How to Conduct a Risk Assessment (Step-by-Step Guide)
Introduction
As a Safety Officer, your primary responsibility is to ensure a safe working environment by identifying, evaluating, and mitigating workplace hazards. A structured risk assessment is the foundation of an effective Occupational Health and Safety (OHS) program.
This guide provides a step-by-step risk assessment methodology, including practical examples relevant to various industries. It aligns with international safety standards (ISO 45001, OSHA, ILO) and best practices for workplace safety management.
Step 1: Hazard Identification
What is a Hazard?
A hazard is any source, situation, or act that has the potential to cause harm in terms of:
- Physical injury (e.g., slips, falls, machinery accidents)
- Health issues (e.g., chemical exposure, repetitive strain injuries)
- Psychological harm (e.g., workplace stress, harassment)
Methods to Identify Hazards
- Workplace Inspections – Regular walkthroughs to spot unsafe conditions.
- Employee Consultations – Workers often recognize risks that management may overlook.
- Review Incident Reports – Analyze past accidents to identify recurring hazards.
- Job Safety Analysis (JSA) – Break down tasks to identify risks at each step.
- Review Safety Data Sheets (SDS) – For chemical hazards.
5 Real-World Hazard Examples
| Industry | Hazard Example | Potential Harm |
|---|---|---|
| Construction | Unguarded scaffolding | Falls from height |
| Manufacturing | Moving machine parts without guards | Amputation, crush injuries |
| Healthcare | Exposure to bloodborne pathogens | Infections (HIV, Hepatitis) |
| Office | Poor ergonomic workstation setup | Musculoskeletal disorders (MSDs) |
| Oil & Gas | Flammable gas leaks | Fire, explosions |
Safety Officer’s Action Plan
✔ Conduct daily/weekly safety inspections.
✔ Use checklists based on industry standards.
✔ Encourage employee hazard reporting.
Step 2: Determine Who is at Risk
Who Could Be Affected?
- Employees (full-time, part-time, temporary)
- Contractors & Visitors
- Public (if workplace is near residential areas)
5 Examples of At-Risk Groups
| Hazard | At-Risk Group | Potential Impact |
|---|---|---|
| Forklift operations | Warehouse workers, pedestrians | Crush injuries |
| Loud machinery noise | Factory workers | Hearing loss (NIHL) |
| Chemical spills | Lab technicians, cleaners | Poisoning, burns |
| Workplace violence | Retail staff, security | Physical/psychological trauma |
| Confined space entry | Maintenance workers | Asphyxiation, entrapment |
Safety Officer’s Action Plan
✔ Identify vulnerable workers (new hires, pregnant employees, disabled staff).
✔ Conduct role-specific risk assessments.
✔ Implement targeted safety training.
Step 3: Risk Evaluation & Control Measures
Risk = Likelihood × Severity
Use a risk matrix to prioritize hazards:
| Risk Level | Action Required |
|---|---|
| High | Immediate action, stop work if necessary |
| Medium | Schedule controls, monitor closely |
| Low | Maintain existing controls |
Hierarchy of Controls (Most to Least Effective)
- Elimination – Remove the hazard completely.
- Substitution – Replace with a safer alternative.
- Engineering Controls – Machine guards, ventilation.
- Administrative Controls – Training, signage, job rotation.
- PPE – Last line of defense (helmets, gloves, masks).
5 Risk Control Examples
| Hazard | Control Measure | Control Type |
|---|---|---|
| Fall hazards | Install guardrails, safety nets | Engineering |
| Chemical exposure | Use less toxic alternatives | Substitution |
| Repetitive strain | Job rotation, ergonomic tools | Administrative |
| Electrical hazards | Lockout/Tagout (LOTO) procedures | Engineering |
| Respiratory risks | Provide N95 masks | PPE |
Safety Officer’s Action Plan
✔ Apply the hierarchy of controls systematically.
✔ Ensure controls are feasible and effective.
✔ Train employees on new safety protocols.
Step 4: Documenting the Risk Assessment
Why Documentation is Crucial
- Legal compliance (OSHA, ISO 45001, local regulations)
- Evidence for audits & inspections
- Reference for future risk assessments
Key Elements of a Risk Assessment Report
- Hazard description
- Persons at risk
- Existing controls
- Risk rating (before & after controls)
- Recommended actions
5 Documentation Examples
| Hazard | Risk Level | Control Implemented |
|---|---|---|
| Forklift collisions | High | Speed limits, training, floor markings |
| Office fire risk | Medium | Fire extinguishers, evacuation drills |
| Noise exposure | High | Hearing protection, noise barriers |
| Manual handling | Medium | Mechanical aids, lifting training |
| Stress & burnout | Low-Medium | Mental health programs, workload adjustments |
Safety Officer’s Action Plan
✔ Use standardized templates for consistency.
✔ Store records electronically for easy access.
✔ Share findings with management & workers.
Step 5: Review & Update the Risk Assessment
When Should You Review?
✅ After an incident/near-miss
✅ When new equipment/processes are introduced
✅ Changes in legislation
✅ Feedback from workers
✅ Scheduled periodic reviews (e.g., annually)
5 Review Scenario Examples
| Change Trigger | Review Action Needed |
|---|---|
| New construction site layout | Reassess fall hazards, emergency exits |
| Introduction of AI monitoring | Evaluate privacy & stress risks |
| Updated chemical inventory | Check SDS, update PPE requirements |
| Increase in shift hours | Assess fatigue-related risks |
| Worker injury report | Investigate root cause, adjust controls |
Safety Officer’s Action Plan
✔ Set automatic review reminders.
✔ Conduct post-incident analysis.
✔ Stay updated on industry safety trends.
Conclusion: Best Practices for Safety Officers
- Proactive Hazard Hunting – Don’t wait for accidents; actively seek risks.
- Engage Employees – Workers are your best source of hazard information.
- Follow the Hierarchy of Controls – Prioritize elimination over PPE.
- Keep Detailed Records – Documentation protects you and the company.
- Continuous Improvement – Regularly update assessments based on new data.
By following this structured risk assessment process, you ensure legal compliance, reduce workplace injuries, and promote a strong safety culture.
FAQs
1. What is a Risk Assessment?
A risk assessment is a systematic process of identifying workplace hazards, evaluating risks, and implementing control measures to prevent injuries, illnesses, or accidents.
Key Components:
- Hazard Identification (What can cause harm?)
- Risk Evaluation (How severe and likely is the harm?)
- Control Measures (How can we reduce or eliminate the risk?)
- Documentation & Review (Recording findings and updating assessments)
Why is it Important?
- Legal requirement (OSHA, ISO 45001, local regulations)
- Prevents workplace injuries & fatalities
- Reduces financial losses (fines, compensation claims)
2. Who is Responsible for Conducting a Risk Assessment?
The employer is legally responsible, but as a Safety Officer, you play a crucial role in:
✔ Leading the risk assessment process
✔ Training employees on hazard recognition
✔ Ensuring compliance with safety regulations
Other Key Stakeholders:
- Managers/Supervisors – Must enforce safety controls
- Employees – Should report hazards and follow safety procedures
- Safety Committee – Helps review and improve risk assessments
3. How Often Should a Risk Assessment Be Reviewed?
Risk assessments should be reviewed:
✅ Annually (minimum requirement)
✅ After an accident/near-miss
✅ When introducing new equipment, processes, or chemicals
✅ If legislation changes
✅ When employees report new hazards
Example:
If a factory installs a new machine, the risk assessment must be updated to include:
- New hazards (e.g., entanglement, noise)
- Required safety guards & training
4. What’s the Difference Between a Hazard and a Risk?
| Term | Definition | Example |
|---|---|---|
| Hazard | A potential source of harm | Unguarded machinery |
| Risk | The likelihood & severity of harm from the hazard | High risk of amputation if hands are near moving parts |
Safety Officer’s Role:
- Identify hazards first
- Then assess the level of risk they pose
5. What is a Risk Matrix? How is it Used?
A risk matrix helps prioritize risks based on likelihood and severity.
Sample Risk Matrix:
| Severity → Likelihood ↓ | Minor | Moderate | Major | Catastrophic |
|---|---|---|---|---|
| Rare | Low | Low | Medium | High |
| Unlikely | Low | Medium | High | Extreme |
| Possible | Medium | High | High | Extreme |
| Likely | High | High | Extreme | Extreme |
| Almost Certain | High | Extreme | Extreme | Extreme |
How to Use It:
- Rate each hazard’s likelihood (e.g., “Possible”)
- Rate its severity (e.g., “Major”)
- Find the intersection to determine risk level
Final Summary for Safety Officers
Document everything – Protects you and the company.
Risk assessments are legally required – Don’t skip them.
Involve employees – They know the real risks.
Use the hierarchy of controls – Eliminate hazards first.
Review regularly – Update when workplace conditions change.
Classification of Fire – Understanding Different Types of Fire (Based on International Standards)
Types of Workplace Hazards: A Detailed Categorization
Near-Miss vs Accident vs Incident
Unsafe Act vs Unsafe Condition: Key Differences with Industry Examples
