How to use the Working Outside Risk Assessment template in Pilla
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Pilla's Working Outside Risk Assessment template walks you through 9 sections covering outdoor work types, weather protection, environmental hazards and welfare facilities. Each section asks you to identify hazards, who might be harmed, existing controls and any further actions needed.
This guide explains what each section is asking, what good answers look like, and how to avoid common mistakes.
Understanding the Working Outside Risk Assessment template
Hospitality venues often require staff to work outdoors—terrace service, car park duties, deliveries, external cleaning, events and more. These activities expose staff to hazards that don't exist indoors: weather extremes, uneven ground, vehicles, poor lighting and limited facilities.
Pilla's template is structured around 9 key areas that cover the specific risks of outdoor work. Each section prompts you to think about:
- What hazards exist when staff work outside
- Who might be harmed (staff, customers, contractors, delivery drivers)
- What controls you already have in place
- What additional actions might be needed
Completing this assessment ensures you've considered the full range of outdoor working risks rather than just the obvious ones.
1. Types of outdoor work
Template question: Describe the types of outdoor work carried out, the hazards, persons at risk, existing controls and additional actions.
Why it matters
Before assessing specific risks, you need to understand what outdoor work actually happens at your venue. Different activities bring different hazards—serving customers on a terrace is different from cleaning external areas or managing a car park. A clear picture of your outdoor operations shapes the rest of the assessment.
What good answers look like
A strong response lists all outdoor activities and who performs them:
- "Outdoor work includes: terrace service (waiters serving 40-cover outdoor terrace, April-October), car park monitoring (security staff evenings and weekends), deliveries received at rear loading bay (kitchen porters, daily 6am-10am), external rubbish disposal (all staff, multiple times daily), external cleaning (cleaning team, weekly), and occasional outdoor events (all FOH staff, 6-8 times per year). Staff typically spend 30-60 minutes outside per shift during summer service, less in winter."
How to answer this for yourself
Think about:
- What activities require staff to be outside?
- Who performs each activity and how often?
- How long do staff typically spend outside per shift?
- Does outdoor work vary by season?
- Are there occasional activities (events, deliveries) as well as regular ones?
Common mistakes
- Only listing obvious outdoor work (missing deliveries, rubbish runs, cleaning)
- Not considering seasonal variations
- Forgetting about contractors and delivery drivers
- Assuming "we don't really work outside" when actually many tasks happen externally
2. Extreme weather protection
Template question: Describe the hazards, persons at risk, existing controls and additional actions for extreme weather conditions.
Why it matters
Outdoor workers face temperature extremes, sun exposure, rain, wind and cold. Hot weather causes heat fatigue and sun damage. Cold weather affects concentration and coordination. Wet conditions create slip hazards. Without proper controls, weather exposure harms staff health and safety.
What good answers look like
- "Summer heat: terrace awning provides shade over 80% of service area. Sun cream (SPF30+) available in staff room with reminders posted. Staff encouraged to stay hydrated—water available at service station. Hot weather protocol: outdoor service limited if temperature exceeds 32°C, additional breaks offered. Winter cold: all-weather jackets provided for staff working outside more than 15 minutes. External heaters for terrace (Gas Safe serviced annually). Rain: waterproof ponchos available for deliveries. Extreme weather: outdoor service suspended in thunderstorms or severe wind."
How to answer this for yourself
Consider:
- What weather extremes do staff face (heat, cold, rain, wind, sun)?
- What shelter is available (awnings, covered areas)?
- Do you provide sun protection resources?
- What cold weather clothing is available?
- Are there external heaters and are they safely maintained?
- At what point do you limit or stop outdoor work?
Common mistakes
- Only considering one season (usually forgetting summer sun risks)
- Providing resources but not encouraging their use
- No defined thresholds for limiting outdoor work
- Assuming staff will "be fine" in short exposures
3. Slips, trips and falls outdoors
Template question: Describe the hazards, persons at risk, existing controls and additional actions for slips, trips and falls in outdoor areas.
Why it matters
Outdoor surfaces are inherently more hazardous than indoor ones. Rain makes surfaces slippery. Leaves and debris accumulate. Ground may be uneven, with steps, kerbs and changes in level. Lighting is often poorer. Staff carrying items are at greater risk. Falls outdoors can cause serious injuries.
What good answers look like
- "Terrace: non-slip tiles throughout, cleaned weekly with algae treatment applied monthly March-November. Level thresholds between inside and outside (no steps). Wet weather: additional cleaning if surfaces become slippery, 'wet floor' signs used. Car park: marked pedestrian walkways, speed bumps to slow vehicles, good drainage preventing puddles. Rear yard: kept clear of obstacles, drainage gullies cleared monthly, gritting applied in icy conditions. All staff wear non-slip footwear as per uniform policy. Damaged surfaces reported through Pilla and repaired promptly."
How to answer this for yourself
Think about:
- What outdoor surfaces do staff use (terrace, car park, paths, yard)?
- Are surfaces non-slip or treated?
- How are surfaces maintained (cleaning, debris removal, algae treatment)?
- What happens in wet weather or icy conditions?
- Are there steps, kerbs or level changes?
- What footwear do staff wear?
Common mistakes
- Treating outdoor surfaces like indoor ones
- No maintenance schedule for external surfaces
- Forgetting about ice and frost in winter
- Not considering drainage and standing water
- Steps or level changes unmarked or poorly lit
4. Lighting and marking
Template question: Describe the hazards, persons at risk, existing controls and additional actions for lighting and marking in outdoor areas.
Why it matters
Poor lighting in outdoor areas increases fall risks, makes hazards invisible and creates security concerns. Steps, kerbs, changes in level and obstacles all need to be visible. Adequate lighting also deters antisocial behaviour and helps staff feel safe working outside, particularly during evening and winter shifts.
What good answers look like
- "Terrace lighting: festoon lighting plus wall-mounted LED spots providing minimum 50 lux across service area. Lights on timer, also manually controlled. Car park: LED floodlights covering entire area including pedestrian routes, on dusk sensor. Rear yard: security lighting on motion sensor, manual override available. All steps and level changes marked with contrasting nosings and illuminated. Emergency lighting covers main escape routes from outdoor areas. Lighting checked weekly as part of premises walkthrough, bulbs replaced within 48 hours of failure."
How to answer this for yourself
Consider:
- Are all outdoor work areas adequately lit?
- What type of lighting do you have and how is it controlled?
- Are steps, kerbs and level changes visible and marked?
- Does lighting cover all areas staff use, including less-frequented areas?
- How quickly are lighting failures fixed?
- Is there emergency lighting for outdoor escape routes?
Common mistakes
- Dark corners or blind spots in outdoor areas
- Steps and level changes not highlighted
- Lighting failures left unfixed for extended periods
- Relying on ambient street lighting
- Motion-sensor lights that leave staff in darkness initially
5. Vehicle separation
Template question: Describe the hazards, persons at risk, existing controls and additional actions for separating pedestrians from vehicles.
Why it matters
Where staff work near vehicles—car parks, delivery bays, service roads—collision risks are significant. Delivery vehicles reversing, customers parking, and staff moving between areas all create potential conflicts. Separating pedestrians from vehicle movements prevents serious injuries.
What good answers look like
- "Car park: marked pedestrian walkway from entrance to building, contrasting surface colour, barriers separating walkway from parking bays. Staff trained to use walkway, not cut through parking areas. Delivery bay: designated area for deliveries, no pedestrian access during unloading. Banksman procedure used for reversing vehicles—delivery drivers remain in cab until kitchen porter signals safe. Signage indicates pedestrian routes and vehicle areas. Speed limit 5mph in car park, enforced by speed bumps. Staff never walk behind reversing vehicles."
How to answer this for yourself
Think about:
- Do vehicles and pedestrians share any outdoor spaces?
- Are there designated pedestrian routes separate from vehicle areas?
- How do you manage delivery vehicles, particularly reversing?
- What physical barriers exist between pedestrians and vehicles?
- Is there appropriate signage?
- Are staff trained in vehicle safety procedures?
Common mistakes
- No designated pedestrian routes through car parks
- Delivery vehicles reversing without a banksman
- Staff taking shortcuts through vehicle areas
- Assuming low vehicle speeds mean low risk
- No physical separation between pedestrians and vehicles
6. Manual handling outdoors
Template question: Describe the hazards, persons at risk, existing controls and additional actions for manual handling in outdoor areas.
Why it matters
Manual handling outdoors presents additional challenges compared to indoor handling. Surfaces may be uneven or slippery. Lighting may be poor. Weather affects grip and visibility. Staff may carry items further distances. Delivery handling often happens in less controlled conditions. These factors increase injury risk.
What good answers look like
- "Deliveries: roll cages and pump trucks used to move heavy items from delivery bay to store—no manual carrying of heavy boxes. Delivery area surface maintained level and in good repair. Outdoor furniture: tables and chairs designed to be manageable single-person lift (under 10kg each). Heavier items (parasols, planters) moved by two people or using trolley. Terrace set-up checked for clear routes before moving items. Rubbish: bin bags not overfilled, wheelie bins used for transport to external store. Staff trained in outdoor manual handling including surface awareness."
How to answer this for yourself
Consider:
- What do staff lift, carry or move outdoors?
- What equipment is available (trolleys, roll cages, pump trucks)?
- Are outdoor surfaces suitable for manual handling?
- How do weather conditions affect manual handling tasks?
- Is there adequate lighting for manual handling areas?
- Have staff received training specific to outdoor handling?
Common mistakes
- Treating outdoor handling like indoor handling
- No equipment provided for deliveries
- Slippery or uneven surfaces in handling areas
- Carrying items in poor lighting conditions
- No consideration of weather effects on grip and footing
7. Violence and antisocial behaviour
Template question: Describe the hazards, persons at risk, existing controls and additional actions for violence and antisocial behaviour outdoors.
Why it matters
Staff working outdoors—particularly in car parks, smoking areas, and during evening hours—may encounter aggressive customers, intoxicated individuals or members of the public. Outdoor areas are often less visible and more isolated than inside the venue. Staff need protection and clear procedures for managing confrontational situations.
What good answers look like
- "Car park monitored by CCTV with coverage of all areas including pedestrian routes. Security staff present Friday-Sunday evenings. All outdoor staff carry radios for immediate contact with colleagues. Panic alarm at terrace service station. Lone working policy: no staff member works outside alone after dark. Conflict de-escalation included in all staff induction. Procedure for aggressive behaviour: disengage, move away, radio for support, do not confront. Incidents logged through Pilla and reviewed monthly. External lighting maintained to deter antisocial behaviour."
How to answer this for yourself
Think about:
- When and where might staff encounter violence or antisocial behaviour?
- What CCTV coverage exists for outdoor areas?
- How can staff summon help if they need it?
- Is there a lone working policy for outdoor areas?
- Have staff been trained in conflict de-escalation?
- What's the procedure when confronted with aggressive behaviour?
Common mistakes
- Assuming outdoor areas are safe because they're "your premises"
- No communication method for staff working outside
- Staff expected to work alone in isolated areas after dark
- No training in managing confrontational situations
- Incidents not logged or reviewed
8. Hygiene and welfare facilities
Template question: Describe the hazards, persons at risk, existing controls and additional actions for hygiene and welfare facilities for outdoor workers.
Why it matters
Staff working outside still need access to toilets, handwashing, drinking water, shelter for breaks and somewhere to warm up in cold weather. If facilities are inaccessible—locked, too far away, or staff feel they can't leave their post—welfare suffers. Outdoor workers may also need facilities for changing out of wet clothing.
What good answers look like
- "Terrace staff can access main building facilities at any time—no permission needed for toilet breaks. Water station on terrace allows hydration without returning inside. Handwashing available in service area for food handlers. Staff breaks taken inside in staff room with heating, seating and refreshments. Cold weather: staff can return inside to warm up between customers. Wet clothing: spare uniform items available if staff get wet. Car park staff have radio contact to request cover for toilet breaks. No staff member more than 2 minutes from facilities."
How to answer this for yourself
Consider:
- Can outdoor workers access toilets easily?
- Is drinking water available in or near outdoor work areas?
- Where do outdoor workers take breaks and is it suitable?
- What happens if staff get wet or very cold?
- For isolated outdoor work (car park), how do staff get cover for breaks?
- Are facilities accessible without needing permission or cover?
Common mistakes
- Facilities technically available but practically inaccessible
- Staff feeling they can't leave outdoor post for toilet breaks
- No drinking water accessible to outdoor workers
- No provision for changing wet clothing
- Outdoor workers expected to take breaks in unsuitable conditions
9. Monitoring controls
Template question: Describe the hazards, persons at risk, existing controls and additional actions for monitoring that outdoor work controls are followed.
Why it matters
Controls only work if they're actually used. Sun cream in a cupboard doesn't protect anyone. Safety footwear in a locker doesn't prevent slips. Regular monitoring ensures that policies translate into practice, identifies barriers to compliance, and catches problems before they cause harm.
What good answers look like
- "Manager walkthrough includes check of outdoor areas daily—lighting, surfaces, equipment condition. Weekly check confirms sun cream available (summer) and all-weather clothing available (winter). Terrace set-up checked before each service. Staff observed using controls—non-compliance addressed immediately and supportively. Near-miss and incident reports reviewed monthly for outdoor work patterns. Risk assessment reviewed annually or after any incident, change to outdoor areas, or new outdoor activity introduced. Staff feedback sought on outdoor working conditions at team meetings."
How to answer this for yourself
Think about:
- How often do you check outdoor work areas and controls?
- Who is responsible for monitoring?
- How do you check that staff are using provided controls (sun cream, PPE, procedures)?
- How do you respond to non-compliance?
- Are outdoor incidents and near-misses logged and reviewed?
- When do you review the outdoor working risk assessment?
Common mistakes
- Assuming provided controls are being used
- No regular inspection of outdoor areas
- Non-compliance ignored or addressed punitively
- Incidents not logged for pattern analysis
- Risk assessment completed once and never reviewed
Tips for completing your working outside risk assessment in Pilla
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Walk the areas yourself - Spend time in each outdoor work area at different times of day. Notice what surfaces, lighting and conditions are actually like.
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Consider seasonal variation - Outdoor risks change dramatically between summer and winter. Your controls should address both extremes.
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Ask the people who work there - Staff who work outside daily know the practical challenges. Their input improves your assessment.
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Be specific about controls - "Sun cream provided" is weaker than "SPF30+ sun cream available in staff room, restocked weekly, with reminders posted April-September."
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Include dates and frequencies - When was equipment last checked? How often do you review conditions? Specifics demonstrate genuine management.
Common questions
Do I need a separate outdoor risk assessment?
Outdoor work can be included in your general workplace risk assessment, but the Pilla template helps ensure you cover all the specific hazards of working outside. Many venues find outdoor risks are overlooked when combined with indoor assessments.
What if outdoor work is only occasional?
Even occasional outdoor work needs assessment. Delivery handling, bin runs, and external cleaning happen at most venues. The assessment should reflect actual activities, however infrequent.
How do I protect staff from sun exposure?
Provide shade where possible (awnings, parasols), make sun cream readily available and encourage its use, ensure drinking water is accessible, schedule intense outdoor work away from peak sun hours, and have a hot weather policy that limits outdoor work in extreme conditions.
What footwear should outdoor workers wear?
Non-slip footwear appropriate for outdoor surfaces. This should be specified in your uniform or PPE policy. Footwear suitable for indoor use may not provide adequate grip on wet outdoor surfaces.