Risk assessments often require input from employees: after all, few people know the practical details of individual work processes better. Various methods can be used to carry out the initial analysis for a risk assessment together with employees.
Table of Contents
Employee Surveys as a Risk Assessment Method
A written survey (conducted online or offline) enables you to obtain input from your entire workforce. It can cover a broad range of potential stress factors and the results can also be compared with entire databases. Employee surveys are particularly effective for large organisations, as they require neither separate appointments nor additional staff resources.
- Surveys can be open or anonymous. Anonymity can give employees a degree of security, encouraging them to raise problems openly.
- A survey makes it possible to respond more effectively to the individual needs of members of the workforce.
- Clear statistics enable appropriate measures to be taken quickly.
- Data can be compared with internal or external databases, always in anonymised form.
- Hazards can be identified particularly efficiently through a rapid overall analysis.
Observational Interviews: A Qualitative Method
Existing working conditions can be assessed individually by each employee. They are accompanied by a manager or, if necessary, by appropriately trained experts. Together, they analyse the work processes and identify problems as they do so. This form of analysis is particularly suitable for small and medium-sized organisations; for larger organisations, it generally requires too much time.
- Activities can be analysed in detail, and employees can be asked questions at any time.
- Several experts may be needed to ensure an objective assessment.
- Measures must be discussed separately from these individual interviews. Additional discussions and, where necessary, further surveys are therefore required.
Bear in mind that an observation only captures a single moment while employees are carrying out their work. Interruptions, problems or other incidents may be documented objectively and accurately, but they may not be sufficiently representative. It is therefore better to involve employees by asking brief questions in addition to observing them. The observer should engage with employees and ask specific questions, for example whether the workload is manageable, whether interruptions occur this often in normal circumstances or how frequently they occur.
Analysis Workshops: A Collaborative Approach to Risk Assessment
Working in a larger group, or in several stages if the workforce is particularly large, employees assess the conditions under which they carry out their work. Possible solutions can also be developed during the workshop.
Workshops must not interfere with project schedules or take up excessive working time. Sufficient flexibility must be available. Dates must also be coordinated so that all employees can participate.
- As a larger group takes part in the workshop, it may be difficult to prioritise hazards correctly. Individual suggestions could be lost among the many contributions.
- External facilitation is possible, but should be avoided if the size of the group and a positive working atmosphere allow the workshop to be facilitated internally.
- Solutions are identified and developed collaboratively. Everyone involved provides direct input.
It is advisable to group employees who also work together in their day-to-day roles into the same workshop. They are already highly familiar with their shared processes and can provide valuable information.
A group should not exceed twelve participants in order to produce the highest-quality results possible.
Every Method Requires Appropriate Preparation
Be clear in advance about exactly what you want to find out. Do you want to initiate a broad overall analysis, or have you already identified potential hazard areas that now need to be examined more closely?
When choosing your risk assessment method, consider its advantages and disadvantages.
- How large is your organisation? Which method is best suited to giving every employee an equal opportunity to contribute without being too time-consuming?
- All employees must be able to contribute. Interpreters must be provided where there are language barriers.
- Employees must also be supported in using the chosen method. Do they have the necessary computer and internet skills? If not, assistance must be provided for an online employee survey.
- Can the method capture all potential sources of stress, such as the working environment, workplace, tasks and psychological factors?
- Do not focus on complaints; identify stress factors only. Asking every employee how often they have experienced psychological or physical problems in recent days is not useful, as these problems may not be caused solely by work.
- Always ensure transparency. Give your workforce confidence that their concerns will be taken seriously and that improvements will be made wherever possible.
- Remain realistic. Not everything can be changed. Stairwells, for example, cannot simply be relocated.
