• Risk assessment is a term used to describe the overall process or method whereyou:Identify hazards and risk factors that have the potential to cause harm (hazard

identification).Analyze and evaluate the risk associated with that hazard (risk analysis, and risk

evaluation).Determine appropriate ways to eliminate the hazard, or control the risk when the

hazard cannot be eliminated (risk control).• A risk assessment is a thorough look at your workplace to identify those things,

situations, processes, etc. that may cause harm, particularly to people.• After identification is made, you analyze and evaluate how likely and severe the

risk is. When this determination is made, you can next, decide what measuresshould be in place to effectively eliminate or control the harm from happening.

• When completing a risk assessment, it is important to clearly define somekeywords:An accident is ‘an unplanned event that results in loss’A hazard is ‘something that has the potential to cause harm’A risk is ‘the likelihood and the severity of a negative occurrence (injury, ill-health,

damage, loss) resulting from a hazard.’

• Risk assessments are crucial when it comes to complying with legal requirementsand promoting workplace health and safety. They play an important role inbusinesses’ risk-management strategies.

• Once completed and written up, they can be viewed by workers on all levels andused to encourage excellent health and safety standards and safe workingpractices across the organization.

IMPORTANCE OF RISK ASSESSMENTRisk assessments are very important as they form an integral part of anoccupational health and safety management plan. They help to:

• Create awareness of hazards and risk.• Identify who may be at risk (e.g., employees, cleaners, visitors, contractors, the

public, etc.).• Determine whether a control program is required for a particular hazard.• Determine if existing control measures are adequate or if more should be done.• Prevent injuries or illnesses, especially when done at the design or planning

stage.• Prioritize hazards and control measures.• Meet legal requirements where applicable.

GOAL OF RISK ASSESSMENTThe aim of the risk assessment process is to evaluate hazards,then remove that hazard or minimize the level of its risk byadding control measures, as necessary. By doing so, you havecreated a safer and healthier workplace. The goal is to try toanswer the following questions:

• What can happen and under what circumstances?• What are the possible consequences?• How likely are the possible consequences to occur?• Is the risk controlled effectively, or is further action required?

WHEN SHOULD A RISK ASSESSMENT BE DONE?There may be many reasons a risk assessment is needed,including:• Before new processes or activities are introduced.

• Before changes are introduced to existing processes oractivities, including when products, machinery, tools,equipment change or new information concerning harmbecomes available.

• When hazards are identified.

Who is responsible for the completion of risk assessments?• It is the responsibility of the employer (or self-employed person) to carry out the risk

assessment at work or to appoint someone with the relevant knowledge, experienceand skills to do so.

• The Management of Health and Safety at Work Regulations 1999 states that anemployer must take reasonable steps ‘for the effective planning, organization, control,monitoring and review of the preventive and protective measures.’ So even if the taskof risk management is delegated, it is ultimately the responsibility of the managementwithin any business to ensure it is effectively completed.

• Once hazards have been identified, the associated risks evaluated and steps taken tominimize the potential effects, the next step for an employer is to clearly and effectivelycommunicate the risk assessment process and content to relevant parties.

• The process of communication is more effectively achieved if the relevant persons areinvolved with the risk assessment process at every stage. The person carrying out anactivity or task is often best placed to provide details on the associated hazards andrisks and should participate fully in the completion of the risk assessment.

How do you plan for a risk assessment?In general, determine:• What the scope of your risk assessment will be (e.g., be specific about what

you are assessing such as the lifetime of the product, the physical area wherethe work activity takes place, or the types of hazards).

• The resources needed (e.g., train a team of individuals to carry out theassessment, the types of information sources, etc.).

• What type of risk analysis measures will be used (e.g., how exact the scale orparameters need to be in order to provide the most relevant evaluation).

• Who are the stakeholders involved (e.g., manager, supervisors, workers,worker representatives, suppliers, etc.).

• What relevant laws, regulations, codes, or standards may apply in yourjurisdiction, as well as organizational policies and procedures.

How are the hazards identified?Overall, the goal is to find and record possible hazards that may be present in your workplace. It may help to work as a team andinclude both people familiar with the work area, as well as people who are not - this way you have both the experienced andfresh eye to conduct the inspection. In either case, the person or team should be competent to carry out the assessment andhave good knowledge about the hazard being assessed, any situations that might likely occur, and protective measuresappropriate to that hazard or risk. To be sure that all hazards are found:

• Look at all aspects of the work.

• Include non-routine activities such as maintenance, repair, or cleaning.

• Look at accident / incident / near-miss records.

• Include people who work off site either at home, on other job sites, drivers, teleworkers, with clients, etc.

• Look at the way the work is organized or done (include experience of people doing the work, systems being used, etc).

• Look at foreseeable unusual conditions (for example: possible impact on hazard control procedures that may be unavailable inan emergency situation, power outage, etc.).

• Determine whether a product, machine or equipment can be intentionally or unintentionally changed (e.g., a safety guard thatcould be removed).

• Review all of the phases of the lifecycle.

• Examine risks to visitors or the public.

• Consider the groups of people that may have a different level of risk such as young or inexperienced workers, persons withdisabilities, or new or expectant mothers.

TYPES OF RISK ASSESSMENTSThere are several different types of risk assessments used by health andsafety (H&S) professionals and those with H&S responsibilities. You maydecide to use only one of these, or you may use several different typesfor different purposes. Different approaches to risk assessments caneven be used within a single assessment.1. Qualitative Risk Assessments:• Most risk assessments will fall under this category. When carrying out a

qualitative assessment, the assessor will use their personal judgementto identify hazards around the workplace, assess risks and plan controlmeasures.

• Risks may be classed as high, medium or low-level after the assessorhas considered both the probability and severity of the risk in question.

2. Quantitative Risk Assessments• This type of risk assessment uses quantitative tools and techniques to measure the level of

risks. A risk matrix may be used so that a value can be assigned to the likelihood andseverity of risks. For example, you might use a 3×3 matrix with the following values:

3×3 Risk Matrix — ProbabilityHighly Unlikely = 1Likely = 2Highly Likely = 33×3 Risk Matrix — SeveritySlight = 1Serious = 2Major = 3• To calculate the level of risk, the following equation can then be used:Risk = Severity x Likelihood• There are also other options for risk matrices, such as the 5×5 matrix. The values you use

will depend on personal preference and the variability you need in risk levels.

Risk Assessment Matrix 3 by 3 Risk Assessment Matrix 5 by 5Risk Assessment Matrix 4 by 4

3. Generic Risk Assessments• Generic risk assessments assess the hazards and risks involved in work tasks and

activities. They can be used in different locations and by different companies foractivities that are the same/similar, so they’re often used as risk-assessment templates.This allows you to reduce duplication in your risk-management processes.

• However, when using a generic risk assessment, it’s important to note that everyworkplace and activity will be slightly different, and any differences can affect theaccuracy and relevancy of these risk assessments. To ensure generic assessments arerelevant and that they’re going to be effective at mitigating risks, you need to reviewthem and adjust or update them accordingly.

4. Dynamic Risk Assessments• Dynamic risk assessments are carried out on the spot, during unforeseen

circumstances. If there are sudden, significant changes to the health and safety of theworkplace or work activities, written risk assessments may not be applicable. Risks mayneed to be considered on the spot to assess whether it’s safe for work to continue.

5. Site-Specific Risk Assessments• These are the most important types of risk assessments, as they’re carried out for a

specific activity in a specific location. This means they’re completely relevant andshould be effective at eliminating or controlling risks and keeping people safe. Think ofthese risk assessments like taking a deep dive into the health and safety of differentactivities and work sites.

• These assessments may be completed after carrying out generic risk assessments togain a better understanding of hazards and risk-control methods in the workplace.

• You’re legally required to take reasonable steps to mitigate risks and protect peoplefrom harm. Site-specific risk assessments can help you plan and implement controlmeasures proportionate to the level of risk.

• As the most thorough method of risk assessment, they can help you keep yourworkforce and members of the public safe and protect your business from the legalliability and reputational damage that comes with health and safety breaches.

STEPS TO RISK ASSESSMENT?Step 1: Identify hazards, i.e. anything that may cause harm.• It is important to firstly identify any potential hazards within a workplace that may cause harm

to anyone that comes into contact with them. They may not always be obvious so some simple steps you can take to identify hazards are:

• Observation: Walking around your workplace and looking at what activities, tasks, processes or substances used could harm your employees (or others)

• Looking back over past accidents and ill-health records as they may identify less obvious hazards

• Checking manufacturers’ data sheets, instructions, information and guidance• Consulting with employees (and others) who are carrying out the activities, tasks or processes.• It may be useful to group hazards into five categories, namely physical, chemical, biological,

ergonomic and psychological. E.g. Physical: e.g. lifting, awkward postures, slips and trips, noise, dust, machinery, computer

equipment, etc.Psychological : e.g. excess workload, long hours, working with high-need clients, bullying, etc. Chemical: e.g. asbestos, cleaning fluids, aerosols, etc.Biological: including tuberculosis, hepatitis and other infectious diseases faced by healthcare

workers, home care staff and other healthcare professionals.

Step 2: Decide who may be harmed, and how.• Identifying who is at risk starts with your organization's own full- and part-time

employees. Employers must also assess risks faced by agency and contract staff, visitors,clients and other members of the public on their premises.

• Employers must review work routines in all the different locations and situations wheretheir staff are employed. For example:Home care supervisors must take due account of their client's personal safety in the

home, and ensure safe working and lifting arrangements for their own home care staff.In a supermarket, hazards are found in the repetitive tasks at the checkout, in lifting

loads, and in slips and trips from spillages and obstacles in the shop and storerooms.Staff face the risk of violence from customers and intruders, especially in the evenings.In call centers, workstation equipment (i.e. desk, screen, keyboard and chair) must be

adjusted to suit each employee.• Employers have special duties towards the health and safety of young workers, disabled

employees, night workers, shift workers, and pregnant or breastfeeding women.

Step 3. Evaluate risk severity and establish precautions• After identifying any hazards and who might be affected, it is important to evaluate the

severity the risk may present (should it occur) and establish suitable and effectivecontrols to reduce this level of risk as far as is ‘reasonably practicable’. This means thateverything possible is done to ensure health and safety considering all relevant factorsincluding:Likelihood that harm may occurSeverity of harm that may occurKnowledge about eliminating, reducing or controlling hazards and risksAvailability of control measures designed to eliminate, reduce or suitably control or the

riskCosts associated with available control measures designed to eliminate, reduce or

suitably control or the risk• Assessing the severity of a risk requires an evaluation of the likelihood of an occurrence

and how substantial the consequences that it may cause. Some factors affecting thisevaluation include the duration and frequency of exposure, number of personsaffected, competence of those exposed, the type of equipment and its condition, andavailability of first-aid provision and/or emergency support.

Step 4. Implement changes and record your findings• If a workplace has five or more individuals, significate findings of the risk

assessments are required to be kept either electronically or in writing. Recordingyour findings on a risk assessment form is an easy way to keep track of the risksand control measures put in place to reduce the identified risk. The formincludes:What hazards were foundPerson(s) or groups affectedThe controls put in place to manage risks and who is monitoring themWho carried out the assessmentOn what date the assessment was done.• It is sensible to ensure the risk assessment is proportionate to the activity or task

being carried out and this can often be a straightforward process for generictasks.

• Step 5. Review your assessment and reassess if necessary• Employers should periodically review the assessment and if

necessary, re-assess any controls in place.• A good guide as to when you may need to review your

processes are:• After any significant change within the workplace or process in

question• After an accident or ill-health incident has occurred• After near-misses have been reported.

HOW DO YOU KNOW IF THE HAZARD WILL CAUSE HARM (POSES A RISK)?Each hazard should be studied to determine its' level of risk. To research the hazard, you can look at:• Product information / manufacturer documentation.• Past experience (knowledge from workers, etc.).• Legislated requirements and/or applicable standards.• Industry codes of practice / best practices.• Health and safety material about the hazard such as safety data sheets (SDSs), research studies, or other manufacturer

information.• Information from reputable organizations.• Results of testing (atmospheric or air sampling of workplace, biological swabs, etc.).• The expertise of an occupational health and safety professional.• Information about previous injuries, illnesses, near misses, incident reports, etc.• Observation of the process or task.Remember to include factors that contribute to the level of risk such as:• The work environment (layout, condition, etc.).• The systems of work being used.• The range of foreseeable conditions.• The way the source may cause harm (e.g., inhalation, ingestion, etc.).• How often and how much a person will be exposed.• The interaction, capability, skill, experience of workers who do the work.

How are risks ranked or prioritized?• Ranking or prioritizing hazards is one way to help determine which risk is the

most serious and thus which to control first. Priority is usually established bytaking into account the employee exposure and the potential for incident, injuryor illness. By assigning a priority to the risks, you are creating a ranking or anaction list.

• There is no one simple or single way to determine the level of risk. Nor will asingle technique apply in all situations. The organization has to determine whichtechnique will work best for each situation. Ranking hazards requires theknowledge of the workplace activities, urgency of situations, and mostimportantly, objective judgement.

• For simple or less complex situations, an assessment can literally be a discussionor brainstorming session based on knowledge and experience. In some cases,checklists or a probability matrix can be helpful. For more complex situations, ateam of knowledgeable personnel who are familiar with the work is usuallynecessary.

What are methods of hazard control?Once you have established the priorities, the organization can decide on ways tocontrol each specific hazard. Hazard control methods are often grouped into thefollowing categories:• Elimination (including substitution).• Engineering controls.• Administrative controls.• Personal protective equipment.Why is it important to review and monitor the assessments?• It is important to know if your risk assessment was complete and accurate. It is

also essential to be sure that any changes in the workplace have not introducednew hazards or changed hazards that were once ranked as lower priority to ahigher priority.

• It is good practice to review your assessment on a regular basis to make sure yourcontrol methods are effective.

What documentation do you need?• It is a misconception that risk assessments inherently involve a vast amount of

paperwork. It can be as straight forward as completing a basic risk assessment form formany generic tasks or activities.

• There is no set amount of time that you are required to retain the risk assessment, butit is best practice to keep it as long as is considered relevant to a particular task oractivity.

• The level of documentation or record keeping will depend on:Level of risk involved.Legislated requirements.Requirements of any management systems that may be in place.• Your records should show that you:Conducted a good hazard review.Determined the risks of those hazards.Implemented control measures suitable for the risk.Reviewed and monitored all hazards in the workplace.