How to Record a Safe Systems of Work Video for Your Health and Safety System

Step 1: Set the Scene and Context

Your safe systems of work video needs to demonstrate that you have robust arrangements for providing clear, documented instructions when employees undertake potentially hazardous tasks. The Management of Health and Safety at Work Regulations 1999 require you to provide clear instructions and training for tasks that pose significant risks.

Why Safe Systems of Work Matter for Your Health and Safety System

Safe systems of work bridge the gap between risk assessment findings and practical safe working. When you identify a high-risk situation that cannot be fully controlled through elimination, substitution, or engineering controls, a safe system of work provides the step-by-step method for doing the task safely. Your video should establish why these systems are critical:

Duty to Provide Clear Instructions

Explain on camera your legal obligation:

"We have a duty to ensure our workforce are provided with clear instructions and training when undertaking potentially hazardous tasks that pose significant risks. A safe system of work fulfils this duty by documenting exactly how a task should be performed to minimise the risk of harm."

Link to Risk Assessment

Emphasise how safe systems flow from risk assessment:

"Where our risk assessments for work activities identify residual high-risk situations, written safe systems of work shall be provided. The risk assessment identifies the hazards and evaluates the risks—the safe system of work tells employees how to do the task safely."

Continuous Improvement

Show how you learn from experience:

"We use the experience from operating these arrangements to make improvements to our safety, health and welfare management system. Safe systems of work are not static documents—they evolve as we learn better ways of working safely."

Setting Up Your Recording Location

Choose a location that helps illustrate your safe systems of work in action. You might start in an office area where you can show documentation, then move to a work area where a safe system of work applies. Have examples of documented safe systems available to reference, ideally including one displayed at the point of work.

Step 2: Plan What to Record vs Write

Your safe systems of work 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

System Development Process

Record yourself explaining how you create safe systems:

"Let me walk you through how we develop a safe system of work. It starts with the risk assessment identifying a high-risk situation, then we follow a systematic process to define the safe method of working."

Hazard Identification Walkthrough

Demonstrate how you assess tasks:

"When developing a safe system of work, we assess the task and identify the hazards at each stage. Let me show you how we break down a task and identify what could go wrong."

Implementation and Training

Show how systems are communicated to employees:

"Once we have documented the safe system, we implement it and ensure employees understand it. Training is provided where necessary. Let me show you how we make sure people know what the system requires."

Displaying Systems at Work Sites

Demonstrate your display arrangements:

"We document the safe system of work and ideally display it at the work site where the work takes place. Let me show you how this looks in practice."

Monitoring Compliance

Show how you check systems are followed:

"We monitor activities which have been assigned a safe system of work to ensure employees are following the documented procedures. Let me demonstrate how we do this."

What Works Best as Written Documentation

Safe System of Work Documents

Keep detailed written procedures for each high-risk task, including step-by-step instructions, hazards at each stage, and required controls.

Risk Assessment Records

Maintain the risk assessments that identified the need for each safe system of work.

Training Records

Document evidence that employees have been trained on relevant safe systems of work.

Review Records

Keep records of when systems were reviewed, what was found, and any changes made.

Monitoring Records

Document observations of compliance and any non-conformances identified.

Explaining Your Documentation System on Video

Reference your written records without reading them out in full:

"Every safe system of work is documented in writing. The document specifies the task, the hazards, and the safe method step by step. I will show you what a complete safe system of work document looks like..."

Step 3: Explain the Core Rules and Requirements

Your video should clearly communicate the fundamental principles of safe systems of work in your organisation. Walk through each element methodically so viewers understand how the system operates.

Appointing and Training Staff

Explain who creates safe systems:

"Responsible persons appoint and train sufficient numbers of staff in the creation of safe systems of work. Creating an effective safe system requires understanding of the task, the hazards involved, and how to document procedures clearly. Not everyone can do this—it requires specific skills and knowledge."

Describe training for creators:

"Staff who develop safe systems of work receive training on how to assess tasks, identify hazards, define safe methods, and document procedures in a way that employees can follow. This ensures our safe systems are consistent and effective."

Systematically Identifying Where Systems Are Required

Explain your identification process:

"We systematically identify the areas where a safe system of work may be required. This is not ad hoc—we work through our activities methodically to identify which tasks involve residual high-risk situations that need documented safe working procedures."

Give examples of triggers:

"A safe system of work may be required where the risk assessment identifies significant residual risk, where tasks involve multiple hazards that need to be controlled in sequence, where the consequences of doing something wrong could be severe, or where the task is complex enough that verbal instructions are insufficient."

Assessing Tasks and Identifying Hazards

Walk through task assessment:

"We assess the task and identify the hazards. This means breaking the task down into its component steps and asking at each step: What could go wrong? What hazards are present? What could cause harm?"

Explain the level of detail:

"The assessment needs enough detail to identify all significant hazards, but not so much detail that it becomes unusable. We focus on the hazards that could actually cause harm and the critical points where things could go wrong."

Defining the Safe Method

Explain how you determine safe methods:

"We define the safe method of undertaking the task. This is the heart of the safe system of work—the step-by-step instructions that tell employees exactly how to do the task safely."

Describe what the method includes:

"The safe method specifies what to do, in what order, what precautions to take at each step, what equipment or PPE is required, and any checks that need to be made. It should be clear enough that someone trained on the system can follow it without ambiguity."

Documenting and Displaying Systems

Explain documentation requirements:

"We document the safe system of work and ideally display it at the work site where the work takes place. Documentation creates a permanent record that can be referred to, trained against, and audited. Display at the work site means the information is available when and where it is needed."

Describe format considerations:

"The format should suit the work environment. A laminated sheet displayed next to the work area works well for many situations. The key is that employees can access the information easily when they need it."

Implementation and Training

Describe your implementation approach:

"We implement the system and ensure employees understand it. A documented system is worthless if employees do not know about it or do not understand what it requires. Implementation means actively introducing the system and confirming understanding."

Emphasise training:

"We provide training where necessary. For complex systems or high-risk tasks, formal training ensures employees understand not just what to do, but why each step matters. Training is documented so we have evidence of who has been trained."

Involving Management and Workers

Explain your collaborative approach:

"When developing and implementing safe systems of work, we involve senior management and workers in the task being assessed. This is not a top-down exercise—the people who do the work have valuable insight into the hazards and what actually works in practice."

Describe the benefits:

"Involving workers means the safe system reflects real working conditions, not just how we think the task is done. Involving senior management ensures the system has support and resources for implementation. Collaboration produces better systems that people are more likely to follow."

Regular Review

Explain your review process:

"We review safe systems of work on a regular basis to monitor their effectiveness or when situations change. What worked last year may not be the best approach today. Equipment changes, processes change, and we learn better ways of working."

Describe review triggers:

"Reviews are triggered by scheduled intervals, by incidents or near misses, by changes to equipment or processes, by feedback from employees, or by any situation that suggests the system may no longer be adequate."

Monitoring Compliance

Describe your monitoring approach:

"We monitor activities which have been assigned a safe system of work to ensure employees are following the documented procedures. Having a system is not enough—we need to verify it is actually being used."

Explain what monitoring involves:

"Monitoring includes observing work being carried out, checking that the documented steps are being followed, identifying any deviations, and understanding why deviations occur. If people are not following the system, we need to know whether the problem is the system or the compliance."

Step 4: Demonstrate or Walk Through the Process

This section guides viewers through how your safe systems of work arrangements operate in practice. Use real examples and scenarios to bring the procedures to life.

Demonstrating System Development

Walk through creating a safe system:

"Let me demonstrate how we develop a safe system of work. We have identified through risk assessment that [specific task] involves residual high risk that requires a documented safe system. Here is how we create it."

Show task breakdown:

"First, we break the task down into steps. For this task, the main steps are: [list steps]. This gives us the structure for our safe system."

Demonstrate hazard identification:

"At each step, we identify the hazards. At step one, the hazards include [list hazards]. At step two, we have [list hazards]. We work through systematically so nothing is missed."

Show defining safe methods:

"Now we define the safe method for each step. For step one, the safe method is [describe]. The controls required are [list controls]. We do this for each step until we have a complete safe method from start to finish."

Walking Through Documentation

Show a completed document:

"This is a completed safe system of work document. You can see it identifies the task, lists the steps in order, describes the hazards at each step, and specifies exactly what to do to work safely."

Explain key sections:

"The document includes the scope—what task it applies to. It lists any equipment or PPE required before starting. Then it gives the step-by-step procedure with the safe method for each step. Finally, it includes any emergency procedures relevant to this task."

Demonstrate display:

"Here is how we display the system at the work site. The document is positioned where workers can see it while doing the task. It is protected from damage but easy to read. Anyone doing this task can refer to it if they need to check a step."

Demonstrating Implementation and Training

Walk through implementation:

"When we introduce a new safe system of work, we follow an implementation process. First, we brief all affected employees on the new system. We explain why it has been introduced—what risks it addresses."

Show training elements:

"Training covers the full procedure, step by step. We explain each step and the reason for it. We demonstrate where possible. We allow employees to ask questions and clarify anything they do not understand."

Demonstrate understanding checks:

"We confirm understanding before considering someone trained. This might be through questioning, through observing them perform the task, or through practical assessment. We document that training has taken place and that the employee demonstrated competence."

Walking Through Stakeholder Involvement

Explain involvement process:

"When developing this safe system, we involved both senior management and workers. Let me explain how that worked."

Describe worker involvement:

"We consulted with employees who actually do this task. We asked them to describe how they currently do it, what hazards they encounter, what they find difficult, and what they think would make it safer. Their input shaped the final system."

Describe management involvement:

"Senior management reviewed the proposed system. They confirmed it was practical to implement, that resources were available for any equipment or training needed, and that they supported enforcement of the system."

Demonstrating Review

Walk through a review:

"Let me show you how we review a safe system of work. This system was last reviewed [date] and is due for review now. Here is the process."

Show review steps:

"We start by checking whether anything has changed—equipment, processes, personnel, or any incidents related to this task. We look at monitoring records to see whether the system has been followed and whether any issues have been identified."

Demonstrate assessment:

"We assess whether the system is still adequate. Are the hazards still the same? Are the controls still appropriate? Is there a better way of doing this task safely? Based on this assessment, we either confirm the system remains suitable or update it."

Show documentation:

"We record the review—when it happened, what we found, and any changes made. This creates a history showing the system is actively maintained."

Demonstrating Monitoring

Walk through monitoring:

"We monitor to ensure employees are following safe systems of work. Let me show you how this works."

Show observation:

"I observe the work being carried out and compare what I see to the documented procedure. Is the employee following the steps in order? Are they using the specified controls? Are they taking the precautions the system requires?"

Explain response to findings:

"If I observe full compliance, I note that the system is being followed. If I observe deviation, I need to understand why. Is the employee unaware of the system? Have they not been trained? Is the system impractical in some way? Is there deliberate non-compliance? The response depends on the cause."

Document findings:

"I record my observations. This builds a picture over time of how well our safe systems are working and where intervention may be needed."

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: Creating Systems Without Understanding the Task

Signs this is happening: Safe systems written by people who have never done the task. Systems that do not reflect how work is actually performed. Steps that are impractical or impossible in real working conditions.

How to avoid it: Involve people who actually do the task in developing safe systems. Observe the task being performed before writing the system. Test draft systems with workers before finalising.

Mistake 2: Not Identifying All Significant Hazards

Signs this is happening: Incidents occurring from hazards not covered in the safe system. Workers identifying hazards that the system does not address. Systems that focus on obvious hazards but miss less visible risks.

How to avoid it: Break tasks down systematically and identify hazards at each step. Consult workers who know the task. Review incident records for this and similar tasks. Consider all hazard types—not just physical hazards.

Mistake 3: Vague or Ambiguous Instructions

Signs this is happening: Employees interpreting the same system differently. Questions about what the system actually requires. Steps that say what to do but not how to do it safely.

How to avoid it: Write instructions that are specific and unambiguous. Test whether different people interpret the system the same way. Use clear, simple language. Include enough detail that someone can follow the system without having to guess.

Mistake 4: Not Displaying Systems at Point of Work

Signs this is happening: Systems documented but filed away where no one can access them. Employees unable to refer to systems when doing the task. Reliance on memory rather than documented procedures.

How to avoid it: Display safe systems at the work site where the task takes place. Ensure systems are accessible to workers when needed. Make display practical for the work environment—laminated, weatherproof, or whatever suits the conditions.

Mistake 5: Inadequate Training on Systems

Signs this is happening: Employees unaware that a safe system exists for their task. Systems implemented without explanation or training. No records of who has been trained on which systems.

How to avoid it: Actively train employees on safe systems that apply to their work. Explain not just what to do but why each step matters. Document training and confirm understanding. Retrain when systems change.

Mistake 6: Not Involving Workers in Development

Signs this is happening: Systems that look good on paper but do not work in practice. Workers dismissing systems as impractical or unrealistic. Systems developed by managers without input from those doing the work.

How to avoid it: Involve workers who do the task in developing and reviewing safe systems. Value their knowledge of actual working conditions. Test systems with workers before finalising. Address their concerns about practicality.

Mistake 7: Failing to Review Systems Regularly

Signs this is happening: Systems unchanged for years despite changes to equipment or processes. Systems referring to equipment that no longer exists. No review dates or review records.

How to avoid it: Schedule regular reviews of all safe systems of work. Review when equipment, processes, or circumstances change. Review after incidents or near misses. Document reviews and any changes made.

Mistake 8: Not Monitoring Compliance

Signs this is happening: No observation of whether systems are being followed. Assumption that having a system means it is being used. Deviations from systems not identified or addressed.

How to avoid it: Actively monitor whether employees follow documented systems. Observe work being performed and compare to the procedure. Identify and investigate deviations. Address non-compliance appropriately.

Mistake 9: Treating Non-Compliance as Always a Disciplinary Issue

Signs this is happening: Deviations punished without understanding why they occurred. Systems that are impractical but rigidly enforced. Workers hiding non-compliance rather than reporting system problems.

How to avoid it: Investigate why deviations occur before deciding the response. Consider whether the system is at fault before assuming the worker is. Create an environment where workers can report system problems. Update impractical systems rather than enforcing them rigidly.

Mistake 10: Creating Systems That Are Never Used

Signs this is happening: Extensive libraries of documented systems that no one follows. Systems created to satisfy audits rather than to manage risk. Disconnect between documented procedures and actual working practices.

How to avoid it: Only create systems where they are genuinely needed for high-risk tasks. Ensure systems are practical and usable. Implement systems actively rather than just filing them. Monitor to confirm systems are actually used.

Step 6: Summarise the Key Takeaways

Conclude your video by reinforcing the essential elements of your safe systems of work arrangements. 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 safe systems of work arrangements: We have a duty to ensure our workforce are provided with clear instructions and training when undertaking potentially hazardous tasks that pose significant risks. Where risk assessments identify residual high-risk situations, written safe systems of work are provided."

Cover development:

"Responsible persons appoint and train sufficient numbers of staff in the creation of safe systems. We systematically identify where systems are required, assess tasks and identify hazards, and define the safe method of undertaking each task."

Address documentation:

"We document safe systems of work and ideally display them at the work site where the work takes place. This ensures instructions are available when and where they are needed."

Cover implementation:

"We implement systems and ensure employees understand them, providing training where necessary. When developing and implementing safe systems, we involve senior management and workers in the task being assessed."

Address ongoing management:

"We review safe systems of work on a regular basis to monitor their effectiveness or when situations change. We monitor activities to ensure employees are following documented procedures."

Emphasise improvement:

"We use the experience from operating these arrangements to make improvements to our safety, health and welfare management system."

Final Statement

End with a clear commitment:

"Safe systems of work translate risk assessment findings into practical, safe working methods. They ensure that when our employees face high-risk tasks, they have clear instructions on how to do the work safely. By developing, implementing, and monitoring these systems consistently, we provide the protection our workforce needs for their most hazardous activities."

Bringing It All Together

Your safe systems of work video should demonstrate a comprehensive approach to providing clear instructions for high-risk tasks. From identifying where systems are needed, through developing practical procedures, to monitoring that they are followed, each element supports the overall goal of ensuring employees can work safely on hazardous tasks.

Remember that safe systems of work are practical tools, not just documentation. Your video should reflect this principle by showing how systems translate into real safe working practices at the point of work.

The key elements to cover are:

• Appointing competent staff: Who creates safe systems and their training
• Systematic identification: How you determine where systems are needed
• Task assessment: How you identify hazards at each step
• Defining safe methods: How you determine the safe way to work
• Documentation and display: Recording systems and making them accessible
• Implementation and training: Ensuring employees understand systems
• Stakeholder involvement: Engaging management and workers
• Regular review: Keeping systems current and effective
• Compliance monitoring: Verifying systems are followed

By demonstrating each of these elements clearly, your video provides evidence of a functioning safe systems of work programme that protects your workforce during their most hazardous activities and meets your legal obligations under the Management of Health and Safety at Work Regulations 1999.