Risk Assessments and Method Statements

Preparing a method statement (sometime called a ‘safe system of work’) is an important step in planning activities. It details how an activity will be done safely, breaking the task down into steps and identifying the controls needed for each.

1. Gather Essential Information

Before writing, collect the necessary details. A method statement is useless without a clear understanding of the site and the task.

• Organisation and Activity Details: Organisation name, address, activity name, and location.
• Scope of Work: Clearly define what the activity is and, equally importantly, what it is not.
• Personnel: List who will be involved, including supervisors and first aiders.

2. Break Down the Job into Steps

Divide the work into a logical sequence of steps. Do not combine too many actions into one step; if a step is too complex, break it down further.

• Example: Instead of “Plant Tree” use “1. Inspect ground conditions,” “2. Dig Hole,” “3. Insert Stake,” “4. Prepare tree in position, ” “5. Fill in hole, ” etc.

3. Identify Hazards and Controls for Each Step

For every step you listed, identify the potential hazards (what could go wrong) and the control measures (how you will prevent it).

• Hazards: Falling from height, electrocution, dust inhalation, manual handling injuries.
• Controls: Edge protection, isolation of power (Lockout/Tagout), PPE (masks, helmets), mechanical lifting aids.
• Emergency Procedures: What happens if something goes wrong? (e.g., rescue plan for a fall arrest).

4. Specify PPE and Equipment

List the specific Personal Protective Equipment (PPE) and tools required. Be precise.

• Bad: “Wear safety gear.”
• Good: “Hard hat (EN397), high-visibility vest (EN471), safety boots (EN ISO 20345), and eye protection.”

5. Include Competency and Training Requirements

State what qualifications or training the workers need to perform this specific task safely.

• Examples: “Chainsaw training required,” “Working at Height certification,” “Confined Space training.”

6. Review and Approve

The document must be reviewed by a competent person (e.g. a site manager or safety officer) and approved before the activity begins.

• Sign-off: Include a section for the organiser or supervisor and those undertaking the activity to sign, confirming they have read, understood, and agree to follow the method statement.

7. Communicate to the Team

A method statement is a live document. It must be presented to those participating before the activity starts.

• Ensure everyone understands the risks and the steps.
• Keep a record of this briefing.

Key Tips for Success

• Clarity is King: Use simple language. Avoid jargon where possible. The people doing the activity must understand it.
• Site-Specific: Do not just copy a generic template. Adapt it to the specific site conditions (e.g., weather, proximity to traffic, overhead lines).
• Dynamic: If the activity changes or an unexpected hazard is found, stop and update the method statement immediately.

For any task or activity to be undertaken:

• Identify the hazards.  Think about the activities, processes or substances that could injure your volunteers or harm their health.
• Decide who might be harmed and how.  For each hazard, you need to be clear who might be harmed: e.g., volunteers and others not carrying out the task.
• Evaluate the risks and consider what could be done to reduce the risk.  How likely is the hazard to cause harm and what would severity be?  What can be done to reduce the risk.  How can the hazard be controlled?
• Record your significant findings.  Make a record of the hazards, how people could be harmed, and what precautions do you have in place to control the risks?  Any record should be simple and focused and communicated to everyone involved in the task.
• Review your assessment and update when circumstances change, or when improvements need to be made.  Consult your volunteers/ staff.  Learn from any accidents or near misses.

Using the Risk Assessment Template

First, the heading boxes need to be completed with the details of your site.

Then consider each task or hazard and assess the risk.  Start a new section for each new task and hazard.

Finally, review the assessment.  Seek a second opinion if you can, and get the assessment signed off by whoever is responsible for the site.

Don’t forget

The completed risk assessments are important and should be made available at your event to brief volunteers or employees on the possible hazards and the control measures in place to overcome them.  At the end of the event paperwork should be filed securely.  The information may be needed in the future (for example in the event of an insurance claim or an inspection by the enforcing authority).

Further guidance about Risk Assessments can be found on the HSE website.