What is a risk assessment and why do I need one?
A risk assessment is a legal requirement for almost all businesses in the UK. It involves identifying potential hazards in the workplace, evaluating the risk they pose, and deciding how to eliminate or reduce those risks. Whether you’re running a construction site in Birmingham or a café in Solihull, a risk assessment helps prevent accidents, protect staff, and demonstrate compliance. It’s also essential for defending against claims or inspections. You must assess both physical and mental health risks, such as manual handling or stress. For businesses with five or more employees, the assessment must be written down. A clear risk assessment is the foundation of a safe working environment and an essential part of your overall safety policy.
How do I carry out a risk assessment?
Start by identifying hazards — anything that could cause harm, such as machinery, chemicals, or trip hazards. Then decide who could be harmed and how, including staff, visitors or contractors. Next, evaluate the risk and decide what controls are needed. Record your findings and review the assessment regularly or when there are significant changes. In Birmingham, many businesses follow the five-step approach recommended by the Health and Safety Executive (HSE). You can complete the process yourself or hire a professional. Make sure the assessment is proportionate to the size and nature of your business. Simpler workplaces may need only basic documentation, while high-risk environments will require more detail.
Who should complete a workplace risk assessment?
A competent person should complete the risk assessment — someone with the necessary knowledge, experience and understanding of workplace hazards. This might be the business owner, a manager, or a trained health and safety officer. In higher-risk environments, like construction or manufacturing, you may need a dedicated professional or external consultant. In Birmingham, many small businesses choose to do it in-house with guidance from the HSE or local advisers. What matters most is that the person understands the work being done and the risks involved. For larger or more complex operations, involving multiple team members helps ensure the assessment is thorough and practical.
How often should risk assessments be reviewed?
Risk assessments should be reviewed regularly to ensure they remain accurate and effective. There’s no fixed timeframe, but best practice is to review them at least annually or whenever there are significant changes in the workplace. These changes might include new equipment, procedures, staffing levels or locations. After any incident or near-miss, you should also reassess your risks. In Birmingham, where many businesses operate in shared or changing environments, regular reviews are especially important. Keep records of when assessments are updated and make sure your team is aware of any changes. Ongoing reviews help prevent complacency and ensure you’re always operating safely and legally.
What should a health and safety policy include?
A health and safety policy outlines how your business manages safety in the workplace. It should include three key sections:
A general statement of intent — your commitment to safety.
Responsibilities — who is in charge of what, from directors to employees.
Arrangements — how risks are controlled, including training, emergency procedures, and reporting.
If your business has five or more employees, the policy must be written and available to staff. In Birmingham, businesses are expected to tailor policies to suit their operations — a factory needs a different approach from a hair salon or office. Templates are available online, but it’s vital to personalise them to match your workplace setup and legal duties.
Do I need to document my risk assessment?
Yes, if your business employs five or more people, you are legally required to document your risk assessment. This record should include the hazards identified, who might be harmed, the control measures in place, and any additional actions required. Even if you have fewer than five employees, writing down your assessment is still recommended. It shows that you’ve taken your responsibilities seriously and helps protect your business in the event of an accident or inspection. In Birmingham, many local authorities and insurers also request documented assessments when reviewing policies or responding to claims. Keeping clear, written records is a simple but vital part of managing workplace safety.
What is the difference between a hazard and a risk?
A hazard is anything that has the potential to cause harm — for example, wet floors, electrical equipment or heavy lifting. A risk is the likelihood that someone will be harmed by that hazard and how serious the harm could be. For example, the hazard is a trailing cable; the risk is someone tripping over it and being injured. Understanding the difference helps businesses prioritise actions effectively. In Birmingham workplaces, recognising both common and industry-specific hazards is essential — what’s hazardous on a building site might not be relevant in an office. Risk assessments evaluate both hazard and risk to create safer environments for employees and visitors.
How can I control risks once they’re identified?
Once you’ve identified a risk, the next step is to reduce or eliminate it using the hierarchy of control. Start by removing the hazard altogether if possible. If not, substitute it with something safer, implement engineering controls (like guards or barriers), introduce safe working procedures, and provide personal protective equipment (PPE). Staff training and clear communication are also crucial. In Birmingham, many businesses use signage, safety briefings and regular reviews to reinforce safe working practices. Controls must be practical and appropriate for your specific workplace. You should monitor how effective your measures are and update them if they’re not working or if the situation changes.
Can I use a template for my health and safety policy?
Yes, using a template is a good starting point — especially for small businesses — but it must be adapted to reflect your specific workplace, activities and risks. A generic document that doesn’t reflect your business is unlikely to meet legal standards or protect you in the event of an incident. In Birmingham, many organisations offer sector-specific templates for offices, trades, hospitality or retail. Once you’ve filled out the template, review it with your team and update it whenever your procedures or workplace changes. A personalised, up-to-date policy shows you’re committed to safety and helps create a more secure environment for everyone involved.
