The Health and Safety Executive define stress as “the adverse reaction people have to excessive pressure or other types of demand placed upon them.” This makes an important distinction between pressure, which can be a positive state if managed correctly, and stress, which can be detrimental to health. It also makes a distinction between the beneficial effects of reasonable pressure and challenge, which can be stimulating and motivating, and work related stress, which is the natural but distressing reaction to demands or “pressures” that the individual perceives they cannot cope with at a given time.

This stressrisk assessment proforma takes the assessor through a structured assessment process – all sections of the form must be completed. The objective of the proforma is to establish what risks exist if a hazard remained uncontrolled, what control measures are currently in place and what additional controls may be required to ensure that the risks are reduced.

This Stress Risk Assessment should be used in conjunction with the organisations Risk Assessment Policy & Guidanceto proactively address risks associated with stress.

This may be identified by:

  • The employee requesting that you address work concerns.
  • A staff member having personal difficulties which may be unrelated to work
  • Identifying work issues during a return to work interview following a period of sickness absence.
  • Identifying staff who are at risk for example those who tend to over work.
  • Supporting those who are inexperienced in their role.

REMEMBER:

  • Work-related stress can affect any member of your team, even though some may appear to cope better with work pressures than others;
  • At particular times, your staff may be more vulnerable to work-related stress. For example, those returning to work after a stress-related illness, or those who have experienced a personal or family problem, such as bereavement; Also consider particular times of work pressure within your organization such as submission deadlines, end of financial year returns etc.
  • Tackling work-related stress at source requires a partnership approach based on openness, honesty and trust.

How to Assess the Risks in your Workplace – The 5 Steps

:Identify the Hazards- ‘A Hazard’ is anything or any situation with the potential to cause harm to people, if uncontrolled (use the Management Standards to assist in this process).

Decide who might be harmed and how they might be harmed – An individual, groups of employees etc.

How can they be harmed?

Evaluate the Risks.

Consider the potential consequences if the employee continues to experience problems, both short and long term. Also consider the impact that work-related stress could have on your unit or team.

:Develop an Action Plan with the employee utilising the HSE Management Standards and possible interventions highlighted in the table on the next page.

Review your assessment and revise it if necessary

It is good practice to review your assessment on a regular basis, to see if the control measures are still effective, remember to involve the employee.

Further detailed guidance can be found in the organisations:

Risk Assessment Policy & Guidance

Matrix Based on the HSE Management Standards:
NB: Please note that factors inside and outside of the work environment should be considered where there is an impact on the individual
Stress Factors / Hazards / Possible Interventions for Consideration
1. Demands of the job
  • Too much to do in too little time
  • Working under excessive pressure
  • Constant interruptions
  • Managing staff
  • The physical working environment
  • Too little to do or boring work
/
  • Ensure that there are sufficient resources to do the work allocated. Cut out unnecessary work.
  • Help staff to prioritise their work.
  • Ensure adequate training.
  • Make sure work hazards are controlled (rest/breaks/noise)
  • Increase variety of tasks / job rotation.

2. Control
  • Not being able to balance the demands of work and home life.
  • Conflicting work demands
  • No participation in decisions.
  • An ability to influence.
  • A lack of control over the pace of work.
  • Lack of control of environmental factors within work area.
/
  • Encourage home life balance through flexible working, taking holidays across the year.
  • Set realistic deadlines, be clear about tasks required.
  • Encourage participation in decision making and allow individuals to plan their own work through regular one to one supervision.
  • Allow staff control over the pace of their work and only monitor their output if essential.
  • Discuss with staff any problems with the working environment and how things could be improved.

3. Relationships
  • Bullying
  • Harassment and/or discrimination
  • Poor relationships with others
  • Supervisory responsibilities
  • Conflict / confrontational
/
  • Create a culture where members of the team trust each other and bullying, harassment and discrimination is not accepted.
  • Provide training in interpersonal skills. Engage in team building activities.
  • Training in communication stiles and conflict management.

Stress Factors / Hazards / Possible Interventions for Consideration
4. Change
  • Changes in role
  • Changes in responsibility
  • Lack of job security
  • Dysfunctional teams
  • New Technology
/
  • Involve and consult with staff in changes at an early stage
  • Communicate new developments quickly and provide the opportunity for questions.
  • Ensure processes are in place to allow two way communication
  • Consider environment factors.
  • Provide adequate training and time to learn new technology

5. Role
  • Having to behave in conflicting ways at the same time.
  • Unclear role
  • Role feels undervalued
  • An expectation of long working hours
  • Being on-call
  • Working away from home
  • Excessive work travel
/
  • Make sure roles and responsibilities are clearly defined and regularly reviewed.
  • Make sure that staff understand how their role fits into the organisation, and the contribution that they make to the business. Annual appraisal. Regular meetings.
  • Ensure that working hours are known in advance and that sufficient recovery time is allowed.
  • Monitor the amount of time staff are spending working away from home or travelling for work – if becoming excessive, discuss this and consider alternatives.

6. Support, training and factors unique to the individual
  • Lack of training to do the job
  • Too much/too little supervision
  • Lack of feedback on performance
  • A lack of, or closed, communication
/
  • Give support and encouragement to your staff
  • If things go wrong discuss it constructively to encourage learning.
  • Ensure staff are aware of support services.
  • Provide an induction and sufficient training as needed.
  • Ensure staff have sufficient tools and equipment to be able to carry out duties?

RISK ASSESSMENT ACTION PLAN: WORKPLACE STRESS

Job/ Department Assessed / Number of people covered by assessment / Responsible Manager
Assessor / Date of assessment / Signature
Employee Name / Employee Signature

Example: Demands of the Job:

Hazard = excessive work

Risk = absence through ill health of staff member.

Level of Risk = High (Of concern, early action needed), Medium (Acceptable but clear need for further action). Low, (Good but may need further action)

Current Control Measures in place = Regular supervision meetings, objective setting, work planning, clear deadlines etc.

Further Control Measures Required = Support to prioritise work, agreement on what work can be dropped / delayed, redistribute work depending on capacity, Ensure working environment is conducive – if not negotiate best environment to support staff member.

Agree Review.

Potential work related stressors identified / Current status / Existing Control measures / Further Control Measures Required / Target date for implementation
and person responsible / Actions taken date completed
1. DEMANDS OF THE JOB
2. CONTROL
3. RELATIONSHIPS
4. CHANGE
5. ROLE
6. SUPPORT, TRAINING & OTHER FACTORS UNIQUE TO THE INDIVIDUAL
H / Of concern, early action needed
M / Acceptable but clear need for further action
L / Good but may need further action

If now having discussed the issues you and the employee are satisfied that all reasonable precautions have been taken you need to make sure that:

  • The details of your considerations and actions have been recorded on the Risk Assessment form (copy to employee; copy for Risk Assessment

File / personnel file; copy to manager.

  • The control measures have been effectively communicated to the people who need to know them.
  • The effectiveness of the control measures is monitored.