How to Record a Legionella Control Video for Your Health and Safety System

Recording a legionella control video for your Health and Safety System ensures that everyone in your organisation understands the serious risks posed by legionella bacteria and their role in preventing exposure. Legionella bacteria thrive in water systems and can cause Legionnaires' disease, a severe and potentially fatal form of pneumonia. Your video content must cover the regulatory framework, risk assessment requirements, control measures, and monitoring protocols that keep people safe.

This guide takes you through the process of creating comprehensive legionella control training content that protects both employees and others who may be affected by your organisation's activities.

Step 1: Set the Scene and Context

The opening of your legionella control video needs to establish immediately why water safety matters and the serious consequences of inadequate control. Viewers must understand that this topic directly affects their health and safety before you explore the technical requirements.

Opening with the Health Risk

Begin your video by explaining what legionella bacteria are and how they affect human health. This context helps viewers appreciate why water system management receives such significant regulatory attention and why their cooperation with control measures protects everyone.

Sample script for your opening:

"Today we're covering legionella control and water safety. Legionella bacteria are micro-organisms that can grow in water systems, and when people breathe in contaminated water droplets, they can develop Legionnaires' disease - a serious form of pneumonia that can be fatal. Under health and safety law, micro-organisms like legionella are classified as substances hazardous to health, which means we have specific duties to assess and control the risks. This video explains how we manage those risks and what you need to know to help keep everyone safe."

Establishing the Legal Framework

Your video should outline the key regulations that govern legionella control. Multiple pieces of legislation create overlapping duties that together require comprehensive water safety management. Understanding this framework helps viewers appreciate the importance of compliance.

Talking points for the legal framework:

• The Health and Safety at Work etc. Act 1974 creates the general duty to ensure health and safety of employees and others
• The Management of Health and Safety at Work Regulations 1999 require risk assessments for all workplace hazards including legionella
• The Control of Substances Hazardous to Health Regulations 2002 (COSHH) specifically covers micro-organisms like legionella as hazardous substances
• The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, particularly Regulation 12(2)(h) and Regulation 15, apply to regulated activities
• The Approved Code of Practice L8 provides specific guidance on controlling legionella bacteria in water systems
• HSG274 Parts 1, 2, and 3 give detailed technical guidance on different types of water systems

Sample script for explaining legislation:

"Several pieces of legislation work together to control legionella risks. The Health and Safety at Work Act gives us general duties to protect people. COSHH regulations specifically cover hazardous substances including micro-organisms like legionella. The Approved Code of Practice L8 - that's the key document for legionella control - tells us exactly how to identify and manage legionella risks. And HSG274, published in three parts, gives detailed technical guidance on controlling legionella in cooling systems, hot and cold water systems, and other risk systems."

Who Has Duties

Explain clearly who holds responsibilities for legionella control within your organisation. The concept of Responsible Persons is central to effective legionella management, and your video should establish these accountability structures from the outset.

Sample script for responsibilities:

"Every organisation needs to appoint Responsible Persons for legionella control. These are the people who make sure risk assessments are carried out, water management systems are implemented, and control measures are maintained. The organisation itself has the overall duty to comply with any legionella management system in place for the buildings we manage. Everyone else has a duty to follow procedures, control measures, and safe working practices. If you see something that concerns you about water safety, report it to your Responsible Person immediately."

The Consequences of Poor Control

Without creating unnecessary alarm, your video should acknowledge what happens when legionella control fails. This reinforces why the topic deserves serious attention and why everyone must engage with the control measures in place.

Talking points for consequences:

• Legionnaires' disease can be fatal, particularly for vulnerable people
• Outbreaks cause significant harm and attract regulatory investigation
• Non-compliance with L8 can result in enforcement action
• Poor water management puts employees and others at risk
• The organisation has duties to prevent exposure to hazardous substances

Step 2: Plan What to Record vs Write

Your legionella control content works best as a combination of video explanations and written reference materials. This section helps you decide which elements benefit from visual demonstration and which should remain as documents that viewers can consult when needed.

Content That Works Well on Video

Certain legionella control topics benefit significantly from video format. Visual explanations help viewers understand concepts that might seem abstract in written form, and seeing real examples of water systems and control measures makes the training more memorable.

Topics ideal for video recording:

• Overview of what legionella is and how it causes disease
• Explanation of the legal framework and organisational duties
• Introduction to water management systems and their purpose
• Description of different water system types and their risks
• Explanation of temperature control and why it matters
• Overview of the risk assessment process and what it covers
• Staff responsibilities and how to report concerns
• Common mistakes and how to avoid them
• What to do if you suspect a problem with water systems

Sample script introducing video content:

"In this video, I'll explain what legionella is, why it's dangerous, and how we control the risks in our water systems. I'll cover the legal requirements, show you what a water management system involves, and explain what you need to do to help keep everyone safe. For the detailed technical specifications, temperature records, and monitoring schedules, you'll find those in our written procedures."

Content Better Suited to Written Documentation

Some legionella control information requires precision and regular reference that video format cannot provide effectively. These elements should be maintained as written documents that complement your video training.

Topics better as written materials:

• Detailed temperature parameters and acceptable ranges
• Specific testing schedules and frequencies
• Record-keeping templates and completion requirements
• Technical specifications for water treatment
• Schematic diagrams of water systems
• Contact details for water treatment contractors
• Detailed procedures for specific tasks
• Compliance checklists for monitoring activities
• Corrective action protocols for out-of-range findings

Structuring the Video-Document Relationship

Your video should signpost viewers towards written documentation at appropriate moments. This creates a coherent training system where video provides understanding and documents provide operational detail.

Sample script linking to documentation:

"The written water management plan contains all the specific details - temperature ranges, testing frequencies, who does what, and how we record findings. What I want to explain in this video is why those details matter and how the whole system works together to control legionella risks. Once you understand the principles, the written procedures will make much more sense."

Planning Your Recording Structure

Map out the specific sections of your video before recording. A clear structure ensures you cover all essential topics without unnecessary repetition and helps viewers follow the logical progression of information.

Suggested video structure:

1. Introduction and why legionella matters (2-3 minutes)
2. Legal framework and duties (3-4 minutes)
3. Risk assessment requirements (4-5 minutes)
4. Water management systems explained (5-6 minutes)
5. Control measures and monitoring (4-5 minutes)
6. Staff responsibilities and reporting (2-3 minutes)
7. Common mistakes to avoid (4-5 minutes)
8. Summary and key takeaways (2-3 minutes)

Step 3: Explain the Core Rules and Requirements

This section of your video must convey the fundamental requirements for legionella control. Viewers need to understand what the law requires, how risk assessments work, and what water management systems should achieve.

Organisational Duties for Legionella

Begin by explaining the core duties that apply to your organisation. These duties are non-negotiable legal requirements that form the foundation of your legionella control approach.

Sample script for organisational duties:

"The organisation has a duty to ensure the health and safety of employees and to make sure our activities don't affect the health and safety of other people. We also have duties to prevent or reduce exposure to substances hazardous to health and to assess the risks from their use. Legionella bacteria are classified as hazardous substances, so all these duties apply to our water systems. We must comply with and manage in line with any legionella management system implemented in buildings we've been instructed to manage."

The Risk Assessment Requirement

Risk assessment is the starting point for effective legionella control. Your video must explain what a legionella risk assessment involves and why it underpins everything else.

Talking points for risk assessment:

• Responsible Persons must identify whether a suitable and sufficient risk assessment exists
• The assessment must identify risks associated with legionella in water systems
• Where no adequate assessment exists, one must be arranged
• The risk assessment informs the water management system
• Assessments must be reviewed periodically and after significant changes

Sample script for risk assessment:

"The first thing Responsible Persons must do is check whether we have a suitable and sufficient risk assessment for our water systems. This assessment identifies where legionella could grow and how people might be exposed to contaminated water. If there's no adequate assessment in place, one must be arranged by a competent person. The findings from the risk assessment tell us what control measures we need and form the basis of our water management system."

Implementing Water Management Systems

The risk assessment leads to the implementation of a water management system. Your video should explain what these systems involve and how they translate risk assessment findings into practical controls.

Sample script for water management systems:

"Based on the risk assessment findings, Responsible Persons arrange for a water management system to be implemented. This system sets out the control measures needed to manage legionella risks - things like temperature control, cleaning regimes, water treatment where required, and monitoring activities. The system includes procedures, safe working practices, and specific controls. Everything in the water management system links back to what the risk assessment identified."

Reviewing Existing Systems

Organisations may inherit existing legionella management systems or assessments. Your video should explain the requirement to review these to ensure they remain adequate.

Talking points for reviewing systems:

• Responsible Persons must review existing legionella management systems
• Where assessments have been undertaken, review recommendations
• Check that existing control measures meet the standards set out in recommendations
• Ensure current arrangements align with assessment findings
• Plan so existing controls can be facilitated effectively

Sample script for reviewing systems:

"Where a legionella management system already exists, or where a risk assessment has been done with recommendations, Responsible Persons must review these. We need to check that the control measures actually in place meet the standards set out in the recommended actions. We also need to make sure we can facilitate the controls - if something's recommended but we can't actually do it, that's a problem we need to solve."

Documentation Requirements

Effective legionella control requires thorough documentation. Explain the importance of maintaining records and ensuring documentation remains current.

Sample script for documentation:

"Documentation is essential for legionella control. We review our documentation to ensure existing control measures meet the required standards. Records prove we're doing what we're supposed to do. This includes temperature checks, cleaning records, water treatment logs, and maintenance schedules. If it's not recorded, we can't demonstrate compliance. The documentation also helps us spot trends that might indicate problems developing."

Procedures and Safe Working Practices

Your video should explain that legionella control requires specific procedures and safe working practices that staff must follow.

Sample script for procedures:

"Responsible Persons develop and implement procedures, safe working practices, and control measures for legionella management. These aren't suggestions - they're the specific ways we've determined to control the risks identified in our assessment. Everyone must follow these procedures. They exist because they work, and deviating from them could allow legionella risks to develop."

Training and Competence

The organisation must ensure that those responsible for legionella control tasks have appropriate training and competence.

Sample script for training:

"Where we know responsibility for work falls to our organisation, we make sure our workforce is fully trained and aware. People carrying out legionella control tasks need to understand what they're doing and why. They need to know what good looks like and how to recognise problems. The work activity must be arranged so the risk is managed - that means having competent people doing the work properly."

Monitoring and Review

Ongoing monitoring and review ensure that legionella controls remain effective over time. Your video should emphasise this continuous improvement aspect.

Sample script for monitoring and review:

"Legionella control isn't a one-time activity. We monitor and review our systems to make sure the protocols in place adequately manage the risks. Things change - buildings get modified, usage patterns shift, equipment ages. Regular review ensures our controls keep pace with reality. If monitoring shows problems, we investigate and take corrective action."

Step 4: Demonstrate or Walk Through the Process

This section of your video shows viewers how legionella control works in practice. Walking through actual processes helps viewers understand what happens day-to-day and how the various elements connect.

Walking Through Risk Assessment

Explain what happens during a legionella risk assessment and what it examines. This helps viewers understand the foundation of your control measures.

Sample script for risk assessment walkthrough:

"A legionella risk assessment examines your water systems to identify where bacteria could grow and how people might be exposed. The assessor looks at system design, temperatures, water usage patterns, and whether there are dead legs or areas of stagnation. They consider who uses the water and whether any users are particularly vulnerable. The output is a report identifying risks and recommending control measures."

Demonstrating the Management System in Action

Walk viewers through how your water management system operates day-to-day. Show how the various elements work together to control risks.

Talking points for management system demonstration:

• How temperature monitoring works and acceptable ranges
• What flushing regimes involve and why they're needed
• How water treatment is maintained and checked
• The role of planned preventive maintenance
• How records are completed and reviewed
• Escalation processes when issues arise

Sample script for management system walkthrough:

"Let me walk you through how our water management system works in practice. Temperature is critical - legionella grows between 20 and 45 degrees Celsius, so we keep cold water below 20 degrees and hot water above 50 degrees at outlets. We monitor temperatures regularly and record the findings. Where there are infrequently used outlets, we flush them to prevent stagnation. Any water treatment is maintained according to the supplier's guidance. All these activities are recorded, and the records are reviewed to spot any trends."

Showing the Documentation System

Walk through the documentation that supports legionella control. Show examples of records and explain what they demonstrate.

Sample script for documentation walkthrough:

"Every control measure generates records. Here's what temperature monitoring records look like - you can see the date, the outlet tested, the temperature achieved, and who took the reading. If a temperature is out of range, that's flagged, and there's a space to record what action was taken. All these records feed into our review process. When the Responsible Person reviews legionella control, they look at these records to confirm controls are working."

Walking Through Incident Response

Explain what happens when monitoring identifies a problem or when concerns arise about water safety.

Sample script for incident response:

"If monitoring shows temperatures out of range, or if anyone suspects a problem with water systems, there's a clear response process. The finding gets reported to the Responsible Person immediately. They assess whether immediate action is needed - for example, taking an outlet out of use while it's investigated. The root cause gets identified and corrected. Additional monitoring might be needed to confirm the fix worked. Everything gets documented so we have a complete record."

Demonstrating Staff Involvement

Show how everyday staff interact with legionella control measures and what they should do if they have concerns.

Sample script for staff involvement:

"Even if you're not directly responsible for legionella control, you play a part in keeping everyone safe. Follow the procedures in place - don't tamper with temperature settings or disable safety devices. If you notice anything unusual with water systems - strange colours, unusual temperatures, reduced flow - report it immediately. If outlets aren't being used regularly, tell someone so flushing can be arranged. Your observations could identify a problem before it becomes serious."

Step 5: Highlight Common Mistakes

Identifying common mistakes helps viewers understand where legionella control often fails. Present each mistake with clear signs that indicate it's happening and practical ways to avoid it.

Mistake 1: No Risk Assessment or Outdated Assessment

Signs this is happening:

• No one can produce a legionella risk assessment when asked
• The assessment is several years old with no evidence of review
• Significant changes to water systems have occurred since the assessment
• Staff are unaware that an assessment should exist
• Control measures don't match current building configuration

How to avoid it:

• Responsible Persons must identify whether a suitable assessment exists
• Arrange a competent assessment if one is needed
• Review assessments after significant changes to water systems
• Schedule periodic reviews even without changes
• Keep assessments accessible and ensure relevant people know they exist

Mistake 2: Assessment Done But Not Acted Upon

Signs this is happening:

• Risk assessment reports gather dust without implementation
• Recommendations remain as recommendations rather than actions
• Control measures in assessment aren't happening in practice
• Gap between what's documented and what's actually done
• Reviews find the same recommendations unaddressed

How to avoid it:

• Review documentation to ensure control measures meet recommended standards
• Create action plans to implement assessment recommendations
• Assign responsibility and deadlines for each recommendation
• Plan so existing controls are facilitated by the organisation
• Monitor implementation and hold people accountable

Mistake 3: No Appointed Responsible Person

Signs this is happening:

• No one knows who's responsible for legionella control
• Responsibilities aren't formally assigned or documented
• Multiple people assume someone else is handling it
• No single point of accountability for water safety
• Decisions about water systems made without proper authority

How to avoid it:

• Formally appoint Responsible Persons for legionella control
• Document appointments and communicate them widely
• Ensure Responsible Persons understand their duties
• Provide training and resources for them to fulfil the role
• Review appointments when people change roles or leave

Mistake 4: Inadequate Training for Those Carrying Out Controls

Signs this is happening:

• People doing temperature checks don't understand why
• Incorrect techniques used for monitoring activities
• Records completed incorrectly or with meaningless entries
• Out-of-range findings not recognised or escalated
• Control tasks treated as box-ticking rather than genuine protection

How to avoid it:

• Make sure workforce is fully trained and aware
• Explain why controls matter, not just how to do them
• Assess competence, not just attendance at training
• Provide refresher training when standards slip
• Supervise new staff until competence is confirmed

Mistake 5: Poor Record-Keeping

Signs this is happening:

• Records incomplete or missing for extended periods
• Findings recorded without action when results are poor
• Records inaccessible when needed for review
• Inconsistent recording practices between different staff
• Electronic records not backed up or paper records lost

How to avoid it:

• Establish clear record-keeping requirements and formats
• Review records regularly to ensure completion
• Address gaps immediately rather than letting them accumulate
• Make record-keeping part of the task, not an afterthought
• Store records securely with appropriate backup

Mistake 6: Controls Not Actually Facilitated

Signs this is happening:

• Control measures documented but access not available
• Staff assigned tasks but not given time to complete them
• Equipment needed for monitoring not provided or maintained
• Contractors scheduled but never actually attend
• Budget for water safety activities not allocated

How to avoid it:

• Plan so existing controls are facilitated by the organisation
• Allocate time, equipment, and budget for control measures
• Check that scheduled activities actually happen
• Remove barriers that prevent controls being implemented
• Escalate when facilitation problems arise

Mistake 7: No Monitoring and Review Process

Signs this is happening:

• Controls set up initially then never checked
• No one reviews whether controls are working
• Changes to systems happen without updating controls
• Problems repeat because root causes aren't addressed
• Compliance assumed rather than verified

How to avoid it:

• Monitor and review systems to ensure protocols are adequate
• Schedule regular reviews of legionella control effectiveness
• Investigate when monitoring identifies problems
• Update controls when circumstances change
• Use review findings to drive continuous improvement

Mistake 8: Failure to Review Existing Management Systems

Signs this is happening:

• Inherited systems accepted without examination
• Outdated control measures continue unchanged
• Systems don't reflect current building configuration
• No verification that existing controls are adequate
• Assuming previous arrangements are still appropriate

How to avoid it:

• Responsible Persons review existing legionella management systems
• Check whether risk assessment recommendations have been implemented
• Verify control measures meet current standards
• Update systems when reviews identify gaps
• Don't assume - verify that controls are adequate

Mistake 9: Staff Not Following Procedures

Signs this is happening:

• Deviations from procedures observed or reported
• Shortcuts taken to save time
• Safe working practices ignored or unknown
• Individual approaches rather than consistent methods
• Procedures exist but aren't communicated or enforced

How to avoid it:

• Employees and others must adhere to procedures and safe working practices
• Communicate procedures clearly and ensure understanding
• Explain why procedures exist and consequences of deviation
• Monitor compliance and address non-conformance
• Update procedures when they're genuinely impractical

Mistake 10: Reactive Rather Than Preventive Approach

Signs this is happening:

• Action only taken after problems occur
• No proactive monitoring or maintenance
• Waiting for complaints or illness before investigating
• Budget only available when something goes wrong
• Risk management treated as crisis management

How to avoid it:

• Implement proactive monitoring as per management system
• Arrange work activity so risk is managed before problems occur
• Invest in prevention rather than waiting for incidents
• Use monitoring data to identify emerging risks
• Create a culture of anticipation rather than reaction

Step 6: Summarise the Key Takeaways

Close your video by reinforcing the essential messages. This summary helps viewers retain the most important information and understand their core responsibilities for legionella control.

Essential Messages to Reinforce

Sample script for summary:

"Let me summarise the key points about legionella control. Legionella bacteria are substances hazardous to health that can cause serious illness. We have legal duties under the Health and Safety at Work Act, COSHH, and L8 to control these risks. Responsible Persons must ensure we have suitable risk assessments and implement water management systems based on the findings. Everyone must follow the procedures and safe working practices in place. We monitor and review our systems to ensure they remain adequate."

Individual Responsibilities

Remind viewers of their personal role in legionella control regardless of their specific job function.

Sample script for personal responsibilities:

"Whatever your role, you contribute to legionella control. If you're a Responsible Person, make sure assessments are done, controls are implemented, and systems are reviewed. If you carry out monitoring or maintenance, do it properly, record it accurately, and report problems immediately. If you're not directly involved in water safety tasks, follow the procedures, don't interfere with controls, and report any concerns. Everyone's vigilance helps protect everyone's health."

The Continuous Nature of Control

Emphasise that legionella control requires ongoing attention, not one-time compliance.

Sample script for continuous control:

"Legionella control is continuous, not a one-off project. Risks can develop if controls slip. Systems need monitoring, records need keeping, and reviews need conducting. Stay engaged with the water safety procedures that apply to your role. The effort we put into prevention protects people from serious illness."

Linking to Resources

Direct viewers to additional resources and support available to them.

Sample script for resources:

"The written water management plan contains all the detailed procedures, schedules, and records. If you have questions about legionella control or water safety, speak to your Responsible Person. If you're concerned about anything related to water systems, report it immediately. The procedures, control measures, and safe working practices are there to protect you and everyone else."

Final Call to Action

End with a clear statement of what you want viewers to do with the information.

Sample script for closing:

"Legionella control works when everyone plays their part. Understand the procedures that apply to your role. Follow safe working practices. Report concerns promptly. By working together and maintaining our vigilance, we manage these risks effectively and keep everyone safe from the serious harm that legionella can cause. Thank you for taking this training seriously - it really does protect people's health."

Recording Best Practices for Legionella Content

When recording your legionella control video, these practical tips help create effective training content.

Visual Considerations

Consider what visuals will support understanding of legionella concepts.

Visual suggestions:

• Water system diagrams showing typical hot and cold water configurations
• Temperature monitoring equipment and how it's used correctly
• Examples of record-keeping forms and proper completion
• Signage indicating water safety measures in place
• Safe working practices being demonstrated correctly

Presenting Technical Information Clearly

Legionella control involves some technical content that must be presented accessibly.

Tips for technical content:

• Define terms when first introducing them
• Use everyday language where possible without losing accuracy
• Break complex processes into clear steps
• Pause after important points to let information register
• Repeat key messages in different ways throughout

Maintaining Appropriate Tone

The topic is serious but shouldn't be presented in a way that creates panic. Balance the genuine health risks against practical, achievable control measures.

Tone guidance:

• Serious and professional without being alarming
• Confident that controls work when properly implemented
• Respectful of the genuine risks involved
• Encouraging of questions and concern reporting
• Clear that everyone's contribution matters

Length and Pacing

Structure your video to maintain engagement while covering all necessary content.

Pacing suggestions:

• Keep individual sections focused and concise
• Move through regulatory content efficiently
• Spend more time on practical application
• Build in natural breaks between major topics
• Total length of 25-30 minutes is appropriate for this topic

Conclusion

Your legionella control video forms an essential part of your Health and Safety System. By covering the regulatory framework, explaining risk assessment and water management systems, walking through control measures, and highlighting common mistakes, you create training that genuinely protects people from serious illness.

The key to effective legionella training is helping viewers understand both why controls matter and how they work in practice. When people understand the genuine health risks and their role in prevention, they engage with procedures rather than treating them as bureaucratic requirements.

Regular review of your video content ensures it remains current with any changes to your water systems or management arrangements. Legionella control is a continuous commitment, and your training should reflect the ongoing attention this serious risk demands.