This section covers the crucial steps of recording your risk assessment findings and regularly reviewing your assessment to maintain a safe workplace.
**Step 4: Record Your Findings**
The extent of your documentation depends on the size of your workforce. If you have fewer than five employees, a written record isn’t legally required, but it’s highly recommended for future reference. For businesses with five or more employees, documenting your risk assessment is mandatory. This involves noting significant hazards identified and the conclusions you’ve reached regarding those hazards. For example:
* **Electrical Installations:** Insulation and earthing checked and found to be satisfactory.
* **Welding Fumes:** Local exhaust ventilation is provided and regularly inspected.
It is also imperative to communicate your findings to your employees so they are aware of the identified hazards and corresponding control measures.
**Strive for ‘Suitable and Sufficient,’ Not Perfection.**
Your risk assessment needs to be thorough enough to demonstrate that:
* A comprehensive check was performed.
* You considered all individuals who might be at risk.
* You addressed all significant and obvious hazards, taking into account the number of potentially affected individuals.
* The implemented precautions are reasonable, and the remaining risk is minimal.
Maintain your written records for future consultation. They can be invaluable during inspections by Health and Safety officials or in the event of legal proceedings related to civil liability. Furthermore, they serve as a reminder to monitor specific hazards and precautions consistently. Ensure that new employees review the documentation to understand the safety protocols in place.
To simplify the process, you can reference existing documents like manuals, health and safety policy statements, company rules, working instructions, health and safety procedures, and fire safety protocols. You don’t need to duplicate information already documented elsewhere; simply reference it appropriately within your risk assessment.
**Step 5: Review and Revise Your Assessment**
As your business evolves, you’ll likely introduce new machinery, substances, or procedures that may create new hazards. When significant changes occur, update your risk assessment accordingly. Minor, trivial changes don’t necessitate an immediate amendment. However, any change or new job that introduces significant new hazards must be thoroughly evaluated, and appropriate measures implemented to mitigate the risks.
Regularly reviewing your risk assessment is a good practice to ensure that existing precautions remain effective and relevant. This proactive approach ensures continuous improvement in workplace safety.