How to Conduct a Workplace Risk Assessment - Online Health & Safety Training Courses

Workplace risk assessments are essential for keeping employees safe, staying compliant with laws like OSHA, and avoiding costly fines. The process involves identifying hazards, evaluating risks, and implementing safety measures. Here’s how to get started:

What is a Risk Assessment?
A structured method to spot hazards, assess risks, and decide on safety controls.
Why It Matters:
- Prevents accidents and injuries.
- Reduces costs from incidents and fines.
- Improves workplace efficiency.
Legal Requirements:
- Document hazards and controls.
- Follow OSHA’s hierarchy of controls: Eliminate hazards, use engineering solutions, and provide PPE.
5 Key Steps:
1. Identify hazards (e.g., tripping risks, chemical exposure).
2. Assess risk levels using a matrix.
3. Apply safety controls (e.g., lifting aids, protective gear).
4. Document findings and actions taken.
5. Regularly update the assessment.
Tools and Training:
Use risk management software and employee training programs to simplify and strengthen the process.

What is Risk Assessment?

Definition and Purpose

A workplace risk assessment is a structured approach to identifying potential hazards and determining ways to address them. As healthyworkinglives.com explains:

“A risk assessment is a systematic method of looking at work activities, considering what could go wrong, and deciding on suitable control measures to prevent loss, damage or injury in the workplace.” ^[4]

The goal goes beyond just meeting safety regulations. It helps:

Spot risks to avoid accidents
Safeguard employees and property
Improve workplace efficiency
Save money by reducing incidents

When employees are actively engaged in safety efforts, accident rates can drop from 26% to 14% – a 46% decrease ^[3].

Legal Requirements

OSHA mandates that employers document risk assessments and follow a structured evaluation process.

Hazard Assessment Documentation
Employers must keep written records of workplace hazard assessments, as required by OSHA 1910.132(d) ^[2].
Systematic Evaluation Process
This involves regular inspections, reviewing Safety Data Sheets, consulting employees, putting controls in place, and continuously monitoring safety measures ^[5].
Control Hierarchy
Employers should prioritize safety measures in this order:
- Remove or replace hazards
- Use engineering solutions
- Apply administrative controls
- Provide Personal Protective Equipment (PPE) ^[5]

Workplaces with formal health and safety committees, especially those including union representatives, report fewer injuries compared to those without such collaborative systems ^[3].

This framework provides a solid foundation for carrying out effective workplace risk assessments.

OSHA Hazard Identification And Risk Assessment In 6 Minutes

Getting Started

An effective risk assessment starts with a well-prepared team and the necessary materials.

Building Your Team

Bring together a team with diverse expertise to thoroughly evaluate potential hazards.

Here’s who you’ll typically need:

Assessment Lead: Someone skilled in risk assessment methods.
Department Manager: The person in charge of the area being assessed.
Workers’ Representatives: Employees familiar with the tasks being evaluated.
Subject Matter Experts: Specialists in areas like electrical, chemical, or ergonomic safety.

Each team member plays a key role in identifying and addressing hazards effectively.

“successful risk assessments depend on the compliance officer knowing the business” ^[6]

For small businesses lacking in-house expertise, OSHA offers a free and confidential On-site Consultation Program to help with safety assessments ^[1].

Once your team is ready, gather the necessary tools and documents to kick off the process.

Required Materials

Here’s what you’ll need to prepare:

Documentation:

Risk assessment records (RAMS, past evaluations, checklists, SDS, maintenance logs, and incident reports).

Tools:

A digital camera or smartphone.
Measuring devices.
Personal Protective Equipment (PPE) for the team.
Materials for taking notes.
Floor plans or site maps.

Before starting, hold a briefing to go over:

The objectives of the assessment.
Assigned roles for each team member.
The timeline for completing tasks.
Any known hazards that need attention.

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5 Steps of Risk Assessment

1. Identify Workplace Hazards

Start by spotting potential risks in your workplace. Look for physical, chemical, and ergonomic issues that might harm employees.

Check your workplace and note hazards like:

Tripping risks from cluttered areas
Chemical exposure dangers
Equipment in need of maintenance
Strain from repetitive tasks

“One of the ‘root causes’ of workplace injuries, illnesses, and incidents is the failure to identify or recognize hazards that are present, or that could have been anticipated.” – Occupational Safety and Health Administration ^[1]

Review safety data sheets (SDS) and product labels to zero in on chemical risks. In March 2023, OSHA emphasized identifying tasks that might lead to skin exposure to chemicals ^[1].

Once hazards are listed, evaluate their potential impact.

2. Assess Risk Levels

Next, determine the likelihood and severity of each hazard. A risk assessment matrix can help you prioritize effectively.

Probability	Minor Impact	Moderate Impact	Major Impact
High	Medium Risk	High Risk	Critical Risk
Medium	Low Risk	Medium Risk	High Risk
Low	Very Low Risk	Low Risk	Medium Risk

Evaluate risks by considering:

How likely the hazard is to occur (e.g., 61–90% for likely events)
The severity of possible harm
How many workers are exposed
How often exposure happens

For instance, if a worker frequently lifts heavy castings:

Probability: Occasional (3 points)
Severity: Critical (3 points)
Risk score: 9 (Severe risk) ^[7]

3. Implement Safety Controls

Use the hierarchy of controls to address risks:

Eliminate the hazard entirely
Substitute with a safer option
Apply engineering solutions
Use administrative measures
Equip workers with personal protective equipment (PPE)

Practical examples include:

Reducing carrying distances by relocating boxes
Installing lifting aids
Providing protective footwear like steel-toed boots ^[7]

Once controls are in place, it’s time to document everything.

4. Document Your Findings

Keep a detailed record of hazards, risk levels, and the steps you’ve taken to manage them. If your organization has five or more employees, this documentation is legally required ^[9].

Include:

Clear descriptions of hazards
Risk levels before and after applying controls
Specific control measures
Assigned responsibilities
Timelines for implementation

5. Revisit and Update Your Assessment

Risk assessment isn’t a one-and-done task. Regular updates are essential:

Do it annually at a minimum
Reassess after accidents or near-misses
Update when new equipment is introduced
Adjust for major workplace changes
Stay compliant with new regulations ^[8]

Keep an eye on indicators like:

Employee turnover
Absence due to illness
Reports of stress or discomfort

Make adjustments quickly when changes occur or when workers provide feedback.

Common Issues and Solutions

Even the most thorough risk assessments can face challenges that undermine their effectiveness.

Addressing Key Problems

Research shows that 70% of change programs fail due to employee resistance ^[12]. Below are some common issues and practical ways to tackle them:

Confusion Between Hazards and Risks
One frequent mistake is treating hazards and risks as the same thing. A hazard refers to the source of potential harm, while risk measures the likelihood and severity of that harm occurring ^[11]. For instance, instead of broadly referencing hydrochloric acid, specify the risk of chemical burns from improper handling.

Low Employee Participation
Employees often resist involvement in risk assessments due to concerns about job changes or unclear processes. To address this, establish open communication channels:

Challenge	Practical Approach
Fear of job changes	Clearly explain the purpose and benefits of assessments
Lack of feedback	Introduce digital suggestion boxes and host regular workshops
Knowledge gaps	Offer targeted training to address specific concerns

Assessing Risks from the Office
Relying solely on office-based evaluations can lead to critical oversights. The Occupational Safety and Health Administration highlights the importance of on-site observations and direct worker input for accurate assessments ^[13].

By addressing these problems, you can create a stronger foundation for effective risk management.

Tips for Success

To ensure successful risk assessments, consider the following strategies:

Establish a Review System
Set up bi-annual reviews for your risk assessments. Be ready to re-evaluate immediately when there are changes, such as new equipment, workplace layout adjustments, accidents, or updates to health and safety regulations ^[14].

Enhance Communication

“Regularly review risk assessments for relevance against current operations.” ^[14]

Include Mental Health Risks
Modern risk assessments should account for both physical and psychological hazards ^[10]. Be sure to evaluate stress levels, workloads, and other mental health factors.

Simplify Documentation
Avoid technical jargon. Use clear, straightforward language that everyone in the workplace can easily understand.

Adopt Technology
Invest in flexible risk management software to streamline processes ^[14]. These tools can help you track schedules, monitor control measures, gather employee feedback, log incidents, and manage training records efficiently.

Digital Tools and Training

Digital tools and professional training play a key role in improving risk management processes. U.S. employers spend around $1 billion every week on workers’ compensation costs ^[15].

Risk Assessment Tools

Digital tools simplify risk assessments for businesses of all sizes, helping them stay compliant with safety standards. Depending on your organization’s needs, here are some tool categories to consider:

Software Category	Recommended Tools	Best Suited For
Enterprise Solutions	Nintex, Appian, EHS Insight	Large corporations with complex risk management needs
SME Platforms	Kissflow, Airtable, Denxpert	Small to medium-sized businesses looking for affordable options
Specialized Tools	CyberSaint, SafetyCulture	Industry-specific risk assessment requirements

Key features of these tools include:

Automated asset discovery and monitoring
Risk scoring and evaluation automation
Customizable risk registers and control libraries
Integration with incident management systems
Real-time reporting and analytics ^[18]

These tools, paired with effective training, strengthen risk management efforts.

ProTrainings Europe Services

Training is essential for reinforcing risk assessments. ProTrainings Europe (https://protrainings.uk) offers accredited courses tailored to various organizational needs. Their training stands out for realistic hazard simulations, standardized content, multi-language support, and flexible scheduling ^[15].

“Health & Safety training is more than ticking a box. It’s about courses that engage you so you remember what you’ve learned. It means staying up to date with the training through continued access to the videos and weekly refreshers by email. And learning whenever it’s convenient, from any location and any device.”
– ProTrainings Europe ^[17]

Modern platforms like SafetyCulture combine risk assessment tools with quick, easy-to-digest training modules. Employees can complete these at their own pace ^[16].

Digital training platforms also help organizations:

Track employee progress
Create compliance reports
Update training content quickly to address new risks
Keep detailed records for regulatory purposes ^[15]

Conclusion

Risk assessments play a key role in making workplaces safer, reducing accidents, and cutting costs. Companies with strong safety programs have seen a 53% drop in lost-time injuries ^[20].

To make risk assessments effective, they need to be updated regularly and paired with ongoing employee training. Using digital tools and certified training programs – like those from ProTrainings Europe – can strengthen safety practices and create lasting results. These efforts not only improve safety but also boost overall efficiency.

As OSHA highlights:

“Education and training are important tools for informing workers and managers about workplace hazards and controls so they can work more safely and be more productive” ^[20]

Risk assessments are more than just checklists; they can lead to real improvements in safety and cost savings. For instance, one industrial plant saw a 60% decrease in incidents within two years of implementing a safety program ^[19].

Sara Pratley of AlertMedia also underscores a key point:

“The best and most universal thing everybody can do is be informed” ^[21]

Workplace safety is always evolving. Combining detailed risk assessments with focused training and modern tools helps create safer, more efficient workplaces.