What is this guide about?
Welcome to our risk assessment software guide. Most of us know, broadly speaking, what a risk assessment is and what it is used for. While different organisations have their own risk criteria and style, at its heart a risk assessment is supposed to identify potential risks before work can begin. Creating a risk assessment is not without its problems. They can be time consuming to put together and nearly impossible to keep track of. This guide is here to help you. We have identified some of the most common (and frustrating!) issues that you can run in to with your risk assessments, and how risk assessment software can help to alleviate them. We have also thrown in some handy resources dealing with the finer-points of creating risk assessments. Read on for the answers to all your RA questions!
Challenge: Numerous And Scattered Risk Assessments
Your business likely has tens, if not hundreds, of risk assessments. Many of them are probably only a slight variation on the last. However, your staff spend a lot of time creating risk assessments from scratch – time that could be better spent elsewhere. Not only are you attempting to keep track of these risk assessments on paper, but you may have to do this over several locations/ sites. This makes gathering data for reports especially difficult, as you must chase up several different managers in different places.
Solution: Centralized And Accessible Risk Assessment Software
The Effective Software Risk Assessment module lets you store all your forms in one central location, standardising them for your entire organisation.
- Users can create, edit and share risk assessments and templates using fully configurable forms.
- Using strong collaborative tools, employees can participate in the assessment process, giving valuable experience and insight.
- All your data now located in one place, accessible to everyone in the organisation and available as you need it.
Challenge: Proving Duty-of-care For Your Employees
If you are currently using a paper-based system, or even excel, it’s probably difficult to track who has received the necessary level of risk training. You have to trust that all documents are regularly updated which is difficult in time-sensitive settings, or when you’re dealing with a lot of people. In addition to this, paper and excel make it hard to control what information is being put into a risk assessment (especially across multiple locations). Can you show quality control? Should an event take place, can you show employees have been brought through a risk assessment to the appropriate standard?
Solution: A Risk Training Matrix
The Risk Assessment module lets you quickly see who has received what training, when it took place and if it needs to be refreshed.
- Training matrix lets you schedule employees in for training on live risk assessments.
- Immediately see whether risk training has been completed by an employee.
- The approval process prior to assessments being set live gives you quality control of information.
Challenge: Knowing If Your Organisation Is Compliant
If your risk assessments exist on paper, it’s hard to know how you’re doing in terms of compliance. This is especially true for business’ with multiple locations/ site or departments. Gathering data for reports is usually a time-consuming, multiple-day task. When you have managed to collect this raw data, you then must deal with pulling the information that you need for your reports. How simple is this process? Can you produce visual, easy-to read reports and graphs for senior management?
Solution: A Risk Training Matrix
The risk assessment module comes with access to our ‘Insights’ dashboard, giving you access to risk compliance for your entire organisation.
- Easily see risk assessment data for your business across all locations using our highly-visual Live Insights Dashboard.
- Users can sort by Shared, For Approval, Review Required, Under Review and Live risk assessments.
Challenge: No Notifications And Alerts For Risk Assessments
Does your current system let you know when a risk assessment is about to expire or when it is due for renewal? It can be difficult to keep track of all your risk assessments, especially if you are managing a large amount of them. You can easily miss a renewal date, or a review may not be completed. All this cost your business in terms of time. Making sure that employees complete their assigned risk assessment tasks also presents a challenge. This uncertainty means that important tasks can be left incomplete and risk assessments may not be accurate, which presents a very real danger to your employees.
Solution: A Powerful Notifications And Actions Tool
The risk assessment module’s notifications and actions feature ensures that all risk assessment tasks are tracked and completed.
- Send notifications via email to employees when RA needs to be completed/reviewed.
- Assign and track actions to employees.
- Create, track and report on actions for control measures that are not in place
Our Software Solutions
Identifying potential risks and establishing risk reduction plans are essential tasks in health and safety management. The Risk module was created to ensure full control of the risk assessment lifecycle. Our software allows your staff to create, share and manage risk assessment tasks, data and reports. The module automatically shares risk assessment tasks and reports with staff and management to give you all the information you need at your fingertips.
Templates & Assessments
Create assignments from scratch or make use of templates shared risk assessments
Identify current and future control measures
Assign and Track
Assign and track actions to employees
Configure risk rating scores and definitions for reports
Visual Risk Assessments
Add images and attachments for visual risk assessments for easier understanding and education
Track risk training across your organisation using a simple matrix
Unlimited access points for your employees to create risk assessments and submit for approval
Key Benefits Include
Completely user configurable, our team will work with you at implementation to ensure the system is set up to best match your process and workflow, while ensuring you have the ability as administrators to edit and update any of the configurable settings. This means a change in process does not mean you need start again with a new development project.
Streamlining the risk assessment process and automating your action plans reduces your staff time spent on low value activities and room for potential human error. You can adapt your risk rating calculation methods to your needs, create a range of templates and assessments to share with your workforce and integrate with other modules to provide additional support.
Understanding your organisations risk assessment statistics and KPI’s gives you the power to identify potential risk hotspots, guarantee control measures are implemented and ensure a safe working environment for your employees. Effective allows you to move away from reactive reporting with instant data and statistics providing the tools to proactively change behaviour.
Sites Using Effective Software
Hazards Reported in 2018
McAleer & Rushe Case Study
McAleer & Rushe worked closely with the Customer Success team in Effective Software. They took the company’s need to focus on hazard spotting and incident reporting very seriously, and always aimed to support their team as much as possible. The team work between McAller & Rushe and Effective has been one of the greatest benefits.
Frequently Asked Questions
What Is A Risk Assessment?
One of the cornerstones of health and safety management are risk assessments. The law requires all businesses, both large and small, to carry out risk assessments in their workplace. This ensures a written record of a risk assessment is kept always. Many people are deterred by the necessity of risk assessments and find them quite cumbersome and difficult to do.
Put simply, risk assessments are looking closely at what activities or aspects of your workplace could cause harm to visitors to your workplace or the employees that work there. From a risk assessment, control measures can be determined to avoid potential incidents and minimize risk.
Why Are Risk Assessments Important In Health And Safety?
Fundamentally, risk assessments are in place to mitigate or reduce the possibility of causing harm to your employees and visitors to your workplace so at it’s core it is very important. The best way to avoid causing harm is to first identify the steps that cause the harm and work to prevent those steps from taking place.
Risk assessments not only have the potential of ensuring a safe workplace, but they can save on large amounts of costs that could potentially come from a compensation claim or the resulting higher insurance premiums. With the Health and Safety Executive reporting 144 work-related fatalities in the UK alone in 2017/18, the importance of safety in the workplace is more important than ever. Safety guidelines are getting more and more strict in tackling breaches of health and safety legislation.
What Is A Fire Risk Assessment?
Fire risk assessments are taking a careful look at your premises and those who enter it from a prevention of fire perspective. Identifying the potential risks of fire helps from the possibility of preventing them in the future and ensures an improved fire safety protocol.
If you are an employer or owner of a premises that is not a single private dwelling then it is a legal requirement and your duty to carry out a complete fire risk assessment. Without a full thorough identification of fire risks and hazards on your premises, you could be fined huge amounts of money and even spend time in prison. We covered one of the most detrimental fires to a premises in the UK in recent years, the Grenfell fire.
What Are Rams Risk Assessments?
Where a risk assessment is undertaken to identify the potential hazards and risks in a workplace, a method statement is in place to outline the hazards and detail a guided step by step account of how to deal with the job safely. Method statements will also detail the control measures that need to be introduced to mitigate the risk to your employees and visitors. They help everyone understand the hazards that are present, the risks identified and processes that are implemented to reduce the possibility of their harm and exposure to risks.
It is important to create a thorough and detailed method statement for it to be effective. There needs to be clear communication with all relevant parties on site. All contractors need to be fully briefed on the risk assessment and method statement, as well as their own personal responsibilities.
What Is Risk Assessment Software?
Identifying potential risks and establishing risk reduction plans are essential tasks in health and safety management. Risk assessment software was created to ensure full control of the risk assessment lifecycle. The software can allow your staff to create, share and manage risk assessment tasks, data and reports.
It can can be a huge help in automatically sharing risk assessment tasks and reports with relevant staff and management to give them all the information they need at their fingertips. These days, the latest systems are completely user configurable and vendors ensure that the system is set up to best match your process and workflow. This can help with any fear of starting again with a new development project.
Risk assessment software reduces your staff time spent on low value activities and room for potential human error. You can adapt your risk rating calculation methods to your needs, create a range of templates and assessments to share with your workforce and integrate with other modules to provide additional support.
Construction Risk Assessment Software
The construction industry is one of the more important and risk-heavy industries. During any project being undertaken it is important to ensure that health and safety issues and any risks are properly considered from start to finish. This ensures that the risk of harm to those who are involved in the building, using or maintaining of structures is reduced.
During every phase of the project, risks need to be identified and eliminated. The process of this involves thoroughly investigating what might cause harm to people and deciding on the steps to mitigate this harm. On projects specific to construction, this relates to the actual construction of the works as well as operation, demolition, cleaning and maintenance of the finished development.
What Is Risk Assessment And Method Statement Software?
Method statement software allows an employer or employee to quickly see and receive all the data needed to create your method statement. It can enable you to easily create and manage all of your method statements. Most vendors today will detail how a task or process is to be completed, it lists the hazards involved and the control measures to be considered. It can provide step-by-step guides on how to complete tasks safely.
Preparing a method statement can be a daunting task, but with method statement software, all the hard work is done for you. This software seamlessly integrates with other sections of health and safety like risk and PPE so you can quickly pull in all the information you need and manage them efficiently. With the click of a button you can pull in your PPE records, select the relevant risk assessment, select any plant involved, select relevant chemicals, add team members working on the job and include their training records.
You can also have the option to select from checklist templates with predefined methodologies. Method statements are being requested more frequently by organisations of all sizes and from all industries. Now, this software makes it easy, helping you ensure that your company can operate to the highest safety and quality standards.