How to Record a Risk Assessment Video for Your Health and Safety System
Risk assessment is the foundation of effective health and safety management. Under the Management of Health and Safety at Work Regulations 1999, you must undertake a suitable and sufficient assessment of the risks to employees and others who may be affected by your business undertakings, and record the significant findings. Recording a video for your Health and Safety System allows you to demonstrate exactly how this process works in practice—from identifying hazards through to implementing controls and reviewing their effectiveness.
Key Takeaways
Your risk assessment video should demonstrate how responsible persons undertake assessments, identify significant risks from work activities, prioritise statutory compliance measures, implement suitable control measures, consider all affected groups including vulnerable workers, account for existing precautions, identify further controls needed, use assessments to improve procedures, provide training on key findings with recorded communication, and review all assessments regularly.
Article Content
Step 1: Set the Scene and Context
Your risk assessment video needs to demonstrate that you have a systematic process for identifying hazards, evaluating risks, and implementing controls to protect employees and others. The Management of Health and Safety at Work Regulations 1999 require you to undertake suitable and sufficient assessments and record the significant findings.
Why Risk Assessment Matters for Your Health and Safety System
Risk assessment is not just a legal requirement—it is the mechanism by which you identify what could cause harm and decide what to do about it. Your video should establish why proper risk assessment is critical:
Legal Requirement
Explain on camera your duty to assess risks:
"To comply with the Management of Health and Safety at Work Regulations 1999, we undertake a suitable and sufficient assessment of the risks to employees and any others who may be affected by our business undertakings. We record the significant findings of that assessment."
Purpose of the Record
Emphasise what risk assessment records achieve:
"The record should represent an effective statement of the hazards and risks, which then leads management to put in place the relevant control measures. This ensures the health and safety of our workforce, sub-contractors, visitors and, when appropriate, the general public."
Foundation for Safety
Give viewers the broader context:
"Risk assessment is not paperwork for its own sake. It is how we identify what could go wrong, who could be harmed, and what we need to do to prevent harm. Every control measure, every safety procedure, every piece of protective equipment traces back to a risk assessment that identified the need."
Setting Up Your Recording Location
Choose a location that helps illustrate your risk assessment process. You might start in an office or meeting room where you can show assessment documentation, then move to work areas where you can demonstrate how assessments relate to actual activities. Have examples of completed risk assessments available to reference.
Step 2: Plan What to Record vs Write
Your risk assessment arrangements include elements that work well on video and others better suited to written documentation. Planning this split ensures your video is engaging while maintaining complete records.
What Works Best on Video
The Assessment Process
Record yourself explaining how you conduct assessments:
"Let me walk you through how we approach risk assessment. Responsible persons undertake assessments for the business following a systematic process that ensures we identify hazards, evaluate risks, and implement appropriate controls."
Hazard Identification
Demonstrate how you spot hazards in practice:
"Risk assessment starts with identifying what could cause harm. Let me show you how we look at a work activity and identify the significant risks that arise from it."
Control Measure Implementation
Show how assessments lead to action:
"Once we have identified risks, we implement control measures. Let me show you how the findings of a risk assessment translate into practical controls in the workplace."
Considering Vulnerable Groups
Explain your approach to at-risk workers:
"We ensure all groups who might be affected are considered. Let me explain how we identify groups of workers who might be particularly vulnerable or at risk, like lone workers."
Training Communication
Demonstrate how you share findings:
"We provide training on key findings to all employees associated with the work task. Let me show you how we communicate risk assessment outcomes and record that communication."
What Works Best as Written Documentation
Risk Assessment Records
Keep documented assessments including hazard identification, risk evaluation, control measures, persons affected, and review dates.
Significant Findings
Maintain written records of significant findings that represent an effective statement of hazards and risks.
Training Records
Document evidence that staff have been informed of risks and safe working practices, with records of communication.
Review Schedules
Keep written schedules showing when assessments are due for review and records of reviews completed.
Action Plans
Document further control measures required and plans for implementation.
Explaining Your Documentation System on Video
Reference your written records without reading them out in full:
"Every risk assessment is documented in writing. The record captures the hazards identified, the risks evaluated, the control measures implemented, and when the assessment needs to be reviewed. Let me show you what a completed assessment looks like..."
Step 3: Explain the Core Rules and Requirements
Your video should clearly communicate the fundamental principles of risk assessment in your organisation. Walk through each element of the process methodically so viewers understand how assessments work.
Responsible Persons Undertake Assessments
Explain who conducts assessments:
"Responsible persons undertake risk assessments for the business. These are people with sufficient knowledge and competence to identify hazards, understand the risks, and determine appropriate controls. Not everyone can conduct a risk assessment—it requires understanding of the work activities and the principles of risk management."
Identifying Significant Risks
Walk through hazard identification:
"We identify the significant risks arising from our work activities. This means looking at what we do and asking what could go wrong. We focus on significant risks—those that could cause real harm—rather than trying to list every theoretical possibility."
Give practical guidance:
"Identifying significant risks requires looking at the work activity, the environment, the equipment used, the substances involved, and the people doing the work. We ask: What could cause harm? How could it cause harm? Who might be harmed?"
Prioritising Statutory Compliance
Explain your compliance approach:
"We prioritise the measures that need to be taken to comply with relevant statutory provisions. Some risks are governed by specific regulations that prescribe particular controls. These take priority because they represent legal requirements, not just good practice."
Implementing Suitable Control Measures
Describe your control measure approach:
"We ensure that all relevant risks and hazards are addressed by the implementation of suitable and sufficient control measures. The controls must match the risks—they must be suitable for the specific hazards identified and sufficient to reduce the risk to an acceptable level."
Explain the hierarchy:
"Control measures follow a hierarchy. We first look to eliminate the hazard entirely. If that is not possible, we substitute with something less hazardous. Then we consider engineering controls, administrative controls, and finally personal protective equipment. Each step down the hierarchy generally provides less protection, so we aim as high as possible."
Considering All Affected Groups
Emphasise inclusivity in assessment:
"We ensure that all groups of employees and others who might be affected are considered in the documented risk assessment and informed of the risks. This means thinking beyond regular employees to include contractors, visitors, members of the public, and anyone else who could be affected by our activities."
Address vulnerable workers:
"We identify groups of workers who might be vulnerable or at particularly at risk, like lone workers. Some people face higher risks than others due to their circumstances—working alone, being new to the job, having disabilities, or being pregnant. Our assessments must consider these groups specifically."
Accounting for Existing Measures
Explain baseline assessment:
"We take account of existing preventive or precautionary measures. Risk assessment does not start from zero—we already have controls in place. The assessment considers what is already being done and evaluates whether it is sufficient or whether more is needed."
Identifying Further Controls
Describe the gap analysis:
"We identify whether further control measures are required to reduce the risk of employees or others to a safe level. Even with existing controls, the residual risk may be too high. The assessment identifies what additional measures are needed to bring risk down to an acceptable level."
Using Assessment to Improve
Emphasise continuous improvement:
"We address the further control measures required, so the risk assessment process can be used positively by the company to change working procedures and improve health and safety performance. Risk assessment is not just about documenting the current situation—it drives improvement."
Training on Key Findings
Describe your training requirements:
"We provide training regarding the key findings to all employees associated to the work task or who use the equipment assessed. People cannot work safely if they do not know what the risks are and how to control them."
Emphasise recording:
"The process of communication must be recorded to evidence that staff are aware of the safe working practices. Training is only effective if it actually reaches the people who need it. Recording the communication proves that staff have been informed."
Regular Review
Explain your review approach:
"We review all risk assessments regularly and ensure that all activities, use of equipment or areas which have the potential to cause harm have been assessed. Circumstances change—new equipment, new processes, new information about hazards. Assessments must be reviewed to remain current and valid."
Step 4: Demonstrate or Walk Through the Process
This section guides viewers through how your risk assessment process works in practice. Use real examples and scenarios to bring the procedures to life.
Demonstrating Hazard Identification
Walk through identifying hazards:
"Let me demonstrate how we identify hazards for a risk assessment. I am going to look at [specific work activity] and identify what could cause harm."
Show the thought process:
"First, I observe the activity being performed. What equipment is being used? What substances are involved? What movements are required? What could go wrong at each stage?"
Identify specific hazards:
"Looking at this activity, I can identify several hazards: [list specific hazards]. Each of these could cause harm to employees or others. These are the significant risks we need to assess."
Walking Through Risk Evaluation
Demonstrate evaluating risks:
"Once we have identified hazards, we evaluate the risks. This means considering how likely it is that harm will occur and how severe that harm could be."
Show evaluation criteria:
"For this hazard—[specific example]—I consider: How often does this activity happen? How likely is it that something will go wrong? If it does go wrong, how serious could the injury be? Who is exposed to this risk?"
Explain prioritisation:
"This evaluation helps us prioritise. A hazard that is very likely to cause serious harm needs immediate attention. A hazard that is unlikely and would cause minor harm is lower priority. We focus resources where they make the biggest difference."
Demonstrating Control Measure Selection
Walk through choosing controls:
"Now I need to determine what control measures are appropriate for this risk. I work through the hierarchy of controls."
Apply the hierarchy:
"Can we eliminate this hazard entirely? If not, can we substitute something less hazardous? What engineering controls could reduce the risk? What procedures or administrative controls are needed? Is PPE required as a final line of defence?"
Show practical application:
"For this risk, elimination is not practical because [reason]. However, we can implement [specific control] which significantly reduces the risk. We also require [additional controls] to address the residual risk."
Walking Through Documentation
Demonstrate completing an assessment:
"Let me show you how we document a risk assessment. The record needs to capture the significant findings in a way that represents an effective statement of hazards and risks."
Show each section:
"We record the activity being assessed, the hazards identified, who might be harmed, the existing controls, the risk evaluation, any further controls needed, and when the assessment should be reviewed."
Explain what makes it sufficient:
"A suitable and sufficient assessment does not need to be lengthy, but it must be thorough. It should identify all significant hazards, evaluate the risks realistically, and specify controls that actually address the risks identified."
Demonstrating Consideration of Vulnerable Groups
Walk through vulnerable worker assessment:
"When completing this assessment, I need to consider whether any groups might be particularly at risk. Let me show you how we do this."
Consider different groups:
"Are lone workers affected by this activity? They may face higher risks because no one is there to help if something goes wrong. Are new or inexperienced workers involved? They may not recognise hazards that experienced workers would spot."
Show specific considerations:
"We also consider whether pregnant workers, young workers, or workers with disabilities might be affected. Each group may need additional controls or alternative arrangements to ensure their safety."
Walking Through Training Communication
Demonstrate training delivery:
"Once the risk assessment is complete, we need to communicate the key findings to affected employees. Let me show you how we do this."
Show the training process:
"Training covers what the hazards are, how they could cause harm, what control measures are in place, what employees must do to work safely, and what to do if something goes wrong. We do not just hand over the assessment—we explain it and check understanding."
Demonstrate recording:
"We record that training has taken place. This record shows who was trained, when, what was covered, and confirms they understood the key points. This evidences that staff are aware of the safe working practices."
Demonstrating Assessment Review
Walk through the review process:
"Risk assessments must be reviewed regularly. Let me show you how we approach this."
Explain review triggers:
"We review assessments on a scheduled basis, but also when circumstances change—new equipment, new processes, after an incident, or when we get new information about hazards. Any of these triggers a review."
Demonstrate the review:
"During review, we check whether the assessment is still valid. Have the hazards changed? Are the controls still in place and working? Has anything happened that suggests the risk evaluation was wrong? Do we need additional controls?"
Show documentation:
"We record when reviews take place and what was found. If changes are needed, we update the assessment and communicate the changes to affected employees."
Demonstrating Use for Improvement
Show how assessments drive change:
"Risk assessment is not just documentation—it drives improvement. Let me show you how we use the process positively."
Give an example:
"This assessment identified that [specific finding]. Rather than just accepting this as a managed risk, we looked at whether we could do better. We investigated [improvement option] and found that we could [specific improvement]. This changed our working procedure and improved health and safety performance."
Emphasise the positive approach:
"Every risk assessment is an opportunity to ask whether we can do things better. The process should lead to practical improvements, not just paperwork."
Step 5: Highlight Common Mistakes
Understanding common errors helps viewers avoid them. For each mistake, explain what goes wrong and how to prevent it.
Mistake 1: Generic Assessments Not Specific to Your Activities
Signs this is happening: Risk assessments copied from templates without adaptation. Assessments describe activities differently from how they are actually performed. Controls specified do not match what actually happens.
How to avoid it: Base assessments on your actual work activities, observed in your actual environment. Templates can provide structure, but content must reflect reality. Review assessments against what actually happens on the ground.
Mistake 2: Failing to Identify Significant Hazards
Signs this is happening: Obvious hazards missing from assessments. Incidents occurring from hazards that were not identified. Staff mentioning risks that assessments do not cover.
How to avoid it: Involve people who do the work in identifying hazards—they know what can go wrong. Observe activities being performed rather than relying on descriptions. Review incident records to identify hazards that have caused harm.
Mistake 3: Not Considering All Affected Groups
Signs this is happening: Assessments only consider regular employees. No mention of contractors, visitors, or the public. Vulnerable groups like lone workers or pregnant workers not considered.
How to avoid it: Systematically consider everyone who might be affected. Use a checklist of groups to ensure none are overlooked. Specifically address vulnerable workers who may face higher risks.
Mistake 4: Control Measures Not Matched to Risks
Signs this is happening: The same generic controls specified for different hazards. Control measures insufficient to address the risks identified. No clear link between hazard, risk evaluation, and control.
How to avoid it: Select controls specifically for each risk identified. Ensure controls are appropriate to the severity of the risk. Document how each control addresses the specific hazard.
Mistake 5: Not Following the Hierarchy of Controls
Signs this is happening: PPE specified as the primary control when better options exist. No evidence that elimination or substitution was considered. Engineering controls overlooked in favour of administrative measures.
How to avoid it: Work through the hierarchy systematically for each risk. Document why higher-level controls are not reasonably practicable if you cannot use them. Aim for the most effective control available.
Mistake 6: Failing to Communicate Findings to Employees
Signs this is happening: Assessments completed but employees unaware of the findings. Staff not knowing what the risks are or what controls to use. No training records showing communication took place.
How to avoid it: Build communication into the assessment process. Train employees on key findings before they are exposed to the risks. Record that training has taken place and that staff understand.
Mistake 7: No Record of Communication
Signs this is happening: Training claimed to have happened but no documentation. Unable to demonstrate which employees were informed of which risks. No evidence that staff are aware of safe working practices.
How to avoid it: Record all communication of risk assessment findings. Include who was trained, when, what was covered, and confirmation of understanding. Retain records as evidence of compliance.
Mistake 8: Assessments Not Reviewed When Circumstances Change
Signs this is happening: Assessments unchanged despite new equipment, processes, or information. Assessments referring to activities no longer performed. Controls specified no longer matching current practice.
How to avoid it: Establish triggers that prompt review—new equipment, process changes, incidents, new information. Review assessments promptly when triggers occur. Update and re-communicate as needed.
Mistake 9: Not Reviewing Assessments Regularly
Signs this is happening: Assessments dated years ago with no evidence of review. No schedule for when assessments should be reviewed. Assessments out of date and no longer reflecting current risks.
How to avoid it: Establish a review schedule based on risk and how often things change. Record when reviews take place. Ensure all assessments are reviewed at appropriate intervals.
Mistake 10: Treating Assessment as Paperwork Rather Than Process
Signs this is happening: Assessments completed to satisfy audit requirements rather than to manage risk. Controls documented but not implemented in practice. Assessment process disconnected from actual safety management.
How to avoid it: Use risk assessment to drive actual improvements. Verify that documented controls are implemented. Treat assessment as the foundation of safety management, not an administrative burden.
Step 6: Summarise the Key Takeaways
Conclude your video by reinforcing the essential elements of your risk assessment process. This summary helps viewers remember the key points and understand their role in making the system work.
Recording Your Summary
Bring together the main themes:
"To summarise our risk assessment process: We undertake suitable and sufficient assessments of the risks to employees and any others who may be affected by our business undertakings. We record the significant findings as an effective statement of hazards and risks, which leads us to implement relevant control measures."
Cover the process:
"Responsible persons undertake risk assessments for the business. We identify significant risks arising from our work activities and prioritise measures to comply with statutory provisions."
Address controls:
"We ensure all relevant risks and hazards are addressed by implementing suitable and sufficient control measures. We take account of existing preventive measures and identify whether further controls are required to reduce risk to a safe level."
Cover affected groups:
"We ensure all groups of employees and others who might be affected are considered, including those who might be vulnerable or at particular risk like lone workers."
Address improvement:
"We address further control measures required so the assessment process can be used positively to change working procedures and improve health and safety performance."
Cover training:
"We provide training on key findings to all employees associated with assessed work tasks. The communication process is recorded to evidence that staff are aware of safe working practices."
Conclude with review:
"We review all risk assessments regularly and ensure all activities, equipment, or areas with potential to cause harm have been assessed."
Final Statement
End with a clear commitment:
"Risk assessment is the foundation of our health and safety management. It is how we identify what could cause harm and decide what to do about it. By following this process consistently, we ensure the health and safety of our workforce, sub-contractors, visitors, and the general public. Every control measure traces back to an assessment that identified the need—this is how we make our workplace safe."
Bringing It All Together
Your risk assessment video should demonstrate a systematic process for identifying hazards, evaluating risks, implementing controls, and reviewing effectiveness. From responsible persons conducting assessments through to communicating findings and reviewing regularly, each element supports the overall goal of protecting people from harm.
Remember that risk assessment is not paperwork—it is the mechanism that drives safety management. Your video should reflect this principle by showing how assessments lead to practical action and continuous improvement.
The key elements to cover are:
- Responsible persons: Who undertakes assessments and their competence
- Hazard identification: How you identify significant risks from work activities
- Statutory compliance: Prioritising measures required by law
- Control measures: Implementing suitable and sufficient controls
- Affected groups: Considering all who might be harmed, including vulnerable workers
- Existing measures: Taking account of what is already in place
- Further controls: Identifying additional measures needed
- Continuous improvement: Using assessments to change procedures positively
- Training communication: Informing employees and recording that communication
- Regular review: Keeping assessments current and comprehensive
By demonstrating each of these elements clearly, your video provides evidence of a functioning risk assessment process that protects your workforce and others, and meets your legal obligations under the Management of Health and Safety at Work Regulations 1999.