Preparation of Documents 

Within health and safety, it is generally considered that if it is not written down it did not happen or exist, it is evidence that somebody did something. Record keeping is essential to your safety management system. 

We can easily produce a range of health and safety documents from a simple checklist to a complete health and safety Policy or Event Safety Management Plan. Of course, these and the production of risk assessments and method statements (RAMS) is bread and butter work for us that can be done remotely in most cases but not all, we have to venture out now and again.  

Document preparation is becoming one of our most popular services and we even provide this service on a very regular basis to companies in the United Arab Emeritus and the Kingdom of Saudia Arabia. 

Health and Safety Policy

Your health and safety policy document is the backbone of your health and safety management system. 

The Health and Safety at Work Act 1974 (The law) says that every business must have a written policy for managing health and safety.

A health and safety policy sets out your general approach to health and safety. It explains how you, as an employer, will manage health and safety in your business. It should clearly say who does what, when and how.

If you have five or more employees, you must write your policy down. If you have fewer than five employees you still need a policy but you do not have to write anything down, but it is best practice to do so.

You must share the policy, and any changes to it, with your employees and bring it to their attention. 

Most businesses set out their policy in three sections: The statement of general policy on health and safety at work sets out your commitment to managing health and safety effectively, and what you want to achieveThe responsibility section sets out who is responsible for specific actions.
 
We can produce a bespoke policy document for your business in three sections, the Policy Statement, the Management Structure and the Arrangements. This will be between 30 and 80 pages long, depending on the type of business and the complexity. This is a legal document that you must sign. 
 
As you can see, this is not an "off the shelf" standard document, we will require some information from you to complete the document such as names of Directors, Managers and key people such as fire wardens and first-aiders etc.  
 

In addition to legal duties, a written health and safety policy that’s reviewed annually is a requirement of many insurers. A policy is also often a requirement for any business tendering for work, organisations seeking preferred supplier status or those applying for a variety of SSIP scheme accreditations.

All of our policies are bespoke and designed to meet the often varied and individual needs of the organisation, taking into account business activities and the wide variety of legislation that might apply.  A policy might be a simple, short and succinct document or form part of a comprehensive health and safety management system depending on your needs

We will contact you and gain an understanding of roles and responsibilities within your organisation and the types of work undertaken.  In most cases, we’ll always try and meet face to face.

There are a number of common elements to all policies such as risk assessment, training, communication, monitoring and review.  Other content is very much determined by business activities, for example, this might include working at height, use of display screen equipment, control of contractors or driving at work.

From this, we’ll create a bespoke policy and forward it as a draft for initial comment and review.

We will provide you with a final copy of your policy for you to sign, usually, this will be a document provided as a PDF.

 
Risk Assessments

If your health and safety policy document is the backbone of your health and safety management system. then Risk Assessments are the beating heart and blood supply of that system and are a legal requirement of the Management of Health and Safety at Work Regulations.  

Risk assessment is the process of evaluating risks to workers' safety and health from workplace hazards. It is a systematic examination of all aspects of work that considers:

  • what could cause injury or harm;

  • whether the hazards could be eliminated and, if not;

  • what preventive or protective measures are, or should be, in place to control the risk

Risk assessment is the cornerstone of the UK and European approach to preventing occupational accidents and ill health. In fact, they are at the heart of health and safety in many countries all around the world. 
 
Every workplace environment has hazards that could cause injuries or ill-health. But risk assessments can drastically reduce the likelihood of work-related accidents and ill-health. They raise awareness about hazards and the risks they pose and help employers identify ways to minimise health and safety risks.
 
There are two types of risk assessment that concern us here, the site-specific and the generic. Site-specific risk assessments are risk assessments that have been adapted to a specific site or venue and only contain relevant information for that particular project. Site-specific risk assessments take into account the actual site conditions and type of project and address only the relevant hazards,.and the specific people involved in the project.
 

Well, in the event industry, your sites are likely to change often. Due to the nature of touring work, you are constantly moving from project to project, and site to site. Once one task is complete, you move on to the next. One week you can be in Europe and the next you might be in the USA with a different act or project. 

And when you change to a new job, the hazards might be different. The crew may be different. The work you are doing might be different. The environment you are working in might be different. And your risk assessments need to be updated to assess the risk at the new project or site. You can review the project and site conditions, remove any hazards that don't apply to your work and include any site-specific hazards that have not been addressed in the generic risk assessment.

To produce site-specific risk assessments we usually have come to the site or venue to look at the work operation, talk to those involved in the operational project. We need to see what is actually happening in the workplace. This is charged at a standard daily rate. 

Generic Risk Assessments highlight commonly identified hazards (i.e. things with the potential to cause harm) and control measures/precautions (i.e. ways of reducing the likelihood of the hazard causing harm) associated with general locations, events or activities

Generic risk assessments are risk assessments that are filled in but have not been adapted to a specific site or project. They are completed for general activity, for example, rigging a truss, but not for the specific truss you are about to work on. Generic risk assessments are not bad

Your generic risk assessments can easily become site-specific, by editing and adapting them to the project you are planning. so that the documents you create are site-specific for your project.n Site-specific risk assessments are always the preferred type. 

Method Statements

Unlike Risk Assessments, Method Statements are not a legal requirement. 

Having said that, they still have a useful role to play in safety management systems as they define a written safe system of work.  

A Method Statement is nothing more than a list of instructions rather like the instructions for building a model aircraft, assembling a piece of flat-pack furniture or following a recipe, for instance, the instructions will state what PPE to use and when to use it. 

Method statements are incredibly useful when monitoring health and safety, anyone monitoring can see a variation by an employee if they have a copy of the method statement to follow. To produce method statements we do need to see the operation first hand.  This is charged at our daily rates.