The 5 Steps to Risk Assessment: A Complete Guide

Every UK business with 5 or more employees must document their risk assessments. The Health and Safety Executive (HSE) provides a clear 5-step framework that makes this process straightforward.

In this guide, we'll walk through each step with practical examples, show you common mistakes to avoid, and provide a free template you can use today.

Quick Summary: The 5 Steps

1. Identify hazards - What could cause harm?
2. Decide who might be harmed - Who is at risk?
3. Evaluate the risks - How likely and severe?
4. Record your findings - Document it
5. Review and update - Keep it current

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Step 1: Identify Hazards

The first step is to identify all potential hazards in your workplace. A hazard is anything with the potential to cause harm.

Common Hazard Categories

| Category | Examples | |----------|----------| | Physical | Slips, trips, falls, machinery, noise | | Chemical | Cleaning products, fumes, dust | | Biological | Bacteria, viruses, bodily fluids | | Ergonomic | Manual handling, DSE, repetitive tasks | | Psychosocial | Stress, violence, lone working |

How to Identify Hazards

1. Walk around your workplace - Look for obvious hazards
2. Ask your employees - They know the risks in their work
3. Check manufacturer instructions - Equipment manuals highlight risks
4. Review accident records - Past incidents reveal hazards
5. Consider non-routine work - Maintenance, emergencies, new staff

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Step 2: Decide Who Might Be Harmed

For each hazard identified, determine who could be harmed and how.

Groups to Consider

• Employees - Different groups may face different risks
• Contractors - May be unfamiliar with your workplace
• Visitors - Members of the public, clients, deliveries
• Vulnerable groups - Young workers, pregnant women, people with disabilities
• Members of the public - If your work affects them

Example Assessment

| Hazard | Who is at risk | How might they be harmed? | |--------|----------------|---------------------------| | Trailing cables | Office staff, visitors | Trip injuries, potential fractures | | Cleaning chemicals | Cleaners, staff nearby | Skin irritation, respiratory issues | | Heavy lifting | Warehouse staff | Back injuries, muscle strain |

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Step 3: Evaluate the Risks and Decide on Controls

Now assess how likely each harm is to occur and how severe it would be. Then decide what controls are needed.

Risk Matrix

Use a simple risk matrix to evaluate:

| | Unlikely | Possible | Likely | |---|---|---|---| | Minor harm | Low risk | Low risk | Medium risk | | Moderate harm | Low risk | Medium risk | High risk | | Major harm | Medium risk | High risk | High risk |

Hierarchy of Controls

Always follow this hierarchy when deciding controls:

1. Eliminate - Remove the hazard entirely (best option)
2. Substitute - Replace with something less hazardous
3. Engineering controls - Isolate people from the hazard
4. Administrative controls - Change how people work
5. PPE - Protect the worker (last resort)

Example Controls

| Hazard | Risk Level | Control Measures | |--------|------------|------------------| | Trailing cables | Medium | Cable covers, reroute cables, wireless equipment | | Cleaning chemicals | Medium | COSHH assessment, safer alternatives, PPE, training | | Manual handling | High | Mechanical aids, team lifts, training, reduce load weights |

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Step 4: Record Your Findings

If you employ 5 or more people, you must record your risk assessment in writing. This doesn't need to be complicated.

What to Record

• The hazards identified
• Who might be harmed and how
• The risk level (high, medium, low)
• The control measures in place
• Who is responsible for implementing controls
• When controls will be implemented

Free Template

Download our free risk assessment template or use our online generator to create a professional assessment in 60 seconds.

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Step 5: Review and Update

Risk assessments are not one-time documents. They must be reviewed regularly and updated when circumstances change.

When to Review

• Annually - As a minimum
• After accidents - Investigate and update
• After near misses - Learn from close calls
• When work changes - New equipment, processes, or staff
• When regulations change - New legal requirements
• After complaints - Staff or visitor concerns

Continuous Improvement

Use your risk assessment as a living document. Track:

• Whether controls are working
• New hazards that emerge
• Lessons learned from incidents
• Feedback from employees

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Common Mistakes to Avoid

1. Overcomplicating it - Keep it simple and proportionate
2. Ignoring employees - They know the real risks
3. Focusing only on obvious hazards - Consider all scenarios
4. Not reviewing regularly - Outdated assessments are useless
5. Forgetting paperwork - If it's not written down, it didn't happen
6. Copying generic assessments - Your workplace is unique

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Quick Reference: 5 Steps Checklist

• [ ] Identified all workplace hazards
• [ ] Determined who might be harmed
• [ ] Evaluated risk levels
• [ ] Implemented appropriate controls
• [ ] Recorded findings in writing
• [ ] Set review date
• [ ] Communicated to all staff

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Need Help?

Our risk assessment generator creates HSE-compliant assessments in under 60 seconds. Simply describe your task, and we'll generate a complete assessment with:

• Industry-specific hazards
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• Risk ratings
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Related Resources

• Free Risk Assessment Template
• COSHH Assessment Guide
• Electrical Risk Assessment
• Office Risk Assessment

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Last updated: March 2024. This guide follows HSE guidance on risk assessment.