A risk assessment is a legal requirement under the Management of Health and Safety at Work Regulations 1999. It involves identifying potential hazards in the workplace, evaluating the risks they pose, and implementing measures to reduce or eliminate them. However, conducting a risk assessment is not a one-and-done exercise.
For facilities managers, EHS professionals, and safety advisers across sectors, whether in construction, manufacturing, education, or offices, keeping assessments current is critical. Workplaces evolve, and so do risks.
An outdated risk assessment can lead to injury, prosecution, reputational damage, and insurance complications. That is why the review process is just as important as the original assessment.
At Kingfisher Professional Services, we work with businesses to implement robust, dynamic risk assessment review strategies. Our goal is to ensure legal compliance while promoting safer work environments for every team member.
Why Risk Assessments Must Be Kept Current
Risk assessments are living documents. Once completed, they must be regularly reviewed to remain relevant. This is not just best practice; it is a legal expectation.
Under HSE guidance, there is no prescribed time interval for reviews. However, the law is clear: employers must review their risk assessment “if you suspect it is no longer valid” or when there has been a “significant change” in the workplace.
Outdated assessments can:
- Fail to control new or emerging risks
- Leave employers open to HSE enforcement or fines
- Undermine safety culture and employee confidence
- Lead to avoidable incidents, injuries or fatalities
A static approach to risk management can make your policies obsolete. In high-risk or fast-moving environments, hazards can evolve rapidly, making regular and responsive reviews essential.
Reviewing risk assessments should be viewed as a core part of your risk management process, not a box-ticking exercise. When done proactively, it ensures controls are fit for purpose and that your workplace remains compliant, safe, and resilient.
Key Triggers to Review a Risk Assessment
Incident, Accident or Near Miss
If an accident, near miss or incident occurs, it signals that existing control measures may be inadequate or failing.
In these cases, an urgent review of the risk assessment is required. The review process typically involves:
- Conducting a detailed incident investigation
- Identifying root causes and any uncontrolled hazards
- Updating the risk assessment to reflect findings
- Adjusting or introducing new control measures
- Communicating changes to all affected team members
These reviews are known as incident-driven reassessments. They not only help to prevent recurrence but also demonstrate legal compliance and a commitment to continuous improvement.
Changes to Work Processes, Equipment or Materials
Any significant change in how work is done must trigger a risk assessment review. This includes:
- New machinery or tools
- Introduction of hazardous substances
- Altered workflows or layouts
- New technology or automation systems
For example, implementing robotic arms on a production line introduces new mechanical hazards and human-factor risks. Likewise, switching to a new cleaning chemical may require updated COSHH assessments.
Reviews must be conducted before changes are implemented, not after. This allows you to assess potential risks and put mitigation strategies in place proactively.
Changes in Personnel or Workforce Profile
Risk assessments must be reviewed when the composition of your team changes, especially in cases involving:
- New or inexperienced employees
- Young or ageing workers
- Pregnant employees
- Individuals with disabilities or health conditions
These individuals may require additional supervision, training, or adaptations to work practices. A dynamic risk assessment ensures that their safety needs are appropriately addressed.
Regulatory or Organisational Policy Changes
When external regulations (such as HSE guidance) or internal safety policies change, you must review your risk assessments.
For example, updates to manual handling regulations or changes to PPE requirements may necessitate reassessing the adequacy of your current controls.
Kingfisher helps organisations stay ahead of these updates by offering regular compliance reviews and policy support.
Worker Feedback or Observations
Employees often spot issues in real time that assessments may miss. If team members raise safety concerns or highlight ineffective control measures, this is a key signal to review your risk assessment.
Consulting workers is not only encouraged; it is legally required under health and safety laws.
Scheduled or Periodic Reviews
Even in the absence of incidents or changes, scheduled reviews are essential. As a rule of thumb:
- Low-risk environments: review annually
- High-risk sectors (construction, chemicals): review quarterly or biannually
Scheduled reviews help correct gradual safety drift, ensure audit readiness, and maintain control effectiveness.
Designing an Effective Review Process
Defining Roles and Responsibilities
Risk assessment reviews must be led by a competent person; someone with the necessary training, experience, and knowledge to identify hazards and evaluate risks.
Responsibilities should be clearly assigned. Senior managers must ensure oversight, while supervisors and safety reps may assist in identifying day-to-day risks. Workers should be involved in feedback and hazard identification.
Scheduling Reviews and Logs
A well-structured review schedule is critical. Your review plan should include:
- Trigger-based reviews (e.g., post-incident, process change)
- Periodic reviews (e.g., annual or quarterly)
Use a central log, digital or manual, to track:
- Date of review
- Reason for review
- Reviewer name and role
- Outcomes and actions taken
Kingfisher provides templates and digital tools to streamline this process and ensure version-controlled records.
Review Checklist Template
A practical review checklist should cover:
- Date, location, and reviewer details
- Trigger type (incident, personnel change, etc.)
- Review of control measures and their current effectiveness
- Feedback from team members consulted
- New or altered hazards identified
- Corrective actions required and due dates
- Communication log and employee briefing record
Using a structured checklist ensures no critical step is missed and helps demonstrate legal compliance.
Documenting & Communicating Changes
When five or more people are employed, it is a legal requirement to document your risk assessment and any updates. Even in smaller organisations, written records support transparency, consistency, and accountability.
Each version of a risk assessment should include:
- A revision history
- Version number
- Date of update
- Reviewer’s name and credentials
Communication is equally vital. All relevant staff must be briefed on any changes made following a review. This can be done via:
- Team briefings
- Safety bulletins
- Toolbox talks
- Updated training sessions
These communications should be documented and stored with the risk assessment file.
At Kingfisher, we help ensure your review findings are effectively implemented across your team, not just filed away.
How Kingfisher Can Help
Kingfisher Professional Services offers comprehensive support for risk assessment reviews, helping organisations stay compliant and protect their workforce. Our services include:
- Expert Consultancy: We help create or enhance your review process, from drafting risk reassessment procedures to defining competent person roles and communication protocols.
- Incident-Driven Support: When accidents or near misses occur, we offer on-site or remote consultancy to lead incident investigations and trigger appropriate reassessment.
- 24/7 Support: Our team is always available to provide expert advice, review your templates, and support you through audits or inspections.
With Kingfisher, you can embed a culture of continuous safety improvement backed by expert knowledge and legally sound systems.
Conclusion
Risk assessments are only as good as their most recent review. From changes in process to employee feedback, various triggers demand a reassessment to ensure safety controls remain effective.
A proactive review process reduces the risk of incidents, strengthens compliance, and shows your commitment to protecting staff.
At Kingfisher Professional Services, we help you design and implement a review regime that’s practical, compliant, and aligned with your business needs. Whether you need a full review system, training, or one-off consultancy, we’re ready to support you.
Contact us today for tailored tools, expert advice, and safety solutions that help you stay ahead of your legal obligations and protect what matters most: your people.