The safety and health of your employees is your top priority - a careful risk assessment of the workplace forms the basis for this. A systematic risk analysis allows potential risks to be identified at an early stage and targeted risk reduction measures to be implemented. But what steps are necessary to implement an effective risk assessment in the workplace? In this article, you will receive practical guidance on the legal requirements and learn how you can successfully identify hazards, carry out a legally compliant risk assessment and sustainably improve safety in the workplace.
The most important facts at a glance
✓ The risk assessment is a structured procedure for identifying and evaluating workplace risks in accordance with §5 and §6 of the Occupational Health and Safety Act, which ensures the protection and health of employees
✓ Employers are responsible for carrying out and documenting the risk assessment, including the implementation and monitoring of protective measures to minimize risks.
✓ The risk assessment must be adapted to the specific requirements of the workplace, the needs of the employees and current developments, such as climate change or the use of AI. Numerous tools and resources are available for support.
What is the workplace risk assessment?
Workplace risk assessment is a structured process for identifying and evaluating potential hazards that can arise from the entire working environment as well as from individual workstations. It forms the basis for effective occupational health management and serves to ensure the health and safety of employees.
In accordance with legal requirements, risk assessment at the workplace is mandatory in order to ensure the protection and health of employees. You can find out more here. In order to carry out a legally compliant risk assessment in the workplace, it is crucial that the relevant measures and documentation are carried out comprehensively and correctly. This is the only way for employers to ensure that their assessment complies with legal requirements and effectively protects the safety of their employees.
Basics of risk assessment
Risk assessment is far more than just a legal obligation - it offers the opportunity to actively improve working conditions and promote the health and safety of employees in the long term. But how exactly does this process work? Essentially, potential hazards, e.g. exposure to heat in the workplace, are systematically identified and evaluated.
A key factor here is the so-called risk or hazard potential, which describes both the probability and the possible extent of damage caused by the hazard. Targeted risk reduction measures must then be developed based on the potential identified.
The legal basis for the risk assessment is the Occupational Health and Safety Act, specifically §5 and §6, which oblige companies to implement occupational health and safety measures on the basis of a sound risk assessment.
The risk assessment includes the identification of physical risks, such as moving parts of a machine, noise and dust, as well as psychological stress. These include stress, conflicts or a poor working atmosphere. This comprehensive approach contributes significantly to the safety and health of employees.
The role of the employer in risk assessment
Employers have a comprehensive responsibility for the health and safety of their employees and are legally obliged to carry out a risk assessment in the workplace. This assessment is the central instrument for fulfilling occupational health and safety requirements and serves as the basis for effective risk management.
The employer can carry out the risk assessment themselves or commission third parties to do so. However, it is important that the legal responsibility remains with the employer - even if, for example, external occupational safety specialists are called in. The employer must ensure that the risk assessment is carried out properly and that the defined protective measures are implemented effectively.
There is also a statutory documentation requirement: employers must be able to prove that the risk assessment has been carried out and all measures taken. This ensures that the processes are traceable and can be checked at any time.
Steps of the risk assessment
A risk assessment consists of several clearly structured steps that must be carried out systematically. At the beginning, the company organization and the specific activities are recorded in order to comprehensively analyse work areas and tasks. This is followed by the identification of potential hazards, which include both physical risks such as noise or ergonomic strain and psychological strain, such as stress or conflict.
Once the risks have been identified, a risk assessment is carried out in which the probability and potential extent of damage are evaluated. On this basis, protective measures are developed, prioritized according to the TOP principle and then implemented.
An indispensable component is the effectiveness review of the measures taken. This ensures that the protective measures introduced achieve the desired effects both in the short and long term. Immediately after implementation, it is checked whether the measures are working as intended and whether the risks have been effectively minimized. In the long term, continuous monitoring takes place, for example through feedback from employees, regular inspections or special audits. If measures are ineffective, they must be adapted and optimized immediately to ensure the desired level of protection.
In addition to the effectiveness review, updating the risk assessment plays a central role. This ensures that the assessment remains up to date and reacts to changes in working conditions. Examples of this include the introduction of new technologies, changes to work processes or legal adjustments. Regular reviews and event-driven updates, such as after accidents at work or near misses, help to make the risk assessment dynamic and flexible. Modern software solutions, transparent documentation and the involvement of employees promote this continuous process. This makes the risk assessment a living tool that ensures long-term safety and health in the workplace.
The steps of the risk assessment and their dynamics
The following diagram shows the essential steps for achieving occupational safety. From the preparation and identification of hazards, risk assessment and implementation of protective measures through to effectiveness monitoring and updating, it illustrates the dynamic and continuous nature of risk assessment. Each step is closely interlinked with the next in order to ensure maximum health and safety protection for employees.
Identification of hazards in the workplace
Risk assessment in the workplace is an essential step in reducing risks and improving occupational safety. A structured and step-by-step approach is essential. Both specific work areas and specific activities should be carefully examined. Feedback from employees as well as operating and work instructions can provide valuable information on potential hazards.
- Recognize physical risk factors
Ergonomics in the workplace plays a key role in the physical health of employees. Poor ergonomic conditions, such as unfavorable postures or repetitive movements, can lead to musculoskeletal complaints and illnesses. Unfavorable working conditions, such as a lack of breaks and monotonous movements, can promote chronic pain and other health problems. Hazards such as excessive exposure to heat in the workplace should also be identified, as they can pose significant health risks. By identifying these physical risk factors, targeted measures to minimize risks can be derived and implemented.
- Take mental stress into account
In addition to physical risks, the consideration of mental stress is an important part of the risk assessment. High work or time pressure, conflicts and bullying can affect mental health and should be identified at an early stage. Feedback from employees is particularly valuable here, as employees know their work processes and stress levels best and can therefore point out potential risks.
By taking physical and psychological risk factors into account, a comprehensive picture of working conditions is created that helps companies to take measures for a healthy and safe working environment.
Workplace risk assessment template
Various templates and samples are available as PDF files for creating a risk assessment. They provide a structured basis and valuable guidance by containing specific questions and requirements relating to the respective risks and hazards in an area. They also facilitate the provision of information for all those involved and enable hazards to be systematically recorded and assessed. Templates or samples for risk assessments are flexible in many cases and can be adapted to individual requirements and operational circumstances.
You can find a sample checklist for risk analysis when working alone here:
Measures to improve working conditions
Once the hazards in the workplace have been identified, improvements must be made to the working conditions. These measures must reduce or eliminate the risks identified in the risk assessment.
It is advisable to implement protective measures in accordance with the TOP principle.
For example, physical hazards in the workplace can be minimized by providing suitable personal protective equipment, such as helmets and safety goggles. The ergonomic design of workplaces can also reduce physical risks for employees.
Implementation and monitoring of occupational safety measures
Implementing occupational safety measures is a crucial step in promoting safety in the workplace. However, it is just as important to continuously monitor these measures to ensure their effectiveness and make adjustments where necessary. Employers have a key control function here: they are responsible for ensuring that all measures are regularly checked and maintained, particularly with regard to work equipment and machinery.
Employees also contribute to the creation of a safe working environment. By complying with health and safety regulations and actively reporting potential defects as part of their duty to cooperate, they make an important contribution to the continuous improvement of safety standards.
Documentation as an elementary component of the risk assessment
The obligation to document the risk assessment has been a legal requirement since August 21, 1997 and is regulated in § 6 (1) of the Occupational Health and Safety Act. It is an important part of the process and helps to create transparency and traceability.
The documentation must be comprehensive and contain the following: The result of the risk assessment and the occupational safety measures derived from it. The documentation can be prepared in both paper and digital form and must be accessible to the accident insurance institution.
The documentation must be updated regularly in the event of changes to the work process, new legal requirements or following an accident at work.
Special requirements for different workstations
Depending on the industry and field of activity, special occupational health and safety regulations may apply that impose additional industry requirements for risk assessment. For example, facilities such as daycare centers, schools and universities must carry out risk assessments not only for employees, but also for children and young people. Certain regulations also apply to risk assessments on construction sites.
It is therefore important to find out about the specific requirements in your industry and take these into account in the risk assessment. In this way, you can ensure that all relevant risks are identified and appropriate protective measures are taken.
Current trends and developments in occupational health and safety
The world of work is constantly changing, which requires an effective occupational health and safety strategy. New forms of work, such as teleworking and mobile working, pose new challenges for occupational health and safety. Cyber threats are also gaining in importance in an increasingly digitalized world of work, as they not only endanger data and systems, but can also cause stress and insecurity among employees, especially in the context of teleworking. Global developments, such as climate change or the use of artificial intelligence, can also have an impact on employees' mental health and must be taken into account in risk assessments in the workplace.
The Occupational Health and Safety Act enables companies to adapt the risk assessment to these new forms of work. When introducing mobile workstations, employers must carry out a risk assessment, ensure that the workstations are designed to be hazard-free and instruct their employees accordingly.
It is important to keep up to date and regularly adapt the risk assessment to new developments and challenges. This is the only way to ensure comprehensive protection for employees.
Resources and tools for entrepreneurs
Fortunately, employers do not have to carry out the risk assessment alone. There are numerous resources and tools that can support them. The German Social Accident Insurance (DGUV) and the Joint German Occupational Safety and Health Strategy (GDA), for example, offer guidelines and recommendations for systematic risk assessments.
There are also specialized software solutions that facilitate the implementation and documentation of the risk assessment and make it legally compliant. In addition to software, checklists or informal solutions, including digital personnel files, can also be used for documentation. Web portals such as that of the Federal Institute for Occupational Safety and Health (BAUA) offer comprehensive information and a database with guidelines.
Dealing with special employees
Special groups of employees must be given special consideration in the risk assessment, taking into account the protection regulations. These include pregnant and breastfeeding women, young people and employees with disabilities. Special protective measures and requirements apply to these groups.
Pregnant and breastfeeding women must be taken into account in the risk assessment, even if there are currently no women in this situation working in the company. According to the Maternity Protection Act, the employer must assess the risks to pregnant or breastfeeding women and their children for each activity and determine protective measures. Certain hazardous activities, such as lifting heavy loads without aids, are not permitted for pregnant or breastfeeding women.
There are also special regulations for young people. They may not be entrusted with work that exceeds their capabilities or exposes them to other dangers. Activities that expose young people to extreme temperatures, noise or hazardous substances are not permitted.
Individually adapted measures must be taken for employees with disabilities and barriers in the workplace must be removed.
Conclusion
Risk assessment and the implementation of occupational health and safety measures are complex tasks that require a thorough knowledge of working conditions and a high degree of responsibility. However, they are also an opportunity to improve the safety and health of employees and thus contribute to a positive working atmosphere. Take advantage of this opportunity and make your workplace a safe and healthy place!
Frequently asked questions
Who carries out the risk assessment at the workplace?
Risk assessment in the workplace is ultimately the responsibility of the employer. It is required by law and serves to ensure the health and safety of employees.
Is a risk assessment mandatory?
Yes, the risk assessment is a legal obligation for the employer in accordance with the Occupational Health and Safety Act and DGUV Regulation 1 in order to ensure the safety and health of employees. It is a key occupational health and safety measure.
When does the employer have to carry out the risk assessment?
The employer must carry out the risk assessment before employees start new activities or at new workplaces, or when new work equipment is used for the first time. It is important to ensure the safety of employees.
What all belongs in a risk assessment?
The content of a risk assessment generally includes seven proven steps. 1. recording the company organization, 2. recording the activities, 3. determining possible hazards, 4. risk assessment, 5. defining protective measures, 6. implementing the measures, 7. documenting and checking the effectiveness.
