How to Record a Health and Safety Training Video for Your Health and Safety System

Step 1: Set the Scene and Context

Your health and safety training video needs to establish from the outset why training matters and what your organisation's approach is. Training is not just a box-ticking exercise—it is a legal requirement under the Health and Safety at Work Act 1974 and essential for ensuring your team can work safely.

Why This Topic Matters

Start your video by explaining the fundamental purpose of health and safety training. When your team understands why training is important, they are more likely to engage fully with it.

Sample opening script:

"In this video, I'm going to explain our health and safety training arrangements and why training is so important to how we work. Under the Health and Safety at Work Act 1974, we have a legal duty to provide adequate training so that everyone who works here is competent to do their job safely. Training is not optional—it is the law. But more than that, good training protects you, protects your colleagues, and ensures we can deliver our services safely."

What You Will Cover

Tell your viewers what they will learn from this video. This helps set expectations and keeps them engaged throughout.

Key points to preview:

• Why training is a legal requirement
• What training you will receive
• How we identify training needs
• How training records are maintained
• Your responsibility to participate in training
• How we monitor that training is effective

The Legal Framework

Explain that the requirement for training comes from Section 2 of the Health and Safety at Work Act 1974.

Sample script:

"Section 2 of the Health and Safety at Work Act 1974 requires employers to provide adequate training so that employees are competent to do their work safely. The key word is 'competent'—it is not enough to just tell someone what to do. We need to make sure you have the knowledge and skills to carry out your work in a way that protects your health and safety, and the health and safety of others."

Your Organisation's Commitment

Express your organisation's commitment to training as a safety arrangement.

Sample script:

"We are fully aware of the need to provide adequate training so that everyone who works here can discharge their health and safety responsibilities, undertake the work asked of them, and have the knowledge required for the safe delivery of our services. We manage health and safety by following specific training arrangements, which I am going to explain in this video."

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Step 2: Plan What to Record vs Write

Before you start filming, plan what content works best on camera versus what should be provided as written supporting materials.

Best for Video (On Camera)

The following content is most effective when explained and demonstrated on camera:

Explaining why training matters

Use your video to communicate the importance of training in a personal, engaging way. This is about motivation and understanding, not just facts.

Describing your training arrangements

Walk through how training works in your organisation—how needs are identified, how training is delivered, and how records are maintained.

Explaining employee responsibilities

Make clear what you expect from your team when it comes to training. They need to understand that training is a two-way commitment.

Showing how training connects to daily work

Give examples of how the training your team receives directly applies to their day-to-day activities.

Introducing types of training available

Explain the range of training that may be provided, from formal qualifications to in-house instruction.

Best for Supporting Written Text

The following content works better as written reference materials that accompany your video:

The training matrix

Your training matrix shows what training is required for each role and when it was completed. This is detailed information that staff should be able to look up.

Certificates and records

Provide information on where training certificates are kept and how staff can access their own training records.

Specific courses and qualifications

List the formal qualifications relevant to your operation—these are reference items, not things to memorise.

Training schedules

If you have a training calendar or schedule, provide this as a written document.

Contact details for training coordinators

Give staff the names of the responsible persons who manage training.

Sample Content Split

On camera: "We use a training matrix to track what training everyone has completed and when refresher training is due. The matrix is maintained by our responsible persons and is regularly reviewed to make sure no one's training lapses. I've included information on how to access your training records in the written materials that go with this video."

In written materials: Provide the training matrix format, instructions for accessing records, and contact details for the training coordinator.

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Step 3: Explain the Core Rules and Requirements

This is the heart of your video. You need to cover your organisation's training arrangements clearly and thoroughly.

Making Resources Available

Explain that your organisation commits to making resources available for training.

Sample script:

"First, we commit to making the resources available so that suitable and sufficient training can be arranged for staff. This means we will invest the time, money, and effort needed to ensure you receive the training you need. Training is not something we do reluctantly—it is a priority."

What this means in practice:

• Budget is allocated for external training courses where needed
• Time is set aside during working hours for training
• Training materials and equipment are provided
• Internal trainers are given time to prepare and deliver training
• Venues are arranged for training sessions

Sample script:

"In practical terms, this means we set aside budget for training, we schedule training during work time so you are not expected to train in your own time unpaid, and we ensure the people delivering training have the resources they need to do it properly."

Identifying and Arranging Formal Training

Explain the role of responsible persons in identifying training needs and arranging formal training.

Sample script:

"The responsible persons in our organisation—who are identified on our responsibility chart—are responsible for identifying what training is needed and arranging it for employees. They work to ensure training is delivered within compliant timeframes so that you always have the training you need before you are asked to carry out work that requires it."

What this means in practice:

• Training needs are assessed when someone joins the organisation
• Training needs are reviewed when someone changes role
• New equipment or procedures trigger training assessments
• Legislative changes that affect training requirements are tracked
• Training is scheduled and delivered before staff need to use the skills

Sample script:

"When you join us, we assess what training you need based on your role. If your role changes, we review your training needs again. If we introduce new equipment or new ways of working, we make sure you are trained before you are expected to use them. And when laws change, we update our training to stay compliant."

Fire Safety Training

Explain the specific arrangements for fire safety training.

Sample script:

"Where necessary, we will arrange training for staff in the use of firefighting equipment, including its proper use and maintenance. Not everyone needs to be trained to use firefighting equipment—it depends on your role and our fire risk assessment. But if your role requires it, you will receive this training."

What this means in practice:

• Fire safety training is provided based on the fire risk assessment
• Staff who may need to use fire extinguishers are trained in their use
• Training covers when to fight a fire and when to evacuate
• Refresher training is provided at appropriate intervals
• Training includes understanding different types of fire and extinguishers

Sample script:

"Fire safety training is not one-size-fits-all. Our fire risk assessment identifies who needs what level of training. Some of you may be trained as fire marshals with more detailed knowledge. Others will receive basic fire awareness training. The key principle is that everyone knows what to do in a fire, and those with specific responsibilities are equipped to fulfil them."

Employee Responsibilities

Make clear that training is a two-way commitment.

Sample script:

"Training is not something we do to you—it is something we do with you. All employees are required to assist and cooperate with us in any arrangements made for their training. That means attending scheduled training, engaging fully with the content, and applying what you learn in your daily work."

What this means in practice:

• Staff must attend training when scheduled
• Staff must engage actively, not just be physically present
• Staff must apply what they learn
• Staff must raise concerns if they do not feel adequately trained
• Staff must not carry out work they have not been trained to do

Sample script:

"Your responsibility is to turn up, pay attention, and put what you learn into practice. If you ever feel you have not been adequately trained to do something safely, speak up. Do not attempt work you have not been trained for. And do not treat training as an inconvenience—treat it as an investment in your own safety."

Training Records

Explain how training records are maintained.

Sample script:

"The responsible persons will maintain a record of all training that is undertaken. Training records are kept on our company training matrix. This allows us to track what training everyone has completed, when it expires, and when refresher training is due."

What this means in practice:

• Every training session is recorded
• Records include who attended, what was covered, and when
• Certificates are kept on file
• The matrix tracks expiry dates for time-limited training
• Records are available for inspection and audit

Sample script:

"When you complete training, it is recorded on the training matrix. This record shows the date of training, what was covered, and when any refresher training is due. If an inspector asks to see evidence of our training, we can show them immediately. If you need to prove your training for any reason, we have the records."

Ongoing Monitoring of Training Needs

Explain that training is not a one-time event.

Sample script:

"The training needs of employees will be continually monitored in relation to business activities. This includes changes to legislation, the introduction of new technology or equipment, and changes to work methods. Training is not something you do once and forget—it evolves as our work evolves."

What this means in practice:

• Training needs are reviewed regularly, not just at induction
• Changes in the business trigger training assessments
• New legislation may require new training
• New equipment requires training before use
• Changes to procedures require training updates

Sample script:

"If we introduce a new piece of equipment, we assess what training is needed. If the law changes, we review whether our training needs to be updated. If we change how we do something, we make sure everyone is trained on the new way. This is an ongoing process, not a one-off exercise."

In-House and External Training

Explain the blend of training approaches used.

Sample script:

"Our training programme uses both in-house and external training facilities. Some training is best delivered internally by people who know our operation. Other training requires external specialists or leads to formal qualifications. We use whichever approach is most appropriate for the subject matter."

What this means in practice:

• In-house training is delivered by competent internal staff
• External training is used for specialist subjects or formal qualifications
• The choice depends on the topic and required outcome
• Certificates of attendance or competence are issued where appropriate

Sample script:

"For some topics, the best person to train you is someone who works here and knows exactly how we do things. For other topics, we bring in external trainers or send you on external courses. If the training leads to a qualification, you will receive a certificate. Whatever the format, the goal is the same—to make sure you have the knowledge and skills you need."

Monitoring Training Effectiveness

Explain that delivering training is not enough—you must also check it is working.

Sample script:

"Responsible persons will monitor the training provided to ensure its effectiveness and to identify the requirement for further training or refreshing of skills. Training that does not lead to changed behaviour is not effective training. We check that what we teach is being applied in practice."

What this means in practice:

• Training is followed up to see if it is being applied
• Observations and checks verify competence
• Further training is provided if needed
• Training methods are reviewed if they are not effective
• Feedback from staff is used to improve training

Sample script:

"After you complete training, we do not just assume you are now competent forever. We observe how you work, we check that you are applying what you learned, and if there are gaps, we provide further training. If we notice that everyone struggles with a particular topic, we look at whether our training approach needs to change."

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Step 4: Demonstrate or Walk Through the Process

Now walk your viewers through exactly how the training process works in your organisation.

The Training Journey for a New Starter

Sample script:

"Let me walk you through what training looks like when you first join us.

Before you start, or during your first days, we assess your training needs based on your role. What do you need to know to do this job safely? What formal qualifications are required? What in-house training do you need?

We then schedule your training. Some of it may happen on your first day. Other training may be scheduled over your first weeks or months. The key thing is that you receive training before you are asked to do work that requires it.

As you complete each piece of training, it is recorded on the training matrix. You may receive certificates for formal courses. At the end of your induction period, we check that all required training has been completed."

How Training Needs Are Identified

Walk through the process of identifying training needs.

Sample script:

"Training needs come from several sources.

First, the role itself. Each role has certain training requirements built in. If your role involves manual handling, you need manual handling training. If it involves food preparation, you need food safety training. And so on.

Second, changes. When we introduce new equipment, new procedures, or new regulations come into force, we assess whether additional training is needed.

Third, observation. If managers observe that someone is struggling with an aspect of their work, that may indicate a training need.

Fourth, requests. If you feel you need training on something, you can request it. We would rather provide training than have someone attempting work they are not confident doing."

How Training Is Delivered

Explain the different formats training might take.

Sample script:

"Training can take many forms depending on the subject matter.

Formal classroom training is used for topics that need structured learning, often with an external trainer or leading to a qualification.

Practical demonstrations are used for hands-on skills. Someone shows you how to do something, you practice under supervision, and then you do it independently once you are competent.

Online learning is used for some topics, particularly for knowledge-based training that does not require hands-on practice.

On-the-job coaching is used for role-specific skills that are best learned by doing, with guidance from an experienced colleague.

The format depends on what is being taught. The important thing is that you end up competent, not just that you sat through a session."

How Records Are Maintained

Walk through the record-keeping process.

Sample script:

"Every time you complete training, it is recorded.

The training matrix is our central record. It shows every employee, what training they have completed, and when that training expires or is due for refreshment.

Certificates from external courses are kept on file. If you need a copy of a certificate, speak to the responsible person.

The matrix is reviewed regularly to identify anyone whose training is due to expire. We schedule refresher training before the expiry date so there is no gap in competence.

If an inspector asks to see our training records, we can show them immediately. If you are asked to prove your training to a client or contractor, we can provide that evidence."

How Training Effectiveness Is Monitored

Explain how you check that training is working.

Sample script:

"Delivering training is only half the job. We also need to check it is working.

After you complete training, managers will observe how you apply what you learned. Are you following the correct procedures? Are you using equipment properly? Are you avoiding the mistakes the training warned you about?

If there are gaps, we address them. That might mean a quick refresher conversation, additional practice, or formal retraining if needed.

We also look at patterns. If several people struggle with the same thing after the same training, that tells us the training itself might need to be improved.

Your feedback matters too. If you found a piece of training unclear or unhelpful, tell us. We use that feedback to make training better for everyone."

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Step 5: Highlight Common Mistakes and How to Avoid Them

This section helps your team avoid the errors that can undermine your training arrangements.

Mistake 1: Treating Training as a One-Time Event

Signs this is happening:

• Staff completed training years ago and have not received any refresher
• The training matrix shows long gaps without any entries
• Staff struggle to remember what they were taught
• Practices have drifted from what was originally trained

How to avoid it:

• Schedule refresher training at appropriate intervals
• Review the training matrix regularly to catch expiring training
• Provide top-up training when practices start to drift
• Treat training as an ongoing commitment, not a one-off box tick

Sample script:

"One of the biggest mistakes is thinking that once someone is trained, they are trained forever. Skills fade. Knowledge gets forgotten. Bad habits creep in. That is why refresher training exists. If your training matrix shows people who have not received any training in years, something has gone wrong."

Mistake 2: Not Identifying Training Needs When Things Change

Signs this is happening:

• New equipment is introduced without training
• New procedures are implemented with only a verbal briefing
• Legislative changes are not reflected in training
• Staff are asked to do new tasks without preparation

How to avoid it:

• Build training needs assessment into change processes
• Before introducing anything new, ask: "What training is needed?"
• Track legislative changes and their training implications
• Never ask someone to do something they have not been trained to do

Sample script:

"When something changes—new equipment, new procedures, new regulations—ask yourself: does this create a training need? If the answer is yes, address it before asking anyone to work with the change. Do not assume people will figure it out."

Mistake 3: Delivering Training Without Checking It Works

Signs this is happening:

• Training is delivered but practices do not change
• The same mistakes keep happening despite training
• Staff cannot explain what they learned
• There is no follow-up after training sessions

How to avoid it:

• Build follow-up checks into your training process
• Observe staff after training to verify competence
• Ask questions to check understanding
• Review whether training methods need to change if outcomes are poor

Sample script:

"Training that does not lead to changed behaviour is wasted training. After every training session, check that people are applying what they learned. If they are not, find out why. Maybe they did not understand. Maybe the training was unclear. Maybe there are barriers to applying it. Do not just tick the box and move on."

Mistake 4: Poor Record-Keeping

Signs this is happening:

• Training has been delivered but not recorded
• The training matrix is out of date
• Certificates are lost or unfiled
• No one knows who has been trained in what

How to avoid it:

• Record training immediately after it is delivered
• Assign clear responsibility for maintaining the training matrix
• Have a system for filing and finding certificates
• Audit your training records regularly

Sample script:

"If training is not recorded, you cannot prove it happened. When an inspector asks for evidence, when a client asks for assurance, when there is an incident and someone asks whether the person involved was trained—you need to be able to answer immediately. Keep your records up to date."

Mistake 5: Not Making Time for Training

Signs this is happening:

• Training is repeatedly postponed due to operational pressures
• Staff are scheduled for training but pulled out at the last minute
• Training happens but staff are distracted by messages and calls
• There is always a reason why "now is not a good time"

How to avoid it:

• Treat training time as non-negotiable
• Plan training into rotas and schedules properly
• Create an environment where training can happen without interruption
• Recognise that training is an investment, not a disruption

Sample script:

"Training requires time, and there will always be pressure to use that time for something else. Resist that pressure. If training keeps getting postponed, eventually someone will be doing work they are not properly trained for. That is when incidents happen. Make the time."

Mistake 6: Using Unqualified Trainers

Signs this is happening:

• In-house training is delivered by whoever is available
• Trainers do not have subject-matter expertise
• Training quality varies widely depending on who delivers it
• There is no check that trainers are competent to train

How to avoid it:

• Ensure trainers have relevant knowledge and experience
• Provide train-the-trainer support for internal trainers
• Use external specialists when internal expertise is lacking
• Review training quality through feedback and observation

Sample script:

"Not everyone who can do a job can train others to do it. Being competent and being able to teach competence are different skills. Make sure the people delivering training are qualified to do so—either through formal train-the-trainer programmes or through verified expertise and experience."

Mistake 7: Training Everyone the Same Regardless of Role

Signs this is happening:

• Everyone receives identical training regardless of their job
• Role-specific risks are not addressed in training
• Some staff receive training they do not need
• Other staff miss training they do need

How to avoid it:

• Assess training needs by role
• Provide core training to everyone, with additional training based on role
• Review training requirements when roles change
• Use the training matrix to track role-specific requirements

Sample script:

"Different roles have different risks and therefore different training needs. Yes, everyone needs some basics. But a machine operator needs different specific training than an office worker. Make sure your training is tailored to what people actually do."

Mistake 8: Ignoring Employee Feedback on Training

Signs this is happening:

• Training feedback is collected but never acted on
• The same complaints about training keep recurring
• Staff disengage because they feel their input is ignored
• Training methods stay static despite changing needs

How to avoid it:

• Actively seek feedback after training
• Review feedback and identify themes
• Make changes where feedback identifies problems
• Communicate back to staff when their feedback leads to improvements

Sample script:

"Your team are the best judges of whether training was useful. Ask them. If they tell you it was unclear, confusing, or irrelevant, listen. Training that staff do not value is training that will not stick. Use feedback to continuously improve."

Mistake 9: Not Providing Fire Safety Training to Those Who Need It

Signs this is happening:

• Fire safety training is treated as optional
• Staff are unclear on what to do in a fire
• No one is trained to use firefighting equipment
• Fire marshals have not been refreshed

How to avoid it:

• Follow your fire risk assessment recommendations for training
• Ensure everyone receives basic fire awareness training
• Train designated staff in the use of firefighting equipment
• Refresh fire marshal training at appropriate intervals

Sample script:

"Fire safety training is specifically mentioned in our arrangements because it is so important. Everyone needs to know what to do in a fire. Designated people need to know how to use firefighting equipment. If your fire training is out of date or incomplete, fix it as a priority."

Mistake 10: Employees Not Cooperating with Training

Signs this is happening:

• Staff fail to attend scheduled training
• Attendees are disengaged or disruptive
• Training is seen as a chore to be endured
• Staff do not apply what they learn

How to avoid it:

• Communicate why training matters
• Make training engaging and relevant
• Address non-attendance through normal management processes
• Recognise and reward good engagement with training

Sample script:

"Training requires cooperation from everyone. If you schedule training and people do not turn up, that is a management issue to address. If people attend but do not engage, find out why. Are you communicating the importance? Is the training relevant and engaging? Both sides need to hold up their end of the deal."

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Step 6: Summarise the Key Takeaways

End your video with a clear summary of the most important points.

The Legal Requirement

Sample script:

"Let me summarise the key points you need to remember.

First, health and safety training is a legal requirement under Section 2 of the Health and Safety at Work Act 1974. We must provide adequate training so that everyone is competent to do their work safely. This is not optional."

Our Commitment

Sample script:

"We are committed to making the resources available for training. That means time, budget, and effort. Training is a priority, not an afterthought."

What We Expect From You

Sample script:

"We expect you to cooperate with training arrangements. Attend when scheduled, engage fully, and apply what you learn. If you feel you need training on something, ask. If you do not feel competent to do a task, speak up. Training is a two-way commitment."

How Training Is Managed

Sample script:

"Training needs are identified by responsible persons, who also arrange the training and maintain records on the training matrix. Training is monitored to check it is effective. If something changes—new equipment, new procedures, new regulations—training needs are reassessed."

Training Is Ongoing

Sample script:

"Training is not a one-time event. It is an ongoing process that evolves as our work evolves. Skills need refreshing. Knowledge needs updating. New requirements emerge. We continuously monitor training needs and address them."

Final Message

Sample script:

"Good training protects everyone. It gives you the knowledge and skills to work safely. It protects your colleagues from harm caused by incompetence. It protects our organisation from legal consequences. And it protects our customers and clients who rely on us to do our work properly. Take training seriously—it is an investment in everyone's safety."

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Bringing It All Together

Your health and safety training video should leave your team with a clear understanding of:

• Why training is a legal requirement and an organisational priority
• The training arrangements your organisation follows
• Their own responsibility to participate in training
• How training needs are identified and addressed
• How training records are maintained
• How training effectiveness is monitored

Pair your video with written reference materials including the training matrix, information on how to access training records, a list of role-specific training requirements, and contact details for the responsible persons who manage training. This combination of engaging video content and practical reference materials will give your team the knowledge they need to engage fully with your training arrangements.