Introduction

RAMS documents are supposed to protect workers and ensure safe working practices. But too often, they become tick-box exercises that provide a false sense of security. Here are the five most common mistakes we see—and how to avoid them.

Mistake 1: Using Generic Templates Without Customisation

The Problem

It's tempting to download a template, change the company name, and call it done. But generic RAMS documents are often worse than useless—they create liability while providing no real protection.

We've seen RAMS documents for roofing work that don't mention the specific roof type, pitch, or access arrangements. Documents for demolition that use the same boilerplate regardless of the structure being demolished.

Why It Matters

In the event of an accident, a generic RAMS document shows you didn't take safety seriously. Regulators and courts look unfavourably on cut-and-paste safety documentation.

The Solution

• Start with templates, but customise them for every site and task
• Include specific details: exact location, actual conditions, real equipment
• Reference site-specific hazards identified during your survey
• Use photos from the actual site where helpful

Mistake 2: Listing Hazards Without Adequate Controls

The Problem

Many RAMS documents are good at listing hazards but weak on control measures. "Risk of fall from height" is identified, but the control is simply "take care" or "use appropriate PPE."

Why It Matters

Vague controls are unenforceable and don't actually reduce risk. Workers need specific, actionable instructions on how to work safely.

The Solution

• For every hazard, specify exactly what controls will be used
• Follow the hierarchy of controls (eliminate, substitute, engineer, administrate, PPE)
• Be specific: "Install edge protection with 950mm top rail and 470mm intermediate rail" not just "use edge protection"
• Explain who is responsible for implementing each control
• Describe how you'll verify controls are in place

Mistake 3: Creating RAMS That Nobody Reads

The Problem

Some RAMS documents run to 50 pages of dense text. By the time workers get to the important bits, they've glazed over. The document exists to satisfy procurement requirements, not to actually inform workers.

Why It Matters

A RAMS document that nobody reads provides zero safety benefit. It's just expensive paperwork.

The Solution

• Put critical information upfront—don't bury hazards in appendices
• Use clear headings and bullet points
• Include a one-page summary for toolbox talks
• Use diagrams and photos where they help
• Write at a reading level appropriate for your workforce
• Keep method statements as concise as possible while covering essentials

Mistake 4: Failing to Update When Conditions Change

The Problem

A RAMS document is created before work starts, then forgotten. But construction sites are dynamic—conditions change daily. Weather, ground conditions, nearby activities, and scope of work all evolve.

Why It Matters

A RAMS document that doesn't reflect current conditions is actively dangerous. Workers may rely on outdated information that no longer applies.

The Solution

• Build review triggers into your process (weekly reviews, after weather events, when scope changes)
• Empower supervisors to update RAMS on site
• Date all revisions and communicate changes to the workforce
• Conduct dynamic risk assessments for unexpected conditions
• Archive old versions but ensure only current version is used

Mistake 5: Not Involving the Workforce

The Problem

RAMS documents are often written by office-based staff who haven't visited the site or spoken to the workers who'll do the job. The people with the most practical knowledge are excluded from the process.

Why It Matters

Workers spot hazards that desk-based assessors miss. They also know which controls are practical and which look good on paper but fail in practice.

The Solution

• Involve experienced workers in RAMS development
• Conduct site walkthrough with the team before work starts
• Hold toolbox talks to discuss the RAMS and gather feedback
• Create a culture where workers feel comfortable raising concerns
• Act on feedback and update documents accordingly

Bonus Mistake: Treating RAMS as a One-Time Exercise

Some contractors create RAMS to win the contract, then file them away. The document becomes a sales tool rather than a safety tool.

Effective safety documentation is an ongoing process:

• RAMS inform site inductions
• Daily briefings reference current risks
• Near-misses trigger reviews
• Lessons learned improve future documents

How Technology Can Help

Modern RAMS generation tools address many of these problems:

• Site-specific by design: AI analyses actual site conditions from video footage
• Comprehensive controls: Trained on thousands of documents to suggest appropriate measures
• Readable output: Structured for clarity and practical use
• Easy updates: Regenerate quickly when conditions change
• Worker input: Video walkthroughs capture frontline observations

Conclusion

RAMS documents should genuinely protect workers, not just protect you legally. By avoiding these common mistakes, you can create documentation that makes a real difference to site safety.

Take the time to get it right—or use tools that help you create quality documentation efficiently. Your workers' safety depends on it.