Health and Safety Policy

May 2025

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1. Introduction

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This Health and Safety policy has been created by Cimple Cleaning Ltd as required by the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 2023. It outlines our approach to managing health and safety hazards and risks associated with providing a Cleaning Service. Cimple Cleaning Ltd is committed to providing comprehensive health and safety guidelines that protect our Cleaners ("Service Providers") and all persons they interact with during service delivery. We recognise both our moral and legal duty to establish these guidelines and understand that our Service Providers constitute our most valuable asset.

Our Health and Safety Policy Statement demonstrates our commitment and outlines the objectives we aim to achieve. It is signed by the most senior person in the organisation to underscore our dedication to health and safety excellence.

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Our approach to health and safety management is pragmatic and consistent, prioritising risk mitigation to drive continuous improvement. While we acknowledge that eliminating all risks is impossible, we strive to effectively manage exposure to hazards through reasonable control measures.

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Success in health and safety management will be measured against established performance standards, enabling us to monitor progress and implement actions for continuous policy enhancement.

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Our performance standards are based on comprehensive incident monitoring, internal compliance reviews, regular risk assessments, and an annual audit and review of our Health and Safety policy. These standards align with the latest UK health and safety regulations and industry best practices for 2025.

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2. Health and safety policy statement

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Cimple Cleaning Ltd recognises that ensuring the health and safety of Service Providers and anyone affected by our cleaning services is a business-critical function with both moral and legal imperatives.

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To fulfil the responsibilities outlined in this Health and Safety policy, management will:

• Ensure all Service Providers acknowledge and demonstrate understanding of the Health and Safety policy.

• Conduct quarterly risk assessment reviews using digital monitoring tools to identify emerging issues and implement solutions that reduce risk.

• Maintain regular digital and in-person communication channels with Service Providers to understand their health and safety concerns.

• Comply with all relevant legal requirements, codes of practice, and industry standards in the UK, including the latest 2024 amendments to workplace safety regulations.

• Work toward eliminating potential health and safety risks by implementing dynamic, regularly updated guidelines.

• Implement a digital hazard reporting system that encourages Service Providers to identify and report hazards, fostering collective responsibility for health and safety improvements.

• Establish clear, accessible emergency procedures with digitally available resources for Service Providers to follow when addressing health and safety issues.

• Partner exclusively with Service Providers who demonstrate commitment to and consistent application of health and safety guidelines.

• Ensure comprehensive health and safety guidelines are accessible via multiple channels (mobile application, website, printed materials) to control emerging risks effectively.

• Maintain a transparent organisational structure with clearly defined health and safety responsibilities.

• Provide clear information, guidance, and direction for all Service Providers, including regular updates on evolving best practices.

• Implement systematic performance monitoring and continuous revision of policies and procedures to enhance guideline effectiveness.

 

This Health and Safety Policy will undergo a comprehensive review at least twice annually and be revised accordingly to incorporate business developments and legislative changes. All policy modifications will be promptly communicated to Service Providers through multiple channels, including email, SMS, and our mobile application.

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Name: Gavin Kamara

Position: Founder

Dated: 20/05/2025

Signed: 

 

3. Organisation for health and safety

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While ultimate responsibility for health and safety resides at the senior management level, everyone, particularly Service Providers, must cooperate in creating and maintaining a safe environment during cleaning operations.

This section of the policy establishes responsibilities at the senior management level to provide a clear understanding of the controlling factors that could lead to illness, injury, or loss. Senior management is responsible for promoting a positive, proactive culture around health and safety.

 

The following positions have been identified as having key responsibilities for implementing our health and safety arrangements:

• Founder

• Health and Safety Coordinator (new position)

• Operations Manager (new position)

• Employees

• Service Providers/Cleaners

 

4. Health and safety responsibilities

 

Founder​

The Founder has the responsibility to ensure we maintain compliance with Health and Safety legislation while delegating implementation responsibilities to the wider team and Service Providers.

The Founder will ensure that:

• Our Health and Safety policy is implemented, monitored, developed, communicated, reviewed, and amended as required, with particular attention to digital and remote working considerations.

• Health and safety guidelines are continuously improved and measured against established targets using data-driven performance metrics.

• Necessary resources, including digital tools and personal protective equipment, are provided to meet health and safety requirements for employees and Service Providers.

• The wider team and Service Providers fully understand their responsibilities to uphold health and safety duties and meet objectives through regular training and certification programs.

• A positive and inclusive health and safety culture permeates all company activities, supported by regular recognition of good practices.

• Open communication between all stakeholders is encouraged through multiple channels, including digital platforms, to ensure timely sharing of safety information.

• All team members and Service Providers receive appropriate training and support to confidently carry out their health and safety duties.

 

Health and Safety Coordinator

The Health and Safety Coordinator must:

• Oversee the day-to-day implementation of the health and safety policy.

• Conduct regular risk assessments and safety audits across all operations.

• Manage the digital hazard reporting system and ensure prompt follow-up on all reports.

• Coordinate health and safety training programs for all employees and Service Providers.

• Stay current with health and safety legislation and industry best practices.

• Prepare regular reports on health and safety performance for senior management.

• Investigate incidents and accidents, implementing preventative measures.

• Liaise with external health and safety authorities when necessary.

 

Operations Manager

The Operations Manager must:

• Ensure health and safety considerations are integrated into all operational decisions.

• Support Service Providers in implementing health and safety guidelines during cleaning assignments.

• Monitor compliance with health and safety procedures during service delivery.

• Provide feedback to the Health and Safety Coordinator on the practicality and effectiveness of safety measures.

• Assist in the development of safe working procedures specific to cleaning operations.

• Ensure all equipment and products used meet current safety standards.

 

Employees

All employees must:

• Take responsibility and reasonable care for their health and safety, including mental wellbeing.

• Take responsibility and reasonable care for the health and safety of others affected by their actions.

• Observe and demonstrate health and safety rules both in-person and when working remotely.

• Comply with all health and safety guidelines outlined.

• Follow any written or verbal instructions given by management, Service Providers, or clients to ensure their safety and the safety of others.

• Dress appropriately for their working environment to ensure their safety and the safety of others, including the use of required PPE.

• Conduct themselves professionally and refrain from actions that could endanger themselves or others.

• Follow all outlined guidelines to ensure their safety and the safety of others.

• Avoid improvisation that could lead to unnecessary risk to themselves and others.

• Maintain all equipment in good condition and promptly report any defects to management or the client through the digital reporting system.

• Immediately report any safety hazards or malfunctions through the appropriate digital channels to management or the client.

• Report all accidents or near-misses to management through the incident reporting app, regardless of whether an injury occurred.

• Observe and demonstrate fire evacuation procedures and emergency response duties.

• Complete all required health and safety training and refresher courses within designated timeframes.

 

Cleaners/Service Providers

All contractors must:

• Take responsibility and reasonable care for their health and safety, including mental wellbeing.

• Take responsibility and reasonable care for the health and safety of others affected by their actions.

• Observe and demonstrate health and safety rules.

• Submit their own health and safety policy and risk assessments for approval (if applicable).

• Comply with our health and safety guidelines if they don't have their own.

• Follow any written or verbal instructions given by management, employees, or clients to ensure their safety and the safety of others.

• Dress appropriately for their working environment to ensure their safety and the safety of others, including wearing all required PPE.

• Conduct themselves professionally and refrain from actions that could endanger themselves or others.

• Follow all outlined guidelines to ensure their safety and the safety of others.

• Avoid improvisation that could lead to unnecessary risk to themselves and others.

• Maintain all equipment and cleaning products in good condition and promptly report any defects to management or the client through designated reporting channels.

• Immediately report any safety hazards or malfunctions to management or the client using the digital hazard reporting system.

• Report all accidents or near-misses to management through the incident reporting app, regardless of whether an injury occurred.

• Observe and demonstrate fire evacuation procedures and emergency response duties.

• Complete all required health and safety training, including digital modules, and maintain current certifications.

• Use the service provider app to log safety checks before beginning each assignment.

 

5. Health and safety rules

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This section of our Health and Safety policy outlines rules that require close attention from employees and Service Providers. These rules align with current legal requirements and acknowledge safe working practices. In addition to legal duties, all employees and Service Providers must follow these rules. Anyone found not following these rules will be considered in breach of their employment contract or service provider agreement, which may result in termination.

 

While these safety rules may vary depending on specific working activities, employees and Service Providers are expected to act professionally and follow both written and verbal instructions provided by senior management.

 

General

• All employees and Service Providers share responsibility for helping management fulfil our legal duties to maintain health and safety.

• Employees and Service Providers must not intentionally or carelessly interfere with anyone or anything that promotes health, safety, or welfare.

• Employees and Service Providers must promptly report any unsafe activities, items, or situations through the digital reporting system.

 

Working practice

• Employees and Service Providers must not operate equipment or use products outside their intended purpose and must use them professionally and safely.

• Employees and Service Providers must read and follow instructions labelled on cleaning products to ensure safe usage for themselves and others.

• Employees or Service Providers must not clean anything that is hot, electrically active, fragile, unstable, or anything that could affect their health and safety or that of others.

• Employees or Service Providers must not attempt repairs or maintenance on any equipment unless given documented written consent from management or clients.

• Employees or Service Providers must use cleaning products strictly according to the written instructions on the label and the digital safety database.

• Employees or Service Providers must not smoke or vape on or near client properties.

• Employees or Service Providers must follow established protocols for exposure to biological hazards, including proper use of PPE and disinfection procedures.

 

Hazard / Warning Signs and Notices

• Employees and Service Providers must adhere to all hazard/warning signs/notices displayed on client properties, cleaning equipment, and cleaning products.

• Employees and Service Providers must be familiar with the updated international safety symbols and signage standards implemented in 2024.

 

Working Conditions / Environment

• Employees or Service Providers must use equipment and products provided by clients after confirming their safety. If these are deemed inadequate or risky, this must be reported to management or the client immediately.

• Employees or Service Providers must keep staircases, passageways, and landings clear for emergency egress.

• Employees or Service Providers must dispose of rubbish and waste material using appropriate facilities provided by the client, following current waste segregation guidelines.

• Employees or Service Providers must promptly clean up spillages or broken items to prevent injuries.

• Employees and Service Providers must dispose of all waste material and chemical substances according to current environmental regulations and client-provided facilities.

• Employees and Service Providers must assess and document indoor air quality concerns at client locations and take appropriate measures if air quality is compromised.

 

Clothing

• Employees or Service Providers must wear appropriate clothing for cleaning jobs, ensuring it is suitable, comfortable, non-restrictive, non-hazardous, and safe.

• Employees or Service Providers must wear all required PPE as specified for particular tasks or cleaning products.

• Employees or Service Providers must report any damages, losses, faults, or unsuitability related to their clothing or PPE to management through the digital reporting system.

 

Fire Precautions

• Employees or Service Providers must follow all emergency procedures outlined in this policy and client-specific instructions.

• Employees or Service Providers must not block or obstruct staircases, passageways, landings, or doors that might be needed during emergency evacuation.

• Employees or Service Providers must not misuse firefighting equipment or obstruct firefighters from performing their duties.

• Employees or Service Providers must report any use of firefighting equipment to management or the client and document it in the incident reporting system.

• Employees or Service Providers must familiarise themselves with fire evacuation routes at each client location before beginning work.

 

Client Site Safety Rules

• Employees or Service Providers must follow health and safety guidelines and evacuation procedures provided by the client, documenting compliance in the service app.

• Employees or Service Providers must follow all safety signs and instructions on the client's property.

• Employees or Service Providers must complete a brief digital safety assessment before beginning work at a new client location.

 

6. Arrangements

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6.1. Drugs and Alcohol

• Employees or Service Providers must not consume alcohol at client premises or report to a cleaning job under the influence of alcohol or substances that could impair their ability to work safely.

• It's strictly forbidden and considered gross misconduct to possess, use, or distribute any illegal drugs on client property.

• Any employees or Service Providers found consuming alcohol or using non-prescribed drugs at client premises will be guilty of gross misconduct and face disciplinary action or contract termination.

• Employees or Service Providers taking prescribed medication that may affect their ability to work safely must inform management before accepting assignments.

• The company offers confidential support resources for employees or Service Providers dealing with substance abuse issues.

 

6.2. Electricity

• Employees or Service Providers must visually inspect cleaning equipment for damage before use, using the equipment safety checklist in the service app.

• Employees or Service Providers must immediately report defective cleaning equipment or products through the digital reporting system to management or the client.

• Employees and Service Providers must not use defective electrical cleaning equipment under any circumstances.

• Employees or Service Providers must not attempt repairs or complicated maintenance on electrical cleaning equipment unless qualified and authorised to do so.

• Employees or Service Providers must ensure that all unattended electrical cleaning equipment is switched off and disconnected from power sources. Small electrical items being cleaned must also be switched off and unplugged.

• Employees or Service Providers must not bring electrical cleaning equipment to client premises without prior documented consent from management and/or the client.

• Employees or Service Providers must manage electrical cables safely to prevent tripping hazards or equipment damage, following the updated cable management guidelines.

• Employees or Service Providers must be aware of the location of circuit breakers or fuse boxes at client premises in case of electrical emergencies.

 

6.3. Fire

To prevent fires and reduce the likelihood of injuries during fire incidents, we establish the following guidelines:

• Employees or Service Providers must assess fire risks at client premises that could be caused by cleaning activities and implement appropriate preventative measures.

• Employees or Service Providers must maintain excellent housekeeping standards to minimise fire risks.

• Employees or Service Providers must maintain clear evacuation routes from the property for themselves and others who may be affected.

• Employees or Service Providers must familiarise themselves with the specific fire evacuation procedures for each client property using the emergency information section of the service app.

• While Cimple Cleaning doesn't require employees or Service Providers to attempt to extinguish fires (prioritising alerting emergency services), they may do so if it is safe and they are trained in the use of firefighting equipment.

• Employees or Service Providers must immediately evacuate client premises if a fire becomes unsafe to manage or life-threatening. Re-entry is prohibited until declared safe by fire service personnel.

• Employees or Service Providers must complete the basic fire safety training module annually through our digital learning platform.

 

6.4. Hazardous Substances (COSHH)

• Data sheet - Employees or Service Providers must review the updated COSHH data sheets available through our mobile application before using any cleaning products to ensure all exposure to hazardous substances is prevented or controlled within statutory limits. Digital access to data sheets is available via QR codes on approved products.

• Risk assessment - Employees or Service Providers must follow the digital COSHH risk assessment guide to take necessary steps to control cleaning risks. The interactive risk assessment tool is available through our service app.

• Storage - Employees or Service Providers must adhere to the Health and Safety Executive (HSE) COSHH essential General storage of solids and liquids guide, which outlines good control practices for storage. The latest 2024 HSE guidance is integrated into our digital resource library.

• Personal protective equipment (PPE) - Service Providers must have the following personal protective equipment for cleaning jobs: chemical-resistant gloves, disposable gloves, safety glasses, disposable face masks (minimum FFP2 standard), adjustable aprons, disposable shoe covers, and, where necessary, respiratory protection appropriate to the substances being used.

• Hazardous waste disposal - Employees or Service Providers must inform clients about cleaning products that cannot be disposed of as normal household waste. Guidance should be provided on contacting local councils or specialised hazardous waste collection services regarding the updated 2024 waste management regulations.

• Product substitution - Where possible, employees or Service Providers should use environmentally friendly and less hazardous alternatives from our approved product list, which is reviewed quarterly for safety and effectiveness.

 

6.5. Staff Illness and Reporting

• Employees or Service Providers must notify management if they develop any infectious diseases that could affect their work or pose transmission risks to others.

• Employees or Service Providers should seek medical advice from an Occupational Health Practitioner or their GP to determine fitness for work and confirm that any illness is not contagious.

• Employees or Service Providers must report to management any illnesses or diseases contracted through cleaning work. This is reportable under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2025). Reportable illnesses include, but are not limited to: Leptospirosis, Hepatitis, TB, Tetanus, and respiratory conditions related to chemical exposure.

• Strict confidentiality will be maintained regarding employees or Service Providers diagnosed with infectious diseases, in compliance with data protection regulations.

• Employees or Service Providers can be assured that health information will not be disclosed without their written consent. Any breach of confidentiality will result in disciplinary action.

• In the event of a pandemic or epidemic, the company will implement all government-mandated measures to prevent infection spread and establish appropriate control protocols, building on lessons learned from previous public health emergencies.

• The company maintains a digital health monitoring system that allows employees and Service Providers to confidentially report health concerns that might affect work safety.

 

6.6. Lone Working

• The company will implement practical support measures for employees or Service Providers required to work alone for extended periods to protect their health and safety.

• Management will determine, through risk assessment, which cleaning assignments require multiple Service Providers to ensure work can be completed safely and efficiently.

• All lone workers will be equipped with the company's safety app featuring emergency alert capabilities and regular automated check-ins.

• Specific risk assessments will be conducted for vulnerable workers or those with health conditions who work alone.

• The company maintains a 24-hour emergency contact line for all lone workers to report concerns or request assistance.

• GPS tracking (with consent and appropriate privacy safeguards) is available through the company app for lone workers requiring additional safety monitoring.

 

6.7. Manual Handling

• Employees or Service Providers are not required to perform manual handling tasks that could affect their health and safety or the safety of others.

• Service Providers must conduct risk assessments using the digital assessment tool for any cleaning activities requiring manual handling (e.g., lifting equipment, moving furniture).

• Comprehensive information and training on proper manual handling techniques will be provided to employees and Service Providers through our online learning platform.

• All injuries, accidents, or incidents caused by manual handling during cleaning assignments will be thoroughly investigated with appropriate follow-up actions implemented.

• When relevant, employees or Service Providers engaged in manual handling activities will undergo health screening before assignment to cleaning jobs involving significant physical demands.

• Special arrangements, including assistive devices or partner assignments, will be made for employees or Service Providers with health conditions that could be exacerbated by manual handling.

• Regular refresher training on ergonomic techniques and proper body mechanics will be provided through digital learning modules.

 

6.8. New and Expectant Mothers

• Employees or Service Providers are encouraged to inform management about new or expected parenthood at their earliest convenience, with the highest level of confidentiality maintained.

• For employees or Service Providers who are new or expecting parents, comprehensive risk assessments will be conducted for all work activities with close monitoring throughout the pregnancy and post-natal period.

• The company will establish necessary measures based on risk assessments to be implemented, followed, monitored, reviewed, and revised as needed.

• Expectant parents will be advised of any risks to themselves and/or their child, with necessary protective measures implemented.

• Any adverse incidents will be immediately reported and thoroughly investigated.

• New parents will be offered suitable cleaning assignments when they indicate readiness and have medical clearance to return to work.

• If risks cannot be eliminated or reduced to acceptable levels, management will consider temporary reassignment or paid leave until the employee or Service Provider is medically cleared to return to regular duties.

• The company offers flexible working arrangements and phased return options for new parents.

 

6.9. Personal Protective Equipment (PPE)

• Personal protective equipment (PPE) will be required for employees or Service Providers during cleaning assignments to eliminate, reduce, or reasonably control risks.

• The company will guide on selecting appropriate PPE for different cleaning scenarios through digital resources and regular updates on new PPE technologies.

• All PPE must meet current 2025 safety standards and certifications.

• Digital training modules will demonstrate proper donning, doffing, and maintenance of PPE.

• The company offers a PPE subsidy program for Service Providers to ensure access to high-quality safety equipment.

• Regular PPE effectiveness reviews will be conducted to ensure protection against emerging risks.

• Specialised PPE will be identified for particular cleaning environments such as healthcare facilities, industrial settings, or locations with specific hazards.

 

6.10. Risk Assessment

• Risk assessment helps identify potential hazards in client homes that could cause harm and determines whether current precautions are adequate or require enhancement.

• Our risk assessment process uses digital tools to cover foreseeable health and safety hazards related to homes, cleaning equipment, and activities, enabling implementation of reasonable risk reduction measures.

• We will create detailed, task-specific risk assessments to establish comprehensive rules and guidelines for proactive health and safety management.

• Risk controls will be evaluated for effectiveness through digital monitoring and regular review processes.

• Risk assessments will incorporate client-specific information gathered through pre-assignment surveys.

• All risk assessments will be available to Service Providers through the mobile application before beginning assignments.

• Risk assessment methodologies will be updated annually to reflect evolving best practices and regulatory requirements.

 

6.11. Slips, trips and falls

• Employees or Service Providers must promptly clean any floor surface contamination, such as water, oil, or dust, to prevent injuries or accidents.

• Employees or Service Providers must use "Wet Floor" warning signs after mopping and communicate to others in the household that the floors are wet until completely dry and safe.

• Employees or Service Providers must prevent tripping hazards from electrical cleaning equipment by securing trailing wires and alerting household occupants to potential hazards.

• Employees or Service Providers must exercise caution when using stairs, maintaining three points of contact where possible and avoiding unsafe manual handling on stairways.

• Employees or Service Providers must wear appropriate footwear for cleaning that provides ankle support, foot protection, slip-resistance, and comfort for prolonged standing.

• Employees or Service Providers should complete the digital slip and trip hazard assessment when beginning work in unfamiliar environments.

• The company will provide guidance on identifying and mitigating environmental factors that contribute to slip and trip hazards, such as lighting, floor surfaces, and obstacles.

 

6.12. Welfare

• Under the Workplace (Health, Safety and Welfare) Regulations 2023, we strive to ensure essential facilities are available during cleaning assignments, including access to toilets, drinking water, adequate lighting, and seating when needed.

• Employees or Service Providers must request permission from clients before using their facilities.

• Employees or Service Providers are expected to maintain professional conduct at all times, especially when interacting with clients and using their facilities. Facilities must be left clean and in the same or better condition after use.

• The company maintains a database of public facilities near client locations for Service Providers when client facilities are unavailable.

• Regular rest breaks are encouraged and should be coordinated with clients at the beginning of assignments.

• Service Providers should report inadequate welfare provisions to management to facilitate appropriate solutions.

 

6.13. Wellbeing

• If employees or Service Providers feel overwhelmed with their work schedule, they can request coverage from Cimple Cleaning-approved colleagues until they feel better, or notify management to arrange coverage.

• If employees or Service Providers experience fatigue or physical challenges maintaining their cleaning schedule, they can request assistance from Cimple Cleaning-approved colleagues, or management can arrange coverage. Regular communication about recovery progress is essential to maintain an active status in our system.

• The company offers a confidential mental health support program accessible through the employee/Service Provider portal.

• Regular well-being check-ins are conducted through the digital platform to identify and address emerging concerns.

• Workload monitoring systems help prevent burnout and ensure sustainable assignment scheduling.

• Employees and Service Providers have access to ergonomic assessment tools to reduce physical strain during cleaning activities.

 

6.14. Clothing

• Employees or Service Providers must wear appropriate footwear for cleaning that provides ankle support, foot protection, is flat and unheeled, slip-resistant, and comfortable for prolonged standing.

• Employees or Service Providers must wear uniforms (of their choice) that don't compromise their safety or the safety of others. Clothing should be professional, comfortable for movement, neither too loose to create tripping hazards nor too restrictive of normal movement.

• We advise employees or Service Providers to minimise accessories while cleaning. Accessories should not impair vision, be easily caught on objects, be highly flammable, create slipping or tripping hazards, or restrict movement in any way.

• All clothing must be compatible with the required PPE and not interfere with its effectiveness.

• The company guides the selection of appropriate fabrics and designs that optimise safety and comfort during cleaning activities.

 

7. Risk assessment

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Risk assessment involves identifying workplace or work activity hazards and evaluating their potential impact on employees, Service Providers, and others. This includes assessing existing precautions and determining their effectiveness.

Health and Safety law doesn't require absolute safety in control measures but expects "reasonably practicable" safeguards. Legal requirements stipulate that significant risk assessment findings must be communicated to employees and Service Providers.

 

STEP 1 - Identifying The Hazard

Hazards can be identified through management visits to cleaning sites, digital hazard reporting from Service Providers, and soliciting feedback from those performing the work. Examples of hazards include:

• Trailing cables

• Fire hazards

• Cleaning product exposure

• Manual handling of cleaning equipment

• Electrical risks

• Slips, trips, and falls

• Clothing hazards

• Work equipment risks

• Welfare concerns (access to toilets, drinking water, seating)

• Biological hazards

• Confined spaces

• Working at height (even low heights)

• Stress and mental health impacts

 

STEP 2 - Identifying Who May be Harmed

This step focuses on identifying potential risk exposure groups:

• Staff

• Service Providers

• Clients

• Vulnerable individuals (elderly, children, those with health conditions)

• Visitors to client properties

• Other contractors working on the premises

• Pets and animals

 

STEP 3 - Evaluating and Controlling the Risk

Evaluating existing control measures and assessing their adequacy is essential. When additional controls are needed, we follow these principles in order of priority:

• Eliminate the risk completely where possible

• Evaluate risks that cannot be avoided

• Combat risks at their source

• Adapt work methods to the individual

• Leverage technological advances for safety improvements

• Replace hazardous materials or methods with safer alternatives

• Develop comprehensive prevention policies

• Prioritise measures protecting the greatest number of people

• Provide clear instructions and training to employees and Service Providers

• Implement engineering controls before administrative controls

• Consider PPE as the last line of defence, not the primary control

 

STEP 4 - Record Your Findings

Significant assessment findings must be documented to demonstrate progress in health and safety management and fulfil legal obligations. These findings will be communicated to affected parties, including management, employees, and Service Providers, through the digital information system.

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STEP 5 - Monitor and Review the Assessment

Control measures require continuous monitoring, assessment, and documentation. An ongoing review of the assessment framework is essential to identifying improvement opportunities.

 

Fire Risk Assessment

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8. Monitoring of health and safety

 

Proactive monitoring

Monitoring is a line manager's responsibility, with each key management position expected to monitor achievement against relevant health and safety standards. Managers must provide evidence of monitoring within their areas of responsibility, reinforcing their commitment to health and safety objectives and helping develop a positive safety culture.

 

This proactive monitoring approach provides feedback on performance before accidents, incidents, or ill health occur. Managers and supervisors with defined health and safety responsibilities must conduct detailed monitoring in their day-to-day areas of control. While much checking will be informal and undocumented, formalised, structured checks are essential to ensure comprehensive coverage and demonstrate compliance to senior managers, who must verify that first-line monitoring is occurring. Employees taking a proactive interest or representing safety groups can participate in monitoring through health and safety tours or structured checklists.

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• Monitoring remains a management responsibility

• Monitoring must be measured against current Health and Safety requirements and industry benchmarks

• Monitoring activities must be documented and recorded to demonstrate progress against objectives

• A positive health and safety culture must be cultivated throughout the organisation

• Open communication channels should prevent accidents, incidents, or ill health before they occur

• Establish systematic processes and procedures for continuous monitoring

• Ensure representation from all stakeholder groups

• Formalise health and safety inspections through standardised digital checklists

• Implement predictive analytics to identify emerging risk patterns

• Integrate wearable technology and IoT sensors where appropriate for real-time monitoring

 

Reactive monitoring

Reactive monitoring of events, including accidents, incidents, ill health cases, or property damage, provides opportunities to assess performance, learn from mistakes, and improve control measures. Trends and common features identified through accident and incident investigation can highlight areas where future health and safety initiatives would be most beneficial. Investigations may also provide valuable information for legal proceedings or employee claims.

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• Review the process and procedure performance following the incidents

• Enhance control measures based on trend analysis and common feature identification

• Develop and implement forward-looking health and safety initiatives

• Maintain comprehensive records for reference in case of incidents