How often must The Health and Safety Risk Assessment be carried out?

Læsetid 2 min

In this blog

As a starting point, you must think of The Health and Safety Assessment as an important project every three years. This is what the legislation says, but there are also other instances that you have to take into account.


The legislative guidelines

Clear rules have been drawn up by the Working Environment Authority in relation to how often The Health and Safety Assessment must be carried out. According to the Danish Working Environment Authority’s executive order no. 1234 of 29 October 2018. Chapter 2a – § 6 b, subsection 4.

A health and safety assessment must be updated when there are changes in the work, working methods and work processes, etc., which have an impact on the company’s working environment, but no later than every three years.”


And what exactly does this paragraph mean? This means that, as a rule, The Health and Safety Assessment must be carried out every three years – as a minimum. It cannot be avoided. But… If there have been any radical changes in the workplace in the meantime, then every three years is not quite enough.

  • Have you introduced hybrid workplaces where employees are allowed to work more at home?
  • Have you moved into new premises recently?
  • Have you optimized work processes and working methods so that they have undergone a relatively large change for the employees?


Well, then the company is qualified to carry out a workplace assessment subsequently according to the legislation. And there is a pretty good chance that right now you are in a company that has just undergone a few significant changes in recent years. The post-corona era means a completely new approach to the hybrid workplace, where many employees and companies have now seen the value in working at home a few days a week. A great value. But also an agency that changes the workplace and that the working environment and well-being can be exposed to different and new forms of challenges and problems. It is important for the company and not least the working environment that these problems are discovered, analyzed and dealt with at an early stage – which the Workplace Assessment can help to ensure.


But how active are they in the Working Environment Authority?

I know you’ve had the thought. “What if we don’t get a handle on that Health and Safety Assessment – And the Working Environment Authority comes by?

Firstly, you must know that it will ONLY benefit you and the company on all imaginable fronts when you think of The Health and Safety Assessment as a value and a gift for everyone. Having said that, the mentioned thought is completely normal and natural, since the workplace assessment IS a big mouthful and a time-consuming task. Especially if you choose to run it manually – and without a digital solution.

So, let’s – together with that thought – take a closer look at how likely it is that the Working Environment Authority would pass by.

In 2022, the Danish Working Environment Authority will have carried out 30,650 inspections in Danish companies. Among these are 25,058 inspections at companies, while 5,592 inspections are at construction sites. Out of the 30,650 inspections, the Danish Working Environment Authority has issued 17,671 recommendations on missing workplace assessments or problems with the working environment. Out of these, there have been 13,222 decisions. So yes. The Danish Working Environment Authority is an active agency that takes its task seriously. To ensure a good, safe and secure working environment in Danish companies.



And what happens if you receive a recommendation or decision?

Initially, this will mean that you will receive an explanation and a recommendation to obtain what is necessary in relation to a workplace assessment. So you get a chance to correct what is missing. And again, you must see the workplace assessment as much more than an extra resource-demanding task on the desktop. And, if you still don’t take advantage of the chance and get The Health and Safety Assessment done, there will be risks of definite fines.

So, yes, there are probably countless good reasons to have The Health and Safety Assessment done – and to use the results as best as possible in the company. And not everything has to be blamed on the unfortunate tendency to stress. Because well-being is much more than just that. Well-being is personal well-being, good self-esteem and job satisfaction. The individual employee spends so much time of his life at the workplace, so it goes without saying that the individual must thrive in order for both work, health and personal life to function optimally – and in their entirety.

So, a conclusion in relation to this blog post’s primary question – ‘The Health and Safety Assessment – how often?’, the statutory minimum is every three years or when there are significant changes in work processes, work location or something like that. And one more important point – see The Health and Safety Assessment as a powerful and necessary tool to create well-being and happy, healthy employees. It will enhance both the company’s branding and financial bottom line.

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The Health and Safety Assessment - Form, template, question frame... dear child has many names!

And yes – The Health and Safety Assessment is ‘the child’ in this scenario. Because it is your safest and best way to good well-being and a good working environment in the company. Precisely by giving you the necessary insight into the employees’ thoughts, experiences and measuring the temperature of their daily well-being, well-being and feeling of being an important part of the company. The main role in your workplace assessment is – and will always be – the questions chosen in the measurement itself. And a Workplace Assessment can be decidedly useless if you are not asked about exactly the right things in relation to exactly YOUR company and YOUR employees.



An industry-specific question framework?

So, the first step in The Health and Safety Assessment process is to map which question frames are relevant for your industry. It is clear that if it is a construction site, then there are different questions in The Health and Safety Assessment than if it is, for example, a company with only office work. After all, The Health and Safety Assessment must take into account both the physical and the psychological working environment. In relation to the physical working environment, the various risks of heavy lifting, crooked working positions and working with dangerous chemicals are looked at. With the psychological work environment, the focus is on stress levels, profits, flexibility and work pressure, among other things. So, what industry is your business in?

  • Are there premises for the performance of the work that involve risks for the employees?
  • Do you work with dangerous chemicals?
  • Are employees exposed to general health risks?
  • Is it primarily office work?


Once you have mapped the industry and which premises are primarily applicable in relation to the working environment, you can start choosing the right question frame.

The Health and Risk Assessment's indispensable companion - the action plans

I sit for long periods of time by an open window and often catch a cold


Action plan:
We will immediately arrange for the air conditioning to be repaired and the windows to be closed. The nearest department head is responsible.’


My PC is slow and often gets kicked off the internet


Action plan:
Purchase of new functional equipment and an upgrade of the internet solution. The department manager is responsible for purchasing.


This is how you can meet your employees’ needs and challenges in the working environment with a specific and solution-oriented action plan.


But what if the comment fields in the workplace assessment look like this:


I don’t have any symptoms of stress. However, I find it difficult to sleep through the night and have some heart palpitations.”

I don’t know if it’s just me, but I sometimes feel that Kirsten talks down to me and treats me as if I’m not doing my job well enough. It’s probably just me.”


Well, the challenges suddenly have the character of something far less tangible and cannot be solved with a simple measure.


And what do you do?



What is an action plan?

Yes, it is as the name strongly suggests – a plan for an action.

And it is also one of the most important things in your workplace assessment work. Because what is a workplace assessment without a real follow-up and a thoroughly concrete solution plan?

If you ask the Danish Working Environment Authority what they think an action plan should be based on, then you must map out the following:


– Theme
– Action
– Priority
– Term
– Responsibility
– Date of follow-up


In order to be even more specific, we at Woba have specified the action plans so that they are far more in-depth and useful.

It is indeed a really good idea to map and divide everything at an organizational level, management level, group level and individual level. In HR, this way of thinking is called the IGLO model.


I – Individual level
G – Group level
L – Management level
O – Organizational level


Let’s start in reverse order …


At the organizational level, you look at what the employer’s responsibility actually is in relation to the problem and in particular in the future plan. What must the employer do, say and focus on in order for the action measure to be implemented.


The management level is where the manager’s role is clarified. What does the individual manager mean to the work culture and how can he/she help to solve the problem.


The group level happens to be the ‘team’, characterizes the community and the “we lift in a pack” mentality. A specific action plan can be used here and focus on what you can actually do together in the team to meet the problems. Are there any prejudices that need to be addressed? Does the general language need to be tweaked a bit? Or should we just get better at involving and taking each other into account?


And then we come to the individual level. What can the individual employee do to promote the working environment with a view to the specific challenge?


Here it is important to come up with guidelines for how the individual tackles the challenge, but general attitudes to the company’s policy can also be set out here – and how it is desired that you behave towards colleagues.

The right action plans produce the right effect

… And they just do!


We have seen it ourselves through many years of experience with research in the working environment.

The research clearly indicates that you can achieve improved job satisfaction, productivity and lower sickness absence if early efforts to act on the measurement’s problem areas are prioritized.

Louise Aarkrog
Head of Marketing & Communication

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