A risk assessment is the process of identifying potential hazards in the workplace, evaluating the level of risk they pose, and implementing measures to control or eliminate them. It is a vital part of any organisation’s health and safety strategy. Regular assessments help protect your team, reduce risks, and create a safer, more productive workplace environment.
At Veriforce CHAS, we help organisations by providing a framework for clear, effective health and safety assessments that meet industry standards and best practices. In this guide, we’ll identify occasions when a risk assessment is necessary and explain what can prompt a new assessment, supporting you in proactively managing workplace safety.
When Is a Risk Assessment Necessary? Key Times To Conduct Assessments
Knowing when to carry out a risk assessment in any workplace is crucial for maintaining a safe, compliant environment. Regular risk assessments help protect employees, contractors, and visitors from potential hazards. Here are the key times organisations should conduct a risk assessment to stay proactive and meet UK health and safety standards.
1. Starting New Activities Or Processes
Introducing new tasks, machinery, or activities brings potential risks. Conducting a risk assessment at the outset helps employers identify hazards and implement safe practices from the beginning. This is especially critical in high-risk fields like construction and manufacturing.
Why It’s Necessary:
Identifying risks early allows organisations to set up specific controls and communicate precautions to their team before starting operations. This may include training, providing personal protective equipment (PPE), or adjusting workflows to enhance safety.
Example:
When installing new machinery, assess risks related to its operation, maintenance, and storage. This ensures team members are prepared with the knowledge and tools to handle equipment safely, reducing the chance of injury from improper use.
2. Making Changes To Existing Activities
Changes in the workplace can create new hazards. That can include adding new equipment, adjusting processes, or altering layouts. By updating risk assessments before these changes take effect, organisations can ensure that existing safety controls remain effective and that any new risks are managed.
Why It’s Necessary:
Even minor changes can impact safety. New equipment might require different handling techniques, and layout adjustments could introduce new risks, like obstructed walkways. Reassessing the environment helps confirm that safety measures stay effective.
Example:
If a manufacturing facility upgrades to a higher-speed conveyor belt, it should update its risk assessment. New safety measures may include employee training, clear access pathways, and emergency stop systems.
3. Introducing New Substances Or Hazardous Materials
Conducting a fresh risk assessment is vital when workplaces introduce new chemicals or hazardous substances. Regulations like COSHH (Control of Substances Hazardous to Health) set standards to minimise exposure risks when handling these materials.
Why It’s Necessary:
New substances can pose health risks, from respiratory issues to chemical burns. Risk assessments help put appropriate controls in place, such as ventilation, PPE, and safe storage. COSHH regulations also require safety data sheets for these substances, along with documented handling procedures that staff understand.
Example:
If a cleaning company introduces a stronger disinfectant, it needs to assess how employees will handle and store it safely. This includes reviewing ventilation needs, PPE requirements, and procedures for accidental exposure.
Related Reading: What Is COSHH? Hazardous Substance Control Explained
4. Onboarding New Or Returning Team Members
New or returning team members may be unfamiliar with safety protocols. Each person brings unique needs, especially vulnerable groups like young workers, pregnant employees, and those with disabilities.
Tailored risk assessments for these individuals can help reduce workplace injuries and illnesses. In 2021/22, such incidents cost businesses £20.7 billion — 63% (£13.1 billion) due to ill health and 37% (£7.7 billion) from injuries.
Source: https://www.hse.gov.uk/statistics/cost.htm
Why It’s Necessary:
Different team members face different risks based on experience, physical ability, or specific needs. Tailored risk assessments can help reduce accidents and improve the overall safety of the work environment.
Example:
When hiring young apprentices, employers should assess their supervision needs, training requirements, and suitability for tasks with specific hazards. This helps ensure new team members can work safely from day one.
5. Following Incidents Or Near Misses
Any accident or near miss signals that safety measures may need reinforcement. Reviewing a risk assessment after an incident can help identify the cause and determine additional controls to prevent future occurrences. In 2023/24, 138 workers lost their lives in work-related accidents, while 604,000 workers sustained a self-reported non-fatal injury in the workplace. These figures highlight the critical need for ongoing safety checks to protect workers and reduce risks.
Why It’s Necessary:
Investigating and updating risk assessments after an incident addresses immediate risks and reinforces a proactive safety culture. Documenting “near misses” is also important, as recommended by the HSE, since these events often highlight potential hazards before actual accidents occur.
Example:
Following a forklift accident in a warehouse, a risk assessment might reveal issues like insufficient driver training, poor signage, or narrow pathways. Identifying these factors enables corrective actions to prevent future incidents.
6. Periodic Reviews Based On Risk Level
Regular reviews of risk assessments are essential, particularly in high-risk environments. The frequency of the review should match the specific risks of each workplace, with industries like construction and manufacturing needing more frequent assessments due to their higher risk levels.
Why It’s Necessary:
Periodic assessments help keep safety measures up-to-date and effective. Regular reviews also support compliance with changing regulations and reduce the risk of incidents caused by overlooked hazards.
Example:
On a construction site, frequent risk assessments might be needed as the project progresses from excavation to structural work and finishing stages. Each phase introduces new hazards that require updated safety measures to address changing risks and conditions.
7. In Response To Alerts Of New Hazards
Indicators like rising sickness rates, stress complaints, or high staff turnover can point to underlying safety issues. Conducting a timely risk assessment in response to these factors helps organisations proactively identify and manage potential risks.
Why It’s Necessary:
Employee well-being and turnover rates often reflect workplace conditions. Conducting a risk assessment when these issues arise helps identify potential problems, such as ergonomic strain, poor air quality, or workplace stress. Addressing these concerns early prevents them from developing into more serious issues.
Example:
If several employees report repetitive strain injuries, an ergonomics-focused assessment may be needed. This assessment can reveal the need for improved workstations, regular breaks, or alternative tools.
Related Reading: A Guide to Hazard Identification and Management
Is A Risk Assessment Legally Required For Every Workplace?
Yes, all employers in the UK are legally required to conduct risk assessments under the Management of Health and Safety at Work Regulations 1999. This requirement ensures that workplaces systematically identify hazards, evaluate risks, and put suitable controls in place to protect everyone affected. This obligation applies to all types of workplaces, from low-risk offices to high-risk environments like construction and manufacturing.
Related Reading: Why Are Risk Assessments Important?
How Often Should Risk Assessments Be Reviewed?
The frequency of risk assessment reviews should align with the specific risk level and conditions of the workplace. For high-risk environments, such as construction sites or manufacturing facilities, reviews should occur more frequently to address changing conditions and potential hazards.
A review once a year may be sufficient in lower-risk settings like offices. However, any significant changes, such as introducing new processes or equipment, should trigger an immediate review to maintain safety and compliance.
Who Is Responsible for Conducting A Risk Assessment?
Employers hold ultimate responsibility for ensuring risk assessments are conducted. However, they can delegate this task to a qualified health and safety officer. The assessor should have the necessary knowledge, training, and experience to identify hazards, evaluate risks, and recommend effective safety measures.
Do Risk Assessments Need To Be Documented?
UK law requires that risk assessments be documented if an organisation has five or more employees. This documentation provides a written record of identified hazards, control measures, and the safety strategies in place. Even smaller organisations are encouraged to document their assessments, as it creates a clear record for review and updates when needed. Keeping risk assessments documented also promotes transparency, making it easier to communicate safety measures to employees and inspectors.
Related Reading: The 5 Steps to Risk Assessment Explained
Do I Need a New Risk Assessment For Each Project Or Site?
A new risk assessment is needed for each project or site, especially if hazards and risk levels vary. Each location has its own conditions, materials, and activities that need a customised assessment. Site-specific risk assessments help ensure the right safety measures are in place, keeping everyone safe and meeting legal requirements. For similar projects, you can adjust existing risk assessment templates to fit new situations.
What Happens If A Business Fails To Conduct A Risk Assessment?
If a business fails to conduct risk assessments or keep accurate records, it can face serious legal and operational consequences. The Health and Safety Executive (HSE) may impose fines or prosecute for non-compliance, especially if an incident occurs. Beyond legal issues, neglecting risk assessments can lead to workplace injuries, increased absenteeism, and loss of productivity. It may also drive up insurance premiums and harm the organisation’s reputation.
Ready to Strengthen Your Organisation’s Safety Practices? When you join Veriforce CHAS, risk assessments become streamlined, effective, and tailored to your needs. Our expert team ensures your assessments are clear and compliant with industry standards.
You can also download our free risk assessment template to get started. This template makes it easy to create safe, compliant assessments that protect your team and your business.
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