What are the best practices for documenting and communicating your risk assessment findings?

1 Identify the hazards

In order to conduct a risk assessment, the first step is to identify any potential hazards that may exist or arise in the office. This can be done by inspecting the premises, equipment, and work activities, as well as consulting with colleagues, managers, and health and safety representatives. Common office hazards may include inadequate lighting, ventilation, or temperature control; faulty electrical wiring, outlets, or equipment; cluttered or obstructed walkways, stairs, or exits; unstable or poorly maintained furniture, shelves, or cabinets; improper or excessive use of computers, keyboards, mice, or phones; lack of emergency procedures, equipment, or signage; and high workload, tight deadlines, or interpersonal conflicts.

2 Assess the risks

The next step is to assess the risks associated with each hazard, which means evaluating how likely and how severe the harm could be if the hazard is not controlled. You can use a simple matrix to rank the risks as low, medium, or high, based on the frequency and consequence of exposure. For example, a low risk could be a minor injury that occurs rarely, while a high risk could be a serious injury that occurs frequently. You should also consider the number of people who could be affected by the hazard, and any specific factors that could increase the vulnerability of certain groups, such as pregnant women, disabled workers, or young workers.

3 Control the risks

The third step in controlling risks is to implement suitable measures to eliminate or minimize the hazards. To do this, it is important to follow the hierarchy of control, which prioritizes the most effective and reliable methods over the least effective and reliable ones. This hierarchy includes elimination, substitution, engineering, administrative, and personal protective equipment (PPE) measures. Elimination involves removing the hazard completely, such as replacing faulty equipment or removing unnecessary furniture. Substitution involves replacing the hazard with a less risky option, such as using wireless devices instead of cords or cables. Engineering involves isolating or modifying the hazard to reduce the exposure, such as installing guards, barriers, or ventilation systems. Administrative measures involve changing the way the work is done to limit the exposure, such as providing training, instructions, or policies. Finally, PPE involves providing or wearing appropriate equipment to protect against the hazard, such as gloves, goggles, or earplugs. It is important to consult with colleagues, managers, and health and safety representatives when choosing and applying the control measures, and to monitor and review their effectiveness regularly.

4 Document the findings

The fourth step is to document the findings of your risk assessment in a clear and concise report that summarizes the hazards, risks, and control measures. You should also include the date, the name and role of the person who conducted the risk assessment, and any recommendations for improvement or follow-up actions. You should keep the report as a record of your risk assessment process and update it whenever there are changes in the workplace, the work activities, or the control measures.

5 Communicate the findings

The final step in the risk assessment process is to ensure that the findings are communicated to all relevant parties, such as colleagues, managers, health and safety representatives, and anyone else who may be affected by the hazards or the control measures. This can be done by sharing the report and explaining the main points and actions, providing feedback and answering questions, seeking input and suggestions for improvement, providing training or guidance on how to use the control measures, displaying signs or posters to inform and remind about the hazards and the control measures, and reporting any incidents, injuries, or near misses that occur. By doing so, you can not only raise awareness but also increase compliance and foster a culture of health and safety in your office.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?