Workplace Risk Assessment Preparation

All organizations are exposed to a variety of risks. Risk is the threat that an event or action will adversely affect the company's ability to achieve its business objectives. Risk Management is the process by which risks are identified, analyzed and controlled. It is not an end in itself but a means of minimizing the costs and disruptions to operations resulting from undesired events.

A risk assessment is an important step in protecting workers and company assets. It helps to focus on the risks that really matter in the workplace. It focuses on the risks with the potential to cause real harm. In many instances, straightforward actions can sufficiently control risks, for example ensuring spillages are cleaned up promptly so people do not slip, or putting away tools after they were used to ensure people do not trip over them. For the most part that means simple, cheap and effective controls to ensure that the most valuable asset, the workforce, is protected from harm. A risk assessment is simply a careful objective evaluation of what in the work environment could cause harm to people, plant or processes.

The first step in the ten step workplace risk assessment process for health and safety purposes is preparation.

Identify the Facilitator

It is very valuable to identify the facilitator who will be facilitating the risk assessment process during the early stages as a primary step in preparing for the risk assessment. This is necessary as the facilitator can direct the scope of the risk assessment to ensure that it is not set at a too optimistic level.

Define the Scope of the Risk Assessment

The scope that included the width and depth of the risk assessment needs to be defined with the assistance of an experienced facilitator. It is important to clearly state why the risk assessment is being undertaken. In other words define the reason for the assessment and what are the expected outcomes and deliverables of the assessment. The scope should be recorded and approved as part of the mandate approval process.

Obtain a Mandate for the Risk Assessment

Before proceeding with a risk assessment exercise it is important to obtain a very clear mandate from senior management for the scope of work by getting their formal approval. Having a formal mandate that is signed by a senior executive will minimize any misunderstandings that may arise later. It will also empower the participants to request information and visit the area under assessment without difficulty.

Establish the Risk Assessment Team

As soon as possible in the process of preparing for the risk assessment, the team must be selected and appointed. A critical part in any qualitative risk assessment process is to ensure that the team conducting the assessment comprises of a vertical slice of persons from within the origination that is being assessed.

Once the team is assembled, a short preconditioning session should be embarked upon. The team should be trained on the principles, procedures and criteria used for conducting workplace risk assessments. In addition to this the training session should include a session where the team is carefully studies at least the following issues in order to sensitize them for the risk assessment that they will be embarking upon:

• The adequacy of training or knowledge required to work safely;

• Looking at the way the jobs are performed;

• Looking at the way work is organised;

• Determining the size and layout of the workplace;

• Evaluating the number and movement of all people at risk on the site;

• Determining the type of operation to be performed;

• Determining the type of machinery and plant to be used;

• Evaluating the presence of energy sources in the area to be assessed

• Examining procedures for an emergency (eg: accident, fire and rescue);

• Looking at the storage and handling of all materials and substances;

• Study previous workplace risk assessments for the area.

These activities should provide information where and which employees are likely to be at risk of incurring injury or disease, how often this is likely to occur, and the potential severity of that injury or disease risk.

The team should back this information up by obtaining and studying the official work procedures and diagrams that they will use later during the process.

Clarify Method of Risk Assessment

There are numerous ways to analyze risks. What is important is not the method itself but that the method is rigorous, appropriate to the type of risk assessment and competently executed. As long as the selected methodology is objective, auditable and repeatable it may be appropriate to the specific risk assessment that is considered.

Establish Resource Requirements for the Risk Assessment

The team, under the guidance of the facilitator should establish the resource requirements to effectively conduct the risk assessment. A risk assessment can be both time and resource intensive. It is important to have an idea of the breadth and depth of the risk assessment so that appropriate time, money and other resources can be allocated. Most companies have a predefined budget for this purpose.

Identify Stakeholders and Role-Players Associated with the Risk Assessment

All significant stakeholders should be identified and their interests defined. If a major risk assessment is being undertaken, this step should be documented to demonstrate that consultation and participation is comprehensive and appropriate.

The identification of the interested and affected parties should also highlight those groups and individuals who may be particularly at risk, such as the young and inexperienced workers and those who are required to work alone or who have to work in especially high risk environments.

Outline Communication and Consultation Process.

It is important to develop a communication strategy for the purposes of conducting the workplace risk assessment. Communication activities must be focused on a two way consultative approach rather than the one-way supply of information. Communication and consultation are critical to ensure that all interested and affected parties have appropriate access to relevant information. It is also essential that the format of information is such that the intended target audience can understand and correctly interpret it.

According to AS/NZS 4360, 1999 the "Effective internal and external communication is important to ensure that those responsible for implementing risk management and those with a verified interest understand why certain actions are required"

Determine Documentation Requirements and Approach.

In order for a risk assessment to be auditable the method, process, criteria used as well as the outcomes should be well documented.

Documenting each step of the risk assessment process is important in order to demonstrate that an objective and systematic process was followed. It will also facilitate the review of the process at a later stage and forms the basis for the processes that will follow the risk assessment process.

Taking these requirements into account it is important to determine and define an appropriate structure and level of detail required for the risk assessment and that is appropriate in the circumstances.

Conclusion to the Preparation Phase

Henry Hartman said that "Success always comes when preparation meets opportunity". The bedrock of a successful risk assessment is preparation.

There are several issues to consider and decide upon before conducting a risk workplace assessment. This article was written in an effort to provide assistance to properly prepare for this.

Once all the preparation stages have been completed the next step of the risk assessment process of Hazard Identification can be proceeded with.

© 2009 Carl Marx