Monitoring and reviewing a health and safety risk assessment means tracking controls, testing results, and updating the record on a defined schedule.
What Monitoring And Review Mean
Monitoring checks whether controls work in day-to-day tasks. Review looks at the whole picture and decides what to change. The two go together. Many teams use a simple Plan-Do-Check-Act loop: plan the controls, run them, check results, then act on the findings. That loop fits any size of workplace and keeps the risk profile current. See the HSE Plan-Do-Check-Act guidance for the full outline.
| What To Track | How To Check | When |
|---|---|---|
| Critical controls | Field checks, photos, sign-offs | Daily or per shift |
| Training status | Roster dashboard, refresher dates | Weekly |
| Incidents & near misses | Logs, trend charts | Weekly and monthly |
| Maintenance tasks | CMMS reports, permits | Weekly |
| Unsafe acts/conditions | Walkthrough notes, photos | Weekly |
| Legal updates | Bulletins from regulators | Monthly or when issued |
| Risk register | Heat map, control maturity | Monthly |
| Assessment document | Version control check | Quarterly |
Monitoring And Reviewing Health And Safety Risk Assessments: A Practical Loop
Set a clear scope. Pick one task, area, or process. Pull the last signed assessment, the hazard list, and any job steps. Add the previous action log. Bring incident summaries and inspection results. With the pack in hand, you can test the controls, check trends, and decide if the written record needs new ratings or new measures.
Set Clear Triggers For A Review
Run a review on a calendar and when something changes. Triggers include a new machine or process, a change in headcount, a layout change, a product switch, a supplier change, or a material with new hazards. Triggers also include an injury, a near miss, a spike in unsafe acts, a failed control check, or a complaint from a worker or visitor. Many regulators expect at least one full review each year and faster checks after change or incidents; OSHA also advises regular program evaluations and extra reviews after change or an event (see OSHA program evaluation).
Build A Weekly And Monthly Rhythm
Mix leading and lagging signals. Leading signals include pre-task briefings held, inspection hits, safe-behavior points, and preventive maintenance done on time. Lagging signals include injuries, near misses, property damage, and lost time. Track both. Set simple targets, like five quality observations per supervisor per week, or zero overdue calibrations. Review the chart each month and note which controls drive the numbers.
Gather Evidence That Holds Up
Evidence makes your review stick. Use clear photos of controls in place, copies of permits, training rosters, test records, and supplier certificates. Keep logs of calibrations for detectors and guards. Save near-miss write-ups with short root-cause notes. Store it in one folder with a standard name and date. During the session, point each change request to at least one piece of proof.
How To Run A Review Meeting That Works
Invite a small group who know the job. A supervisor, a front-line worker, maintenance, and a safety lead is a strong mix. Pick a one-hour block. Meet near the job site if you can. Start with the job steps. Walk the flow. Check each control against the real task. Note gaps, frictions, and any work-arounds people use to get the job done.
Before The Session
- Send the pack: last assessment, action log, and the last three months of incidents and checks.
- Pre-assign roles: scribe, chair, timekeeper, and a person to verify data later.
- Print the task steps and bring a marker for quick edits during the walk-through.
During The Session
- Open with outcomes: a clean decision on risk ratings, a clear list of actions, and owners.
- Walk the job and test controls against the hazard list.
- Check the charts. Look for repeat causes and weak spots.
- Rate each risk again with the group using your site scale.
- Draft actions with due dates that fit real work.
After The Session
- Update the assessment document and the risk register on the same day.
- Log actions in your work system, not on a stray spreadsheet.
- Share a one-page recap with the team and your senior lead.
- Schedule a quick check in two weeks to confirm progress.
Metrics That Prove Controls Work
Good metrics tell you if a control works in practice. Pick a handful and chart them in one page. Blend activity, quality, and outcome views. Keep every metric tied to a control, not a vague theme.
Clean Activity Metrics
- Pre-task talks held vs. planned.
- Critical inspections done on time.
- Preventive maintenance tasks completed vs. scheduled.
Quality Metrics
- Percentage of inspections with no findings.
- Share of actions closed by due date.
- Calibration pass rate on detectors and guards.
Outcome Metrics
- Injuries and near misses per 200k hours.
- Property damage events.
- Repeat causes across incidents.
Set targets that make sense for your work. Review them each month and reset when you hit a ceiling. Share the chart on a notice board and in a team huddle so people can act on it.
Common Gaps And Fixes
Controls Exist Only On Paper
Fix with simple checks in the job. Add a photo step to permits. Ask “show me” during walk-throughs. Tie each critical control to a field tick box and a timestamp.
Risk Ratings Never Change
If ratings stay the same year after year, you have a stale record. Re-score after every material change or spike in incidents. Bring a cross-shift view so you see how nights and weekends run the job. Adjust the matrix if it hides change.
Actions Drift Past Due Dates
Pick owners with authority. Break big fixes into small steps. Put due dates on the team calendar. Escalate anything that slips twice. Celebrate on-time closes in team briefs.
People Don’t Report Near Misses
Make it simple. One tap on a phone or a small card at the gate. Share the wins that come from reports. Remove blame from the write-ups. Thank reporters in front of peers.
When To Update The Written Assessment
Update when a new hazard appears, when a control fails, when a layout or process changes, when new staff take on the task, or when a new law or code lands. Also plan a time-based refresh. Many groups run a light check each quarter and a full rewrite at least once a year. After any injury or large near miss, pull a team and edit that day.
During the update, change only what the evidence backs up. Avoid blanket tweaks to look busy. Date the file, save the old version, and point the team to the change notes so the field knows what to do differently.
| Situation | Review Window | Why |
|---|---|---|
| New machine or process | Before launch and again at 30 days | Early checks catch real-world use |
| Change in layout or flow | Within 7 days | Routes and reach change hazards |
| Incident or near miss | Same day | Fix root causes fast |
| Supplier or material change | Within 14 days | New specs can add hazards |
| Annual program review | Once per year | Board and regulators expect it |
| Legal or standard update | On issue | Keep controls aligned |
Simple Tools That Speed The Work
One-Page Control Log
List the control, the owner, the check method, the due date, and a link to proof. Keep it to one page so people use it. A sample row: “Machine guard interlock — maintenance — test with bypass key — 15th of each month — photo of test light.”
Short Review Agenda
- Goal and scope (task or area).
- Walk the job steps.
- Check controls and evidence.
- Re-score risks and agree actions.
- Confirm owners, dates, and follow-up.
Action Quality Rules
- One owner per action.
- Clear proof of done.
- Due date matched to risk.
- Close only with evidence.
Training And Engagement That Keep Controls Alive
Link training to the live risks on the floor. Use short refreshers tied to near-miss themes. Swap desk slides for quick demos at the job site. Ask people to show the control during the brief. Invite ideas that remove friction. Safe work grows when the method also saves time or effort.
Digital Aids Without The Bloat
Pick tools that match how your team works. A shared folder and a simple form beats a bloated system no one opens. If you use an app, make sure it works offline, adds photos fast, and exports a clean log. Keep ownership clear: one person curates the register, one person owns the action list, and supervisors run weekly checks.
Internal Audits And Management Review In Plain Terms
Internal audits add a fresh view. Sample a few higher-risk jobs, pull permits and logs, and watch the task once. Check that steps in the document match the way people work. Note proof gaps and control gaps. Assign owners and track closeout on the same action list you use for daily fixes.
Management review looks across the whole program. Bring trends, open actions by risk, a note on legal changes, and a view of resources. Agree on three to five moves for the next quarter and record them with owners and dates. This keeps the link tight between field checks, the written record, and leadership aims.
Quick Starter Checklist
- Set your triggers: calendar, change, and incidents.
- Pick five metrics tied to controls.
- Publish a one-page control log.
- Schedule a one-hour review per task each quarter.
- Run a board-level review each year.
- Store proof with names and dates.
- Update the document the same day you decide a change.