The Health and Safety Assessment – Form, template, question frame… the child has many names!

Læsetid 2 min

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 questionnaire is only the beginning…

When the question frame is in place and the measurement has been completed, the ‘hard’ Workplace Assessment work begins.

And here it is important that you follow the Danish Working Environment Authority’s 5 phases, which are crucial for your workplace assessment to comply with the legislation.

 

Phase 1
Identification and mapping of the company’s overall working environment

Phase 2
Description and assessment of the company’s work environment problems

Phase 3
Inclusion of the company’s sick leave

Phase 4
Prioritizing solutions to the company’s working environment problems and drawing up an action plan

Phase 5
Guidelines for follow-up on the action plan

 

This is how it looks. And it is precisely these phases that you must build your Workplace Assessment work around.

It is a really good guideline for you along the way – so you ensure that everything is done correctly and thoroughly.

The first phase is actually an expression of the entire measurement itself. Here, the entire working environment is mapped based on all employees’ responses and comments.

From this follows a natural analysis of the collected results. Which problems have come to the surface – and how many employees are affected by them?

How are they affected by them – and what is required of the following action plans, so that it is ensured that all problems and focus areas are met?

 

The response rate is crucial!

It is clear that when the results are to be representative, an acceptable response rate is necessary.

How high the response rate should be depends on several factors.

For a large company with more than 200 employees, it can of course be difficult to reach the high end of the 80-90%.

Here it will be relevant to look at how high a response rate you want per department most of all, so that, for example, you not only have a nice response rate of 79% overall, but then you are left with individual departments where the response rate is completely down and kiss them around only 20%.

If, on the other hand, it is a company with 20 employees, a high response rate would be preferable to ensure that the survey in question is representative of the entire company as a whole. At the same time, there will usually not be as many different departments either.

 

 

So how do you increase that response rate?

As I said, there are several different parameters you can look at, but if we take our platform, Woba.io, as a starting point, we have some different tools that make it easy to send out reminders to employees who have not yet answered the survey .

But in addition, you can also always – with good effect – ensure that you are proactive in the answering process.

You can read much more in-depth about how to prepare employees in the best possible way so that the response rate is as high as possible right here:
BLOG – Good advice to increase your response rate – https://woba.io/blog/gode-raad-til -to-increase-your-response-rate/

Now you both have complete control over your specific question framework and you have prepared your employees for all parameters.

Then it’s just a matter of starting the actual well-being measurement.

If you still have a lot of doubts about whether you are doing it all right, then you might want to invest in a working environment advisor (an add-on you get with Woba.io), who can guide you and help you safely reach your goal with the entire well-being work.

Read more about your associated working environment advisor and the advice itself here: BLOG – What is a work environment advisor?

And then all that’s left is to wish you ‘good luck’ with the project – a project that will return so much value when you get to the other side…

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

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.

BlogPost_Implementering-af-Woba-1
Implementation of Woba as an employee retention platform - What does it require?

You have already recognized that working with well-being and the working environment is definitely important for your company.

Keeping up to date with your employees and continuously taking the pulse of well-being will be your most important means of being a well-functioning company with satisfied employees – who do not fall ill with stress or leave you in favor of the competitor.

Well. Important realization. Then you are that far.

But now you have to research the market and find the best provider – and not least the most optimal match for you and your company.

In this phase, ask yourself the following:

 

– What do we want to achieve with the platform?
– Should it be digital and dynamic?
– How much time do you want to spend on well-being work yourself?
– How much should employees be involved?
– Should the platform offer action plans built on valid research?

 

When you have asked yourself these questions – and not least the answer to them, well then it is just starting to probe the market for providers who have just the right solution for you and your company.

Louise
Louise Aarkrog
Head of Marketing & Communication

Relaterede artikler

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

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.

AF Louise Aarkrog
BlogPost_Implementering-af-Woba-1
Implementation of Woba as an employee retention platform - What does it require?

You have already recognized that working with well-being and the working environment is definitely important for your company.

Keeping up to date with your employees and continuously taking the pulse of well-being will be your most important means of being a well-functioning company with satisfied employees – who do not fall ill with stress or leave you in favor of the competitor.

Well. Important realization. Then you are that far.

But now you have to research the market and find the best provider – and not least the most optimal match for you and your company.

In this phase, ask yourself the following:

 

– What do we want to achieve with the platform?
– Should it be digital and dynamic?
– How much time do you want to spend on well-being work yourself?
– How much should employees be involved?
– Should the platform offer action plans built on valid research?

 

When you have asked yourself these questions – and not least the answer to them, well then it is just starting to probe the market for providers who have just the right solution for you and your company.

AF Louise Aarkrog
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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.

AF Louise Aarkrog