How I Set Up the Workplace Safety Walk Template with Customers in Pilla

Understanding What's Required of You

Workplace conditions change constantly. A kitchen floor that was clean at 8am is greasy by 11. A corridor that was clear on Monday has delivery boxes stacked in it by Wednesday. These aren't failures of attitude. They're the natural drift of a busy operation, and without a structured walk to catch them, they accumulate until someone gets hurt.

The legal basis in the UK is the Management of Health and Safety at Work Regulations 1999. They require employers to monitor the effectiveness of preventive and protective measures and review risk assessments when there's reason to think they're no longer valid. Regular workplace inspections are how most organisations meet that requirement. In the US, OSHA's General Duty Clause and specific standards reference workplace inspections, and most safety management systems (like ANSI Z10) include them as a core element. The principle is the same everywhere: you can't set up controls and then never check whether they're working.

Safety walks serve a different purpose from specific equipment checks. Your fire extinguisher inspection verifies one piece of equipment. Your emergency lighting test checks one system. The safety walk looks at everything else: the floor surfaces, the walkways, the lighting, the storage, the general state of the place. It's the check that catches what falls between the cracks of your other checks.

What I see most often when I review safety walk records with clients is one of two problems. Either the walks aren't happening at all, or they're happening but nothing comes of them. Someone ticks every box in under five minutes and moves on. The walk has to be slow enough to actually look. When I walk a site with a client for the first time, we'll spend 30 minutes on a small premises. I look high, middle, and low. I look at the spaces people don't normally go. I look at how the space feels when it's busy, not just when it's quiet. That's the standard your weekly walk should aim for.

One thing that catches businesses out: a safety walk is not a replacement for investigating specific incidents or conducting formal risk assessments. It's a monitoring tool. If the walk reveals a systemic problem, like boxes appearing in the same corridor every week, the walk has done its job. But the solution isn't to keep noting it. The solution is to fix the root cause.

Setting It Up as a Work Activity

I've built a workplace safety walk template in Pilla covering areas inspected, a full checklist of inspection items, overall result, hazard descriptions, and photo evidence. It gives you a structured starting point, but you should edit it to reflect your own premises.

Set this up as a recurring weekly work activity and assign it to the person responsible for general safety checks. Tag it with "Health and Safety Checks" so it sits alongside your other inspections. I'd recommend varying who does the walk occasionally. Different people notice different things, and fresh eyes catch hazards that familiarity has made invisible.

The template is designed to be edited, not just filed. If your premises has outdoor areas, keep those sections in. If it doesn't, remove them. If you have specific areas with particular risks, add them. The HSE wants to see that your checks reflect your actual workplace.

1. Areas inspected

Record which areas you physically walked through during this inspection.

Why it matters:

Most workplaces have multiple areas with different characteristics and risks. Recording areas ensures systematic coverage and creates a record of what was actually checked. If you didn't enter the cellar, don't include it.

What good answers look like:

• "Kitchen, restaurant, bar, toilets, corridors, storage, outdoor seating area"
• "All customer areas, kitchen, office, cellar, yard"
• "Ground floor only, first floor inspected yesterday"
• "Full premises walk including staff areas and external"

How to answer this for yourself:

List every area you walked through. Be honest. The value of this record disappears if you claim to have checked areas you didn't visit.

Common mistakes (and how to avoid them):

• "All areas" is too vague. List them. If someone asks which areas you inspected, you should be able to tell them
• Including areas you didn't visit. Only record what you actually inspected
• Forgetting back-of-house. Storage rooms, plant rooms, and external areas need walking too

Best practices to follow:

• Create a standard route that covers all areas
• Vary the route occasionally so you see areas from different angles
• Note if any areas were inaccessible and why
• Include back-of-house and external areas, not just customer-facing spaces

2. Safety inspection items

Work through the checklist, verifying each category of workplace conditions.

Why it matters:

The checklist ensures you consider all major categories of hazard. Without structure, inspections become superficial or focus only on whatever catches the eye first.

What good answers look like:

Every item should be checked and ticked if satisfactory. Items you can't tick identify areas needing attention.

How to answer this for yourself:

As you walk through each area, observe and verify each checklist item:

Floors clean and free from slip hazards

Look at floor surfaces throughout all areas.

Why this matters: Slips, trips, and falls are the most common cause of workplace injury. Wet, greasy, or contaminated floors are the primary hazard.

What to look for:

• No wet patches or spills
• No grease or oil on floor surfaces
• Anti-slip mats in place and lying flat
• Mats not creating trip hazards (curled edges, bunched)
• Drainage covers in place
• Floor surfaces in good condition

Common issues: Drink spills not cleaned up. Kitchen floor greasy near fryers. Mats kicked up at edges. Wet floor signs left out long after the floor is dry. Drainage grates missing.

Walkways clear of obstructions

Check all corridors, passageways, and main traffic routes.

Why this matters: Obstructed walkways create trip hazards and can block escape routes. Both matter in an emergency.

What to look for:

• Corridors clear for their full width
• No boxes, equipment, or furniture blocking routes
• No trailing cables across walkways
• Stairs and stairwells clear
• No deliveries or stock stored in walkways

Common issues: Delivery boxes left in corridors. Cleaning equipment blocking passages. Cables trailing across walking routes. Stock overflow into walkways. This is the single most common issue I find on safety walks.

Lighting adequate in all areas

Observe lighting levels throughout all spaces.

Why this matters: Poor lighting causes accidents. People trip over hazards they can't see, misread equipment, or strain to work in dim conditions.

What to look for:

• All lights working
• No dark spots or poorly lit areas
• Work areas adequately lit for the tasks performed
• External areas lit during operational hours
• Emergency exit signs illuminated

Common issues: Failed bulbs not replaced. Dark corners in storage areas. Stairwells inadequately lit. External areas dark during evening service.

Safety signage visible and in good condition

Check that required safety signs are present and readable.

Why this matters: Signs communicate hazards, requirements, and emergency information. Missing or illegible signs leave people uninformed.

What to look for:

• Fire exit signs visible
• Mandatory signs present (PPE required, hand washing, etc.)
• Warning signs in place (hot surfaces, wet floors, etc.)
• Signs not faded, damaged, or obscured
• Signs relevant (remove outdated ones)

Common issues: Signs fallen and not replaced. Signs obscured by posters or menus. Faded signs no longer readable. I walked into a restaurant last year that still had COVID-era signage on every table but had taken down the fire exit signs during a refurb and never put them back.

Electrical cables properly managed (no trip hazards)

Observe how electrical cables are routed and secured.

Why this matters: Trailing cables are trip hazards. Damaged cables are electrical hazards. Both at once.

What to look for:

• No cables trailing across walking routes
• Cables secured with covers or trunking where crossing routes
• No damaged or frayed cables visible
• No overloaded sockets
• Extension leads used appropriately

Common issues: Cables stretched across walkways. Damaged cables still in use. Multiple extension leads daisy-chained. Phone chargers plugged in behind the bar where customers can reach them.

Storage areas tidy and items secured

Check storage rooms, shelving, and anywhere items are stored.

Why this matters: Poor storage creates multiple hazards: items falling from height, unstable stacks, blocked access, and difficulty finding emergency equipment.

What to look for:

• Shelves not overloaded
• Heavy items stored at lower levels
• Items stacked stably
• Access to all areas maintained
• No items stored in inappropriate locations

Common issues: Shelves overloaded and bowing. Heavy items on high shelves. Unstable stacking. Items blocking fire equipment or electrical panels.

Cleaning materials stored correctly

Verify chemical storage meets COSHH requirements.

Why this matters: Cleaning chemicals can cause burns, respiratory problems, and worse if mishandled. Proper storage prevents access by unauthorised persons and accidental mixing of incompatible chemicals.

What to look for:

• Chemicals in designated storage area
• Chemicals in original containers with labels
• Incompatible chemicals separated
• Storage area secured (if required)
• No chemicals stored near food

Common issues: Chemicals decanted into unlabelled containers. Bleach stored next to acid-based descalers (mixing these produces chlorine gas). Chemicals accessible to customers. Chemicals stored with food items.

No damaged or faulty equipment visible

Look for equipment that appears damaged or in poor condition.

Why this matters: Damaged equipment may not function safely. Visible damage often indicates internal problems. Faulty equipment should be removed from use until assessed.

What to look for:

• No obviously damaged equipment in use
• No equipment with warning signs attached
• No makeshift repairs visible
• Equipment stored appropriately when not in use

Common issues: Damaged equipment still in use. "Do not use" signs ignored. Temporary fixes that became permanent months ago. Equipment left out where it can be damaged.

Hand wash stations stocked (soap, paper towels)

Check all hand washing facilities.

Why this matters: Hand hygiene prevents foodborne illness and disease transmission. Empty dispensers mean people can't wash hands properly, even if they want to.

What to look for:

• Soap dispensers filled
• Paper towels or hand dryers available and working
• Hot water available
• Sinks clean and draining
• Hand washing signs present

Common issues: Soap dispensers empty. Paper towel dispensers empty. Hand dryers not working. Sinks blocked or dirty.

Welfare facilities clean and functional

Inspect toilets, changing rooms, and rest areas.

Why this matters: Welfare facilities are legal requirements and affect staff wellbeing. Non-functional facilities are unacceptable and a sign that standards have slipped.

What to look for:

• Toilets clean and in working order
• Adequate supplies (toilet paper, soap, towels)
• Ventilation working
• Changing facilities secure and clean
• Rest areas clean and usable

Common issues: Toilets not cleaned adequately. Supplies not restocked. Ventilation failed. Lockers damaged. Rest area used for storage.

Outdoor areas safe (if applicable)

If you have outdoor spaces, inspect them.

Why this matters: Outdoor areas have unique hazards: uneven surfaces, weather effects, public interface, and environmental factors.

What to look for:

• Surfaces level and in good condition
• No slip hazards (wet leaves, ice, moss)
• Furniture stable and in good condition
• Boundaries and barriers secure
• Lighting adequate for evening use
• Bins accessible and not overflowing

Common issues: Paving uneven or damaged. Wet surfaces not treated. Furniture damaged. Fencing damaged or missing. Inadequate lighting.

No obvious security concerns

While this is primarily a safety walk, note any security issues you observe.

Why this matters: Security and safety overlap. Unlocked doors, damaged locks, and visibility issues can create both security and safety risks.

What to look for:

• External doors secure (or appropriately monitored)
• No signs of forced entry or damage
• CCTV cameras operational (if fitted)
• Cash handling areas secure
• Secure areas actually secure

Common issues: Fire exit propped open as an entrance. Damaged locks not repaired. Secure areas left unsecured.

Common mistakes (and how to avoid them):

• Ticking everything without actually looking. Take the time to observe. A five-minute safety walk of a full premises is not an inspection
• Only checking public areas. Back-of-house often has more hazards because there's less incentive to keep it tidy
• Accepting "it's always like that." If it's hazardous, it needs addressing regardless of how long it's been that way
• Walking too fast. Slow down. Stop in each area and look high, middle, and low

Best practices to follow:

• Walk at a pace that allows proper observation
• Stop and look at each area, don't just walk through
• Consider how the space would appear to someone unfamiliar with it
• Think about what could go wrong in each area under normal operating conditions

3. Overall result

Record the overall outcome of the safety walk.

Why it matters:

This provides a summary status that can be quickly reviewed and tracked over time.

What good answers look like:

• Pass, no issues. All areas inspected, all checklist items satisfactory, no additional hazards noted.
• Issues found, see notes. One or more problems identified during the walk.

How to answer this for yourself:

Consider both the checklist and your overall observations:

• Were all checklist items satisfactory?
• Did you observe any hazards not covered by the checklist?
• Would you be comfortable with current conditions continuing unchanged?

Common mistakes (and how to avoid them):

• Passing with "minor" issues. If issues were found, record them. A pass means nothing was wrong
• Downplaying recurring issues. If the same issue appears every week, it's not minor. It's a systemic problem
• Always finding something to justify the walk. Not every walk will find problems. That's fine. It means your controls are working

Best practices to follow:

• "Issues found" is not failure. It means the walk did its job
• Record all issues, even ones you addressed on the spot
• Track results over time to identify patterns

4. Hazards identified

Describe any hazards found, their location, and action taken or required.

Why it matters:

Notes provide the detail needed to address issues and prevent recurrence. A pass/fail result alone doesn't tell anyone what actually needs attention.

What good answers look like:

For no issues:

• "No hazards identified" or blank is fine

For issues found:

• "Wet floor in kitchen near dishwash station, no wet floor sign. Sign placed immediately. Possible leak from dishwasher, reported to maintenance for investigation."
• "Boxes blocking fire exit corridor. Moved immediately. Spoke with team about not using corridor for temporary storage."
• "Three failed bulbs in cellar stairwell creating dark area. Bulbs replaced today."
• "Storage room shelving overloaded, several shelves bowing. Items redistributed to reduce weight. Need additional shelving unit."

How to answer this for yourself:

For each hazard, record:

• What the hazard is (specific description)
• Where it is (location within the premises)
• What you did immediately
• What further action is needed
• Who needs to be involved

Common mistakes (and how to avoid them):

• "Some issues in kitchen." What issues? Where exactly? This is useless to anyone reading the record later
• Not recording immediate action. Note what you did on the spot, even if it was just moving some boxes
• No follow-up plan. If further action is needed, record what and who

Best practices to follow:

• Be specific about location (not just "kitchen" but where in the kitchen)
• Describe the hazard clearly enough that someone reading it understands the risk
• Distinguish between issues you fixed and issues that are still outstanding
• Include who you reported outstanding issues to

5. Photo evidence

Photograph any hazards or issues identified during the walk.

Why it matters:

Photos provide clear evidence of what was found, support communication with others who need to address issues, and create records for tracking resolution.

What good answers look like:

For no issues:

• No photo needed if no hazards were found

For issues found:

• Clear photo showing the specific hazard
• Enough context to identify the location
• Separate photos if there are multiple issues

How to answer this for yourself:

When you identify a hazard:

1. Take a clear photo showing the issue
2. Include enough background to identify the location
3. Photograph from an angle that clearly shows the hazard
4. For multiple issues, photograph each separately

Common mistakes (and how to avoid them):

• Blurry photos. Take a moment to focus
• No context. Include enough background to identify where in the premises this is
• Missing the hazard. Make sure the photo clearly shows what the problem is
• Forgetting to photograph before fixing. Take the photo first, then address the issue

Best practices to follow:

• Photograph before fixing. It documents what was found
• Good lighting helps. Use flash if needed
• Include reference points for scale where relevant
• Photograph resolution as well if you fix the issue on the spot

Automate the Follow-Up with Poppi

Writing the check is one thing. Making sure it actually gets done each week is another. Poppi can handle the chasing so you don't have to.

If you set the work activity to recur weekly, Poppi will track whether it's been completed and who did it. You can set up automations to chase the person responsible when the walk is overdue, notify managers when hazards are found, and get a regular report showing which weeks had issues and which didn't.

Here are three automations I'd set up for any recurring check: