read manuals and instructions that come with tools and machinery. This helps determine whether equipment is being used according to the manufacturer’s guidelines and whether employees have received the necessary training.
Collect information about accidents and deviations in similar businesses or industries.
Review documentation related to inspections and maintenance of machinery, equipment, and buildings.
Examine the results of internal surveys and measurements conducted in the workplace (e.g., noise levels, air quality, ergonomic assessments).
Check for findings, guidance, or directives from the Administration of Occupational Health and Safety or external service providers, if applicable.
Explore additional professional and support materials available online.
It’s also important to pay close attention to human behavior and identify situations in which employees are more likely to make mistakes. Common contributing factors include:
High workload or pressure
Poor communication
Unfamiliar tasks or new responsibilities
Shift changes and irregular working hours
Lack of training, especially during the first days on the job or after returning from leave
