How to Record a Workplace Facilities Video for Your Health and Safety System

Step 1: Set the Scene and Context

Your workplace facilities video needs to immediately establish why welfare provision matters and what your organisation's obligations are. Providing adequate welfare facilities is not just good practice—it is a legal requirement under the Workplace (Health, Safety and Welfare) Regulations 1992.

Why This Topic Matters

Start your video by explaining the fundamental purpose of workplace welfare facilities. When your team understands why these facilities are provided and maintained, they are more likely to use them appropriately and keep them in good condition.

Sample opening script:

"In this video, I'm going to explain our workplace facilities and welfare arrangements. We are obliged to make and maintain arrangements for welfare and the provision of a safe and healthy working environment for our workforce whilst you are at work. This includes providing separate rest rooms for staff, adequate sanitary facilities, drinking water, and appropriate conditions for you to work in. These are not optional extras—they are legal requirements and fundamental to your wellbeing at work."

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:

• Our obligation to provide welfare facilities
• What facilities are available and where they are located
• How welfare provision is risk assessed
• The specific requirements: lighting, water, sanitary facilities, break spaces, temperature, ventilation
• How we ensure pedestrian routes are kept clear
• Training and staff responsibilities
• How facilities are monitored and reviewed
• Rules about storage and smoking

The Legal Framework

Explain that the requirements come from the Workplace (Health, Safety and Welfare) Regulations 1992.

Sample script:

"The requirements of the Workplace (Health, Safety and Welfare) Regulations 1992—with the new Approved Code of Practice from 2002—set out what we must provide. These regulations cover everything from toilet facilities to temperature, from lighting to drinking water. We will make these requirements known to all staff, and I am going to explain what they mean for you in this video."

The Duty to Provide and Maintain

Explain the scope of the obligation.

Sample script:

"We are obliged to make and maintain arrangements for welfare. That word 'maintain' is important—it is not enough to provide facilities once and forget about them. We must ensure they remain adequate, clean, and fit for purpose. This is an ongoing commitment, not a one-time setup."

Facilities for Staff and Others

Explain who the facilities serve.

Sample script:

"This includes a duty to provide separate rest rooms for staff, especially in potentially hostile environments where you need a space away from work areas. We must also ensure that welfare facilities are appropriate for our clientele—visitors and customers who use our premises. Everyone who comes to our workplace deserves appropriate facilities."

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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:

Showing the facilities

Take your camera on a tour of the welfare facilities. Show where the toilets are, where the hand washing facilities are, where staff can take breaks, where drinking water is available. Visual demonstration helps people remember locations.

Explaining why facilities matter

Use your video to communicate the importance of welfare provision. Help staff understand that these facilities exist for their wellbeing.

Demonstrating what good maintenance looks like

Show clean, well-stocked facilities. Point out what staff should expect and what they should report if something is wrong.

Explaining staff responsibilities

Make clear that everyone has a responsibility to keep facilities clean and report issues.

Best for Supporting Written Text

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

The welfare provision risk assessment

The detailed risk assessment should be available as a written document.

Inspection schedules

Details of how often facilities are inspected and by whom.

Reporting procedures

How to report problems with facilities.

Contact details for responsible persons

Names of the people responsible for welfare facilities.

Maps showing facility locations

Floor plans showing where facilities are located.

Sample Content Split

On camera: "Let me show you where the staff rest area is. This is your space to take breaks away from your work area. You will find seating, a place to store and heat food, and drinking water. This area must be kept clean and free from work materials—it is a break space, not a storage area."

In written materials: Provide the full welfare provision risk assessment, cleaning schedules, and contact details for reporting maintenance issues.

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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 welfare facilities arrangements clearly and thoroughly, based on the technical content provided.

Responsible Persons and Adequate Facilities

Explain who ensures facilities are adequate.

Sample script:

"Responsible persons—who are identified on our house responsibility chart—ensure that welfare facilities are adequate for the workforce and available back of house. They oversee the provision of facilities and make sure everything meets the required standards. If you have any concerns about welfare facilities, these are the people to speak to."

What adequate facilities include:

• Sufficient facilities for the number of people using them
• Facilities that are accessible when needed
• Facilities that are properly maintained
• Facilities located appropriately—back of house for staff

Sample script:

"Adequate means sufficient for the number of people using them. If there are queues for toilets every break time, that is a sign facilities are not adequate. If something is broken and stays broken, that is a maintenance failure. We aim to provide facilities that genuinely meet your needs."

Risk Assessment of Welfare Provision

Explain how welfare facilities are assessed.

Sample script:

"We conduct a risk assessment of welfare provision to ensure the provision is suitable and sufficient. This includes the welfare of any new and expectant mothers. The risk assessment looks at what facilities are needed, whether current provision meets those needs, and whether any improvements are required."

What the risk assessment covers:

• Whether current facilities are adequate for the workforce
• Any specific needs, including those of new and expectant mothers
• Whether facilities meet regulatory requirements
• Any gaps or improvements needed
• How facilities will be maintained

Sample script:

"The risk assessment considers everyone's needs. New and expectant mothers, for example, may need additional rest facilities. People with certain health conditions may have specific requirements. The assessment ensures we provide for everyone, not just the majority."

Suitable Facilities

Explain the specific elements that make facilities suitable.

Sample script:

"We ensure that welfare facilities are suitable and include several specific elements. Let me explain each one."

Satisfactory Lighting

Sample script:

"Facilities must have satisfactory lighting for tasks performed. This means you can see what you are doing in toilet and washing facilities, in rest areas, and along corridors and routes. Poor lighting is not just inconvenient—it can be a safety hazard."

What this means in practice:

• Adequate lighting in all welfare areas
• Lights that work and are maintained
• Emergency lighting where required
• Natural light where possible

Sample script:

"If you notice a light has failed in a welfare area, report it. You should never have to use a toilet or washing facility in poor light. We will fix lighting problems promptly."

Hot, Cold, and Drinking Water

Sample script:

"Facilities include adequate hot, cold, and drinking water provision. You need hot and cold water for washing your hands. You need access to clean drinking water throughout the working day. These are basic requirements for health and hygiene."

What this means in practice:

• Hot and cold water at hand washing facilities
• Drinking water clearly marked and accessible
• Water supplies that are clean and safe
• Sufficient supply for the number of users

Sample script:

"Drinking water must be clearly identified so there is no confusion with non-potable water. It should be easily accessible—you should not have to go out of your way to get a drink of water. Staying hydrated is important for your health and your ability to work effectively."

Sanitary Conveniences

Sample script:

"Facilities include sanitary conveniences—that is, toilets. We must provide adequate toilet facilities for the workforce, properly maintained, clean, and private."

What this means in practice:

• Sufficient toilets for the number of staff
• Toilets that are clean and hygienic
• Privacy for users
• Toilet paper and hand washing facilities always available
• Facilities maintained in good working order

Sample script:

"Toilets must be clean and properly stocked. If you find a toilet without paper, report it. If something is not working, report it. You should be able to use these facilities in comfort and dignity."

Hand Washing Facilities

Sample script:

"Hand washing facilities are provided alongside sanitary conveniences and in other appropriate locations. Proper hand washing is essential for hygiene, particularly before eating and after using the toilet."

What this means in practice:

• Wash basins with hot and cold running water
• Soap or hand cleanser provided
• Hand drying facilities—towels or dryers
• Located conveniently near toilets and work areas

Sample script:

"Hand washing facilities must be properly stocked with soap and drying materials. If soap dispensers are empty, report it. Proper hand hygiene protects you and everyone else."

Space to Take Breaks

Sample script:

"Facilities include space to take breaks. You need somewhere to rest during breaks, away from your work area. This space should be comfortable and allow you to genuinely take a break from work."

What this means in practice:

• A designated rest area or break room
• Seating for staff taking breaks
• Facilities to store and heat food if appropriate
• A space separate from work areas

Sample script:

"The rest area is your space to take a proper break. It should be comfortable, clean, and free from work pressures. If you eat at work, you need somewhere hygienic to prepare and consume food, away from work activities."

Sufficient Temperature

Sample script:

"Facilities must have a sufficient temperature to work in. You should not be working in conditions that are uncomfortably cold or excessively hot. Temperature affects your comfort, your health, and your ability to work safely."

What this means in practice:

• Heating in cold weather
• Cooling or ventilation in hot weather
• Temperatures appropriate for the work being done
• Welfare areas at comfortable temperatures

Sample script:

"If the temperature in your work area or welfare facilities is making you uncomfortable or unwell, report it. We will address temperature problems. You should not have to work in conditions that are too hot or too cold."

Appropriate Ventilation

Sample script:

"Ventilation must be appropriate and in keeping with any specific requirements. Good ventilation provides fresh air and removes stale air, fumes, and odours. It is important for air quality and comfort."

What this means in practice:

• Fresh air supply to work and welfare areas
• Extraction of fumes, steam, or odours where necessary
• Air conditioning or mechanical ventilation where needed
• Windows that can be opened where appropriate

Sample script:

"Ventilation requirements may vary depending on the work being done. Some areas may need mechanical extraction. Others may rely on natural ventilation. The key is that you have fresh air to breathe and any contaminants are removed."

Pedestrian Traffic Routes

Explain the requirement to keep routes clear.

Sample script:

"We arrange regular inspections of pedestrian traffic routes to ensure they are not obstructed. Corridors, walkways, and routes to welfare facilities must be kept clear. Obstructions are trip hazards and can impede escape in an emergency."

What this means in practice:

• Regular inspections of all pedestrian routes
• No materials stored in corridors or walkways
• Emergency exits and routes always clear
• Any obstructions removed promptly

Sample script:

"If you see something obstructing a corridor or walkway, move it if you can safely do so, or report it. Routes must be kept clear at all times—not just for convenience, but for safety. In an emergency, a blocked route could cost lives."

Training and Record Keeping

Explain the training arrangements.

Sample script:

"We supply training to all staff and ensure instruction is recorded. This video is part of that training. You need to understand what facilities are provided, where they are, and how to use them appropriately."

What training covers:

• What welfare facilities are available
• Where facilities are located
• How to report problems
• Staff responsibilities for keeping facilities clean
• Rules about storage and smoking

Sample script:

"Your training is recorded so we have evidence that everyone has been informed about welfare arrangements. If you have questions after watching this video, ask your manager. Make sure you understand what is expected of you."

Monitoring and Review

Explain how facilities are monitored.

Sample script:

"We arrange for welfare arrangements to be monitored and reviewed to ensure that they remain sufficient. Facilities that were adequate last year may not be adequate today if circumstances have changed. We regularly check that everything is working and meeting needs."

What monitoring involves:

• Regular inspections of all welfare facilities
• Checking cleanliness, maintenance, and supplies
• Gathering feedback from staff
• Reviewing whether provision remains adequate
• Acting on any issues identified

Sample script:

"We do not just set up facilities and forget about them. Regular monitoring ensures problems are identified and fixed quickly. If you notice something wrong, report it—but know that we are also checking proactively."

Rules for Staff

Explain the specific rules staff must follow.

Sample script:

"There are specific rules about welfare facilities that everyone must follow."

No Storage in Rest Rooms

Sample script:

"No deliveries or materials are to be stored in the rest rooms or break out areas. These spaces are for staff welfare, not storage. If materials start accumulating in rest areas, they stop being rest areas. Keep them clear."

What this means in practice:

• Rest rooms are for rest only
• No stock, equipment, or materials stored there
• Deliveries must go to appropriate storage areas
• Staff should report any inappropriate storage

Sample script:

"If you see deliveries or materials being stored in the rest room, speak up. These spaces are protected for your welfare. Once they become storage areas, they no longer serve their purpose."

Smoking Rules

Sample script:

"Those who desire to smoke must do so only in the designated smoking areas or away from the premises. Smoking is not permitted inside our buildings or in non-designated outdoor areas."

What this means in practice:

• Smoking only in designated areas
• No smoking inside any buildings
• Designated areas are clearly marked
• Staff must comply with these rules

Sample script:

"If you smoke, use only the designated areas. Smoking elsewhere is not permitted and may affect others who do not wish to be exposed to smoke. If you are unsure where the designated areas are, ask."

Staff Responsibilities

Explain what is expected of employees.

Sample script:

"All employees will be encouraged to make pertinent suggestions as to the safe use of such facilities and will always be required to keep them clean. You have a responsibility to use facilities appropriately and maintain them in good condition."

What this means in practice:

• Use facilities as intended
• Keep facilities clean after use
• Report any problems or maintenance issues
• Make suggestions for improvements
• Do not abuse or damage facilities

Sample script:

"We provide the facilities. You need to help keep them in good condition. Clean up after yourself. Report anything that is broken or running low. If you have ideas for how facilities could be improved, share them. This is a shared responsibility."

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Step 4: Demonstrate or Walk Through the Process

Now walk your viewers through your workplace facilities, showing what is provided and where.

Tour of Welfare Facilities

Sample script:

"Let me take you on a tour of our welfare facilities so you know exactly what is available and where to find it."

Toilet Facilities

Sample script:

"Here are the staff toilet facilities. We have [number] toilets available for staff use. Each cubicle has a lock for privacy. Toilet paper is stocked regularly.

Adjacent to the toilets are the hand washing facilities. You have hot and cold running water, soap dispensers, and hand dryers [or paper towels]. After using the toilet, you must wash your hands thoroughly.

If you find the toilets are not clean, if there is no toilet paper, or if something is not working, report it to [responsible person] immediately. We will address it."

Hand Washing Facilities

Sample script:

"In addition to the hand washing facilities near the toilets, you will find wash basins at [locations]. These allow you to wash your hands at key points throughout your work area.

Each wash basin has hot and cold water, soap, and hand drying facilities. Use them regularly, especially before eating and after handling anything dirty."

Drinking Water

Sample script:

"Clean drinking water is available at [locations]. Look for the taps or dispensers clearly marked as drinking water.

You should drink regularly throughout the day to stay hydrated. There is no restriction on accessing drinking water—take what you need, when you need it.

If a drinking water supply is not working or seems contaminated, report it immediately and use an alternative supply until it is fixed."

Rest Area

Sample script:

"This is the staff rest area. This is your space to take breaks.

You will find seating here for [number] people. There is a [microwave/kettle/refrigerator] for storing and preparing food. This area has satisfactory lighting, appropriate temperature, and ventilation.

Remember, no deliveries or materials are to be stored here. This is a rest space, not a storage area. Keep it clean and tidy for everyone."

Temperature and Ventilation

Sample script:

"Throughout our workplace, we maintain appropriate temperatures. If you find an area too hot or too cold, report it.

Ventilation is provided through [describe system—windows, air conditioning, extraction fans]. If you notice poor air quality or inadequate ventilation, report it."

How to Report Problems

Sample script:

"If you find any problem with welfare facilities—a broken toilet, empty soap dispenser, blocked route, temperature issue, or anything else—here is what to do.

Report it to your supervisor or manager immediately. You can also report directly to the responsible persons identified on our house responsibility chart.

Do not assume someone else has already reported it. If you notice a problem, report it. The sooner we know, the sooner we can fix it."

Staff Responsibilities in Action

Sample script:

"Let me remind you of your responsibilities when using these facilities.

When using toilets, leave them clean for the next person. Flush, check the cubicle is clean, wash your hands.

In the rest area, clean up after yourself. Wash your dishes, dispose of your rubbish, wipe down surfaces if you have made them dirty.

Do not leave belongings lying around. Do not store materials in welfare areas. Keep routes clear.

If you smoke, use only the designated areas.

These simple responsibilities, shared by everyone, keep our facilities pleasant for all."

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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 welfare provision.

Mistake 1: Storing Materials in Rest Rooms

Signs this is happening:

• Boxes, equipment, or supplies appearing in rest areas
• Rest rooms becoming cluttered with non-welfare items
• Staff having less space to take proper breaks
• Deliveries being left in rest rooms "temporarily"

How to avoid it:

• Enforce the rule: no storage in rest rooms
• Provide adequate storage elsewhere
• Remove any items found in rest areas immediately
• Address the root cause if storage space is lacking

Sample script:

"Rest rooms are for rest—nothing else. The moment we start storing materials there, they stop being effective rest spaces. If you see items accumulating in rest areas, report it or remove them to proper storage. There is no such thing as temporary storage in a rest room."

Mistake 2: Obstructing Pedestrian Routes

Signs this is happening:

• Items left in corridors and walkways
• Routes becoming difficult to navigate
• Staff having to move things to get through
• Near-misses involving obstructions

How to avoid it:

• Regular inspections of all routes
• Immediate removal of any obstructions
• Training staff that routes must stay clear
• Providing adequate storage so items do not end up in corridors

Sample script:

"Corridors and walkways are not storage areas. Items left in routes are trip hazards and could impede escape in an emergency. If you see something blocking a route, move it or report it. Keep routes clear at all times."

Mistake 3: Not Reporting Maintenance Issues

Signs this is happening:

• Facilities deteriorating because problems are not reported
• Staff working around problems rather than reporting them
• Issues only discovered during formal inspections
• A culture where reporting is seen as complaining

How to avoid it:

• Encourage reporting of all issues, no matter how small
• Act on reports quickly to show reporting makes a difference
• Thank staff for reporting problems
• Make reporting easy and accessible

Sample script:

"If something is wrong with a facility—a broken tap, an empty dispenser, a faulty light—report it. Do not assume someone else will. Do not work around the problem. We want to know so we can fix it. Reporting is not complaining—it is helping everyone."

Mistake 4: Not Keeping Facilities Clean

Signs this is happening:

• Toilets, rest areas, or washing facilities left dirty after use
• Staff expecting cleaners to deal with all mess
• Facilities becoming unpleasant to use
• Complaints about the state of welfare areas

How to avoid it:

• Train staff on their responsibility to clean up after themselves
• Provide cleaning materials in welfare areas
• Address poor behaviour when observed
• Lead by example

Sample script:

"We all share these facilities. Clean up after yourself. If you make a mess, deal with it. Do not leave it for the next person or assume cleaners will handle it. If everyone takes responsibility, the facilities stay pleasant for all."

Mistake 5: Smoking in Non-Designated Areas

Signs this is happening:

• Cigarette butts found in non-designated areas
• Complaints about smoke exposure
• Staff smoking near entrances or windows
• Smoke odour in areas where smoking is prohibited

How to avoid it:

• Clearly mark designated smoking areas
• Enforce the rule consistently
• Address violations promptly
• Provide adequate designated areas

Sample script:

"If you smoke, use only the designated smoking areas. Smoking elsewhere is not permitted. This protects colleagues who do not smoke and maintains air quality in our premises. Violations will be addressed."

Mistake 6: Inadequate Temperature Management

Signs this is happening:

• Staff complaining of being too hot or too cold
• Unofficial heaters or fans appearing
• Staff wearing excessive clothing or looking uncomfortable
• Productivity affected by temperature

How to avoid it:

• Monitor temperatures regularly
• Respond to complaints about temperature
• Maintain heating and cooling systems properly
• Consider different areas may have different needs

Sample script:

"If you are too hot or too cold to work comfortably, tell someone. Do not just suffer through it. Temperature affects your health, comfort, and ability to work safely. We will address temperature problems when they are reported."

Mistake 7: Poor Ventilation

Signs this is happening:

• Stuffy or stale air in work or welfare areas
• Odours lingering rather than clearing
• Staff complaining about air quality
• Condensation or mould appearing

How to avoid it:

• Ensure ventilation systems are working and maintained
• Open windows where appropriate and possible
• Address complaints about air quality promptly
• Monitor areas prone to ventilation problems

Sample script:

"Good ventilation is important for air quality and comfort. If an area seems stuffy or poorly ventilated, report it. We will check the ventilation system and address any problems."

Mistake 8: Neglecting the Needs of New and Expectant Mothers

Signs this is happening:

• No specific consideration for pregnant staff or new mothers
• Risk assessments do not address their needs
• No appropriate rest facilities available
• Staff feeling unsupported during pregnancy

How to avoid it:

• Include new and expectant mothers in welfare risk assessments
• Provide appropriate rest facilities
• Offer individual assessments when staff notify you of pregnancy
• Be proactive in checking whether support is needed

Sample script:

"Our risk assessment of welfare provision includes the needs of new and expectant mothers. If you are pregnant or have recently given birth, speak to your manager about any additional support you need. We will ensure facilities meet your requirements."

Mistake 9: Insufficient Facilities for the Workforce

Signs this is happening:

• Queues for toilets or hand washing facilities
• Rest areas overcrowded during break times
• Staff unable to access facilities when needed
• Facilities showing signs of overuse

How to avoid it:

• Review whether facilities are adequate for current staff numbers
• Monitor usage patterns
• Expand facilities if needed
• Consider staggering breaks if facilities are under pressure

Sample script:

"Facilities must be adequate for the number of people using them. If you regularly find yourself queuing or unable to access facilities, report it. We may need to expand provision or adjust how we manage peak times."

Mistake 10: Not Reviewing Welfare Arrangements

Signs this is happening:

• No changes to welfare provision despite changing circumstances
• Risk assessments are out of date
• New issues arise that should have been anticipated
• Staff feedback is not sought or acted upon

How to avoid it:

• Schedule regular reviews of welfare arrangements
• Update risk assessments when circumstances change
• Actively seek feedback from staff
• Act on issues identified in reviews

Sample script:

"Welfare arrangements are monitored and reviewed to ensure they remain sufficient. What worked last year may not work today. If you have feedback on our facilities—what is working, what could be improved—share it. Your input helps us maintain good welfare provision."

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Step 6: Summarise the Key Takeaways

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

Our Obligation

Sample script:

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

First, we are obliged to make and maintain arrangements for welfare and provide a safe and healthy working environment. This is a legal requirement under the Workplace (Health, Safety and Welfare) Regulations 1992."

What We Provide

Sample script:

"We provide adequate welfare facilities including: toilets and hand washing facilities, drinking water, space to take breaks, satisfactory lighting, sufficient temperature, and appropriate ventilation. These facilities are regularly inspected and maintained."

Your Responsibilities

Sample script:

"You are required to keep facilities clean after use. Do not store materials in rest rooms. Do not obstruct pedestrian routes. Use designated smoking areas only. Report any problems or maintenance issues promptly."

Reporting

Sample script:

"If you find any problem with welfare facilities, report it immediately. Do not assume someone else will. The sooner we know about problems, the sooner we can fix them."

Your Feedback Matters

Sample script:

"All employees are encouraged to make pertinent suggestions about the safe use of facilities. If you have ideas for improvements, share them. We want these facilities to genuinely meet your needs."

Final Message

Sample script:

"Welfare facilities exist for your benefit—for your comfort, health, and wellbeing while at work. Use them, look after them, and report any issues. Good welfare provision makes this a better place to work. By following the arrangements I have described and taking care of our shared facilities, we all contribute to a safe and healthy working environment."

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Bringing It All Together

Your workplace facilities video should leave your team with a clear understanding of:

• The legal requirement to provide welfare facilities under the Workplace (Health, Safety and Welfare) Regulations 1992
• What facilities are provided: toilets, hand washing, drinking water, rest areas, appropriate lighting, temperature, and ventilation
• Where facilities are located in your workplace
• How welfare provision is risk assessed, including for new and expectant mothers
• The requirement to keep pedestrian routes clear
• Rules about storage in rest rooms and designated smoking areas
• Staff responsibilities for keeping facilities clean
• How to report problems and give feedback
• How facilities are monitored and reviewed

Pair your video with written reference materials including the welfare provision risk assessment, facility locations, cleaning schedules, and contact details for responsible persons. This combination of engaging video content and practical reference materials will give your team the knowledge they need to use and maintain welfare facilities appropriately.