The Time vs Quality Dilemma
Every contractor faces the same challenge: you need thorough risk assessments, but you don't have hours to spend on paperwork. The temptation is to use generic templates—but we all know that's not good enough.
The good news? With the right approach, you can create a genuinely site-specific risk assessment in about 30 minutes. Here's how.
Before You Arrive: Preparation (5 Minutes)
Effective risk assessment starts before you reach the site:
Gather Background Information
- Review any pre-construction information provided by the client
- Check for known hazards (asbestos surveys, utility records)
- Understand the scope of your work
- Identify what trades will be working alongside you
Prepare Your Template
Have a base template ready that covers standard hazards for your trade. You'll customise this based on what you find on site.
On-Site Walkthrough (10 Minutes)
The site walkthrough is the most important part. Walk the entire area where you'll be working, looking systematically for hazards.
The SWEPT Method
Use this simple framework to ensure you don't miss anything:
S - Surroundings
- What's around the work area? (Other trades, public, traffic)
- What's overhead? (Power lines, crane operations, falling object risks)
- What's underfoot? (Ground conditions, buried services, trip hazards)
W - Work Environment
- Indoor or outdoor? (Weather exposure, ventilation, lighting)
- Confined spaces?
- Noise levels?
- Temperature extremes?
E - Equipment and Materials
- What equipment will you use?
- Power sources available?
- Hazardous substances?
- Manual handling requirements?
P - People
- Who else is working in the area?
- Any vulnerable persons? (Public, young workers)
- Experience level of your team?
T - Task Specifics
- Any work at height?
- Hot works?
- Electrical work?
- Breaking ground?
Record What You See
Take photos or video as you walk around. This gives you a reference when writing up the assessment and provides evidence of conditions at the time.
Writing the Assessment (10 Minutes)
Now convert your observations into a documented risk assessment.
For Each Hazard Identified:
- Describe the hazard specifically - Not just "working at height" but "working from mobile scaffold tower at 4m to install ceiling tiles"
- Identify who's at risk - Your workers, other trades, visitors
- Assess the risk level - Consider likelihood and severity
- Specify control measures - Be precise and actionable
- Assign responsibility - Who ensures controls are in place?
Focus on Significant Risks
Don't waste time on trivial hazards. Focus on those that could cause serious harm or are likely to occur. The HSE expects risk assessments to be "suitable and sufficient"—not exhaustive lists of every conceivable hazard.
Review and Communicate (5 Minutes)
A risk assessment that nobody reads is worthless.
Quick Review
- Does it cover all significant hazards you identified?
- Are control measures specific and practical?
- Would a worker understand what they need to do?
Communicate to Your Team
- Brief workers on key hazards and controls
- Ensure they know who to report concerns to
- Get them to acknowledge they've understood
Tools That Speed Up the Process
Several approaches can make risk assessment faster without compromising quality:
Video Walkthroughs
Recording a video as you walk the site captures details you might forget and provides a reference for writing up. AI-powered tools like DocGen can analyse this footage to identify hazards automatically.
Mobile Apps
Risk assessment apps allow you to complete documentation on-site using your phone or tablet, often with photo integration.
Voice Recording
Dictate observations as you walk, then transcribe later. Faster than writing notes on-site.
Template Libraries
Build a library of risk assessments for common scenarios in your trade. Use these as starting points, then customise for each site.
Common Time-Wasters to Avoid
These habits slow you down without improving safety:
Over-Documenting Trivial Risks
You don't need a paragraph about the risk of paper cuts. Focus on hazards that could cause real harm.
Copying Generic Text
It's faster to write site-specific content than to edit generic templates that don't fit. Start fresh with what you actually observed.
Perfectionism
A good risk assessment completed is better than a perfect one never finished. Get the significant risks documented, then refine if needed.
Working Alone
If you have experienced workers, involve them. They'll spot hazards you miss and the assessment will be completed faster.
Quality Indicators
How do you know if your 30-minute assessment is good enough?
- Specificity: Does it describe this site, not just any site?
- Actionability: Could a worker follow the control measures?
- Completeness: Are significant risks covered?
- Clarity: Is it understandable without jargon?
- Currency: Does it reflect current conditions?
When 30 Minutes Isn't Enough
Some situations require more time:
- Complex or unusual work with multiple significant hazards
- Sites with known contamination or asbestos
- Work affecting the public or in occupied premises
- Activities requiring specialist assessment (confined spaces, diving, demolition)
In these cases, take the time needed. Safety is more important than speed.
Conclusion
Site-specific risk assessment doesn't have to take hours. With a systematic approach and the right tools, you can produce quality documentation in 30 minutes that genuinely reflects site conditions and protects your workers.
The key is preparation, a structured walkthrough, and focusing on what matters. Do this consistently, and risk assessment becomes a quick, valuable part of every job rather than a paperwork burden.