A 5-Step Guide to Workplace Risk Assessment

Maintaining a safe workplace is a legal requirement for all businesses. And while different working environments come with different risks, every risk must be recorded and mitigated to help create a safe space for all.

One of the fundamental tools used to maintain health and safety standards is a workplace risk assessment. Whether you’re an employer, a manager, or an employee, understanding the importance and process of risk assessments is crucial. This guide will walk you through the basics of risk assessments to help you manage safety in your own organisation.

What is a workplace risk assessment?

A workplace risk assessment is a systematic process used to identify potential hazards, evaluate the risks associated with them, and determine appropriate control measures. Put simply, it’s about understanding what could cause harm in your workplace and taking steps to prevent that harm from happening.

Workplace risk assessments are not just paperwork; they are a vital part of creating a safe work environment. The Health and Safety Executive (HSE) defines a hazard as anything that could cause harm, from slippery floors and noisy environments to chemicals and electricity. Risk is the likelihood of that harm occurring and the potential severity of the consequences.

Why are Risk Assessments Important?

Risk assessments are crucial in ensuring the health and safety of employees and others in the workplace. By systematically identifying potential hazards and evaluating the risks associated with them, employers can implement reasonable control measures to eliminate or minimize those risks. This proactive approach helps in reducing the likelihood of accidents and injuries, which can lead to costly lawsuits, lost productivity, and damage to the company’s reputation.

Moreover, conducting regular risk assessments is not just a best practice but a legal requirement. Employers who fail to comply with these regulations can face significant fines and penalties. By prioritising risk assessments, businesses can create a safer work environment, protect their workforce, and ensure compliance with health and safety laws.

The 5-step risk assessment process

Carrying out a workplace risk assessment can seem daunting, but following some key steps can make the process smoother and more effective. Follow these five workplace risk assessment steps:

In environments where hazardous substances are present, it is necessary to conduct a Control of Substances Hazardous to Health Assessment (COSHH) to ensure safe handling and compliance with legal obligations.

1. Identify hazards

Walk through the workplace and identify anything that could cause harm, such as equipment, substances, work activities, slips, trips, or manual handling tasks. Speak with employees to uncover potential risks that may not be immediately obvious.

2. Determine who is at risk

Consider everyone who may be affected, including employees, contractors, visitors, and members of the public. Pay particular attention to vulnerable groups such as young workers, expectant mothers, and people with disabilities.

3. Evaluate and control

Assess how likely each hazard is to cause harm and how severe the consequences could be. Eliminate risks where possible, or put appropriate control measures in place to reduce them to an acceptable level.

4. Record your findings

Document the hazards identified, who may be at risk, and the control measures implemented. Keeping accurate records helps demonstrate compliance and provides a useful reference for future reviews.

5. Ongoing Review

Risk assessments should be updated whenever there are significant workplace changes (such as new processes or equipment), following an incident, or as part of a regular review cycle to ensure controls remain effective.

Risk assessments are a fundamental part of maintaining a safe workplace. By identifying hazards, evaluating risks, and implementing control measures, employers can fulfil their legal duties and protect their workers. Remember, a risk assessment is not just a formality—it’s a proactive step towards ensuring a healthy and safe working environment.

For more detailed guidance, visit the Health and Safety Executive’s official risk assessment guide and ensure your workplace stays compliant and safe.

Common workplace hazards to assess

Every workplace is different and will have its own risks to be aware of, but there are some common points to assess when conducting your risk assessment at work.

The table below highlights some common workplace hazards and what you should assess:

Identifying hazards is only part of the process. Once risks have been assessed, appropriate control measures should be introduced, whether that's training, safer working practices, or ensuring employees have access to the correct managed hi-vis and protective workwear.

Health and safety risk assessments for small businesses

All businesses need to carry out workplace risk assessments, but the way this may look can depend on the size of the business. Larger organisations may have dedicated health and safety teams and more complex assessment processes, but if you’re a smaller business, you still have a legal responsibility to keep your employees, customers, and place of work safe. 

If your business has five or more employees, any risk assessment findings must be formally documented. You should also review your assessment when significant workplace changes occur, such as introducing new equipment, changing processes, or following an incident.

Conducting a health and safety risk assessment may seem overwhelming for small businesses, but your assessment only needs to be proportionate to the level of risk in your workplace. Keeping up with regular checks and staff input, alongside using templates to identify and record your findings can all help support compliance.

Seasonal and winter working risk assessments

The winter months bring additional hazards that may require updated control measures compared to other times of year. Common winter workplace hazards include:

• Icy walkways, car parks, and entrances that increase slip and trip risks 
• Reduced visibility during darker mornings and evenings 
• Cold temperatures that can affect concentration, dexterity, and wellbeing 
• Snow, ice, and adverse weather that impact travel and outdoor working conditions

A winter working risk assessment should consider these seasonal hazards and whether existing control measures remain suitable. Once these risks have been identified, ensure workers have suitable clothing and PPE, including managed hi-vis and protective workwear where required, particularly when working outdoors or at night. 

Be sure to update your assessments regularly to check existing measures remain effective throughout winter. Regular reviews can help identify emerging risks and ensure employees remain protected as weather conditions change.

Reviewing and updating your risk assessment

Review your workplace risk assessment annually as a minimum, and whenever significant changes, new equipment, or workplace incidents occur.

Workplace risk assessments are a fundamental part of maintaining a safe working environment. By identifying hazards, evaluating risks, and implementing control measures, employers can fulfil their legal duties and protect their workers. 

Remember, a risk assessment is not just a formality, but a proactive step towards ensuring a healthy and safe working environment. For more detailed guidance, visit the Health and Safety Executive’s official risk assessment guide and ensure your workplace stays compliant and safe.

Reducing risks in the workplace with phs Besafe

A workplace risk assessment is only effective if the right control measures are put in place and maintained over time. Where PPE has been identified as a way to reduce risk, it's important to ensure these garments remain clean, compliant, and fit for purpose.

At phs Besafe, our managed hi-vis and protective workwear service helps businesses support their workplace risk assessments with PPE that’s professionally maintained, regularly inspected, and ready when workers need it. Alongside a managed laundry service, this helps ensure garments continue to provide the protection they were designed for.

Learn more about our laundry service and how we can help you manage risks in the workplace.

Frequently Asked Questions

1. What is a risk assessment at work? 

A workplace risk assessment is a process used to identify potential hazards, evaluate the risks they present, and implement control measures to reduce or eliminate them. It helps employers protect workers, visitors, and others while meeting their health and safety responsibilities.

2. What are the 5 steps of a workplace risk assessment? 

The five steps of a risk assessment are: identify hazards, decide who could be harmed, evaluate risks and implement control measures, record your findings, and regularly review and update the assessment to ensure it remains effective.

3. How often should a risk assessment be reviewed? 

Risk assessments should be reviewed regularly and whenever significant changes occur, such as new equipment, updated work processes, workforce changes, or workplace incidents. The HSE recommends reviewing assessments at least annually to keep them relevant and effective.

4. Do small businesses need a written risk assessment? 

Yes. All businesses must assess workplace risks, regardless of size. However, businesses with five or more employees are legally required to keep a written record of their risk assessment findings and any control measures implemented.

5. What does the HSE guide to risk assessment cover? 

The HSE risk assessment guidance explains how to identify workplace hazards, assess who may be at risk, evaluate and control risks, record findings, and review assessments. It provides practical advice to help employers comply with health and safety duties.

6. What is a personal risk assessment?