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Template Creation – Admin Guide

2024-11-28T14:19:17+00:00October 6, 2023|User Guides|

RiskPal Help Suite » Admin Guides » Template Creation

Template Creation

Template Creation

Getting Started

Creating risk assessment templates allows you to standardise information and advice for common activities, projects and locations.

1. Go to the Customise/Risk Assessment Templates menu and choose if you want to create a new template or edit one from your current list.

2. First, name your template and assign it to the relevant department/s. Departments not selected here will not have access to this template.

Select the sections you want to include in the risk assessment. Essential Info and Other Details are mandatory sections and cannot be entirely removed. You can select the other sections depending on the information you want the template to contain.

You can also select if you want email and PDF notifications enabled for this specific template. If selected, these can still be deactivated by users for individual risk assessments.

3. In the Essential Info section, you can decide which fields to include, edit field names, add additional fields and configure the default PDF settings. You can also customise the instructional text, which users will see when completing the risk assessment.

4. In Country Profile, you can determine what information you would like to appear when the User is filling out a risk assessment and, also, if you would like to make it available in the PDF, by default. Detailed information on Country Profiles, please refer to the relevant guide.

5. The Risk & Mitigation section consists of two parts: Features and Content Selection.

Features: Similar to the Essential Info section, you can configure which sections to include, section names, the information required from users and which sections to include in the PDF.

Content Selection: To assign the relevant content, just navigate the library and select the information to include. You can search the risk library by keyword, risk label or source, view the accompanying guidance and select what to include.

Use the drag and drop function to reorder your template once you have selected every activity you want to include. This will determine the order of content that users will see when completing the risk assessment.

Mandatory Activities: You can also set specific risks, activities or questions as mandatory in your risk assessment template.

When completing the risk assessment, the end-user will need to fill out all the selected fields before submission. Please note that all fields included in the Feature Selection will have to be filled out for the mandatory activity to be considered complete

To set mandatory activities in your template, just follow the previous instructions for Content Selection and when the ‘Assign content to risk assessment template’ menu appears, simply search for the activity and tick the Mandatory box.

Mandatory content will then be shown in red to make it easier for the end-user to complete:

For more information on the Risk & Mitigation section in the risk assessment, please refer to the relevant guide.

6. The Supplier section allows you to recommend service providers in that template. This could be a pre-vetted driver, preferred accommodation or other service providers that have been recommended by staff.

7. In the Communication section, you can add any relevant local contacts, check-in protocols and safety information that you want users to see when completing the risk assessment.

You can select which sections to include in the risk assessment, rename headings and configure if you want them included in the default PDF settings.

8. In the Template list you can edit any templates by selecting the Edit icon in the Actions column. You can also copy other risk assessment templates.

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User Management – Admin Guide

2024-12-16T12:13:50+00:00September 28, 2023|User Guides|

RiskPal Help Suite » Admin Guides » User Management

User Management

User Management

Getting Started

You can create a new user by clicking on the User icon on the Dashboard and then on the Create New User Profile button.

1. When creating a new user, you must add in their name, email and mobile phone number, ensuring you have selected the correct country code. It might not be necessary to provide phone number details if your organisations’ access is via Single Sign On (SSO).

2. Assign a user group and department/s. Select from a series of default or organisation-specific user groups and assign the user to, at least, one department and select Save.

If the User is created with a 2-factor authentication account, they will receive an automatic email with instructions to finalise setup.  For accounts created as SSO (Single-sign on), the notification email is optional.

Account Reminders & User Activity

1. If you have a 2FA set up and the new account holder reports not receiving the notification email, the User status will appear as Not Verified and you can click on the Re-send Email icon from the user list. All other SSO options will automatically make the Users active.

2. By selecting the drop-down, you can view the account creation history and last user login.

Editing Users

1. You can edit any user by clicking on the Edit icon on the list.

You can make changes to all fields except the email address field. A user email is the one identity marker that cannot be altered.

If a user email address has to be changed – either because the email address is incorrect, or the user changed their email address, a new RiskPal account linked to the new email address must be set up. The old RiskPal account has to be deactivated and the user will no longer have access to any information or risk assessments linked to the old account.

Deactivating Users

1. You can deactivate a user by clicking on the Deactivate icon.

2. You can reactivate an account at any given time by clicking on the Activate icon.

If you want to anonymise the account, for example following a right to erasure request, please contact RiskPal.

Anonymisation is not reversible.

User Status

Not Verified: The user has not clicked on password activation email to set up their account.
Not Activated: The account has been setup and the password created but the person has not signed in to RiskPal. If the user has forgotten the password you can either instruct them to reset their password by clicking ‘Forgot your password?’ in the Login page, or Re-send an email in the same way as with the Not Verified accounts.
Active: The account has been successfully set up and the user has logged in.
Deactivated: The account has been deactivated and the user cannot access RiskPal.
Anonymised: All user information has been anonymised and the account cannot be reactivated.

User Groups

Users need to be assigned to groups, which determine their permissions and level of access to the system.

There are three default user groups in RiskPal:
System Admin: Super Users that have access to all functions and customisation, as well as user management.
Manager: Users that also have approval permissions and, depending on configuration, can also have an overview of all risk assessments created in their designated department/s.
Users: General users with risk assessment creation rights.
Bespoke User Groups: If needed, you can create your own User Groups. Speak to RiskPal if you require these permissions.

You can only edit groups created specifically for your organisation. Default user groups created by RiskPal cannot be edited.

User Bulk Upload

If you want to bulk upload multiple users, speak to your RiskPal administrator. They will provide you with a .csv file to complete, detailing key account information such as names, email addresses, phone numbers, user group and departmental membership.

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Producing a Robust and Suitable Risk Assessment

2024-05-24T11:08:36+01:00September 22, 2023|Risk Assessment|

A risk assessment is a methodological approach to identifying foreseeable hazards and reduce them by implementing control measures. In many countries, a risk assessment is a legal requirement. In the UK, for instance, the Health and Safety Executive mandates that all employers and self-employed individuals must carry out a risk assessment on work environments and processes. For organisations with more than five people in employment, an official recording of the assessment is required.

For more information about your legal obligation to fill out a risk assessment, please see this article on our website.

In addition to legal requirements, risk assessments also make good business sense. Employers often use risk assessment systems for the following reasons:

  • They prioritise the wellbeing of their people and want to ensure no harm comes to their employees and contractors.
  • They aim to reduce the high costs of managing a high rate of injuries and fatalities. Sick pay and compensation costs can run into the millions. Not to mention the issue of low morale in a vulnerable workforce.
  • Insurance coverage is increasingly dependent on having a robust risk assessment process in place.
  • Reducing legal costs and punitive legislative risks. Dealing with the fall out of an injury/fatality can result in huge legal costs and if found negligent, fines. In some countries such as the UK, if the management is found negligent in their duty of care, they can face charges of gross negligent manslaughter.

A robust and suitable risk assessment will generally include the following:

  • Scope and Objectives:
    Begin by articulating a clear statement of purpose, delineating the boundaries, and laying out the overarching goals of the risk assessment.
  • Threats and Vulnerabilities:
    Dive deep into the identification and documentation of potential threats and vulnerabilities that could pose risks to the people or workplace. These threats encompass a wide spectrum, ranging from general health, safety and welfare considerations to security issues like unauthorised access, malware and hacking. Additionally, consider personnel threats, including insider risks and environmental threats, such as those arising from natural disasters. This comprehensive assessment ensures a holistic understanding of the risks at hand.
  • People and/or Assets at Risk:
    Record the individuals (including third parties) that stand in the line of fire, potentially susceptible to harm or compromise. This includes physical assets like hardware and facilities, and information assets such as data. It goes without saying that people safety should always be the priority.
  • Risk Likelihood and Impact:
    Understand the likelihood and potential impact associated with each identified risk. This step allows a proportional prioritisation of the mitigation measures and offers a quantifiable measure of the risks, which in turn facilitates informed decision-making. Many organisations use a risk matrix as a visual aid to create better understanding.
  • Existing Controls and Risk Mitigations:
    Review existing safeguards and controls already in place to mitigate identified risks. This could include personnel experience, training and awareness in conjunction with polices and standard operating procedures. Also cover physical controls like access restrictions, barriers and technology such as security cameras or tracking capability to ensure quick response. Mitigations should be practical and feasible in the context of the organisation’s risk tolerance and overarching objectives.
  • Risk Residuals:
    Highlight any residual risk that may persist even after the implementation of recommended controls. This ensures that the organisation is aware of the potential remaining risks and can make informed decisions about whether they are within acceptable bounds.
  • Assumptions and Limitations:
    Transparently note any assumptions made during the risk assessment process and highlight any limitations that may affect the accuracy or completeness of the assessment. These assumptions and limitations provide context and clarity, aiding in the interpretation of assessment results.

Depending on the complexity of your industry or sector you may be required to have numerous assessments in place and managing them can be a challenge. It is good policy for all organisations to record and store their assessments, as you never know when you will need to demonstrate evidence of safe working practices. That’s why many organisations are embracing digital risk assessment solutions.

Now that you understand the critical role of risk assessments in safeguarding both your people and your organisation’s future, it’s time to act. Embark on your risk assessment journey today, and let safety lead the way to success.

At RiskPal, we empower safety and security leaders to drive safety engagement within their organisation. RiskPal is a smart risk assessment platform that streamlines safety processes. It not only provides users with best practice guidance for hundreds of scenarios, allowing them to ensure risk controls are robust, but makes past assessments easy to find and use again. Making scrolling through inboxes searching for old forms and tedious bureaucracy a thing of the past.

We are dedicated to making safety simple and compliance straight forward. Reach out if you have any questions or need assistance in enhancing your safety and risk management processes.

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The High Cost of Neglecting Risk Assessment – When a Risk Assessment is Found to be Not “Suitable or Sufficient”

2024-05-24T08:26:39+01:00September 22, 2023|Risk Assessment|

“(The defendant) failed to carry out a suitable and sufficient risk assessment into (their specific) operations meaning that safe systems of work and appropriate training were not implemented.”

This phrase, or variations thereof, echo in post-incident investigations and prosecutions carried out by the Health and Safety Executive (HSE), Britain’s national regulator for workplace health and safety. Sometimes, employers and workers alike cut corners, inadvertently jeopardising safety. Yet, the consequences of complacency can be severe, ranging from injury and loss of life to substantial financial penalties. Human nature often breeds a belief in our immunity to mishaps. This mindset fosters a tolerance for inadequate planning, risk assessment, and risk mitigation. But, as we all know, accidents and consequences do not discriminate.

Today, the core tenet and legal requirement of health and safety across all sectors is that employers must provide a safe working environment – risk assessment is an essential tool in achieving this goal. Yet, for risk managers, persuading staff and contractors to prioritise planning and risk preparation can feel like an uphill battle.

It is worth bearing in mind the potential repercussions of non-compliance. For cases tried in magistrate’s courts, organisations may face fines ranging from £5,000 to £20,000. However, for cases tried in Crown Court, fines are unlimited. Courts may also mandate defendants to cover additional legal expenses, victim surcharges and compensations for those affected.

A 2018 study revealed that regulatory bodies, including the HSE, have displayed a growing willingness to impose higher fines and prison sentences for breaches of health and safety with the aim of deterring bad safety practice. Total average fines soared from £2,315,967 in the 2007-2011 period to £5,120,016 in the 2012-2016 period. As one health and safety lawyer in London aptly stated, […] the message is very clear; […] if you cannot carry out a job safely at work don’t proceed with the task; it may cost you 30 times more than expected profit.”

UK Domestic Legal Prosecutions of Note

In the United Kingdom, legal prosecutions are far from rare. A comprehensive list of convictions and breaches is available on the HSE website. Here we highlight a few recent cases that serve as a stark reminder to those tempted to adopt a lax mentality and accept poor risk assessment standards.

In September 2023, Valencia Waste Management Limited was fined £2 million for failing to carry out a suitable and sufficient risk assessment, as well as failing to provide adequate training for their skip handling procedures. This negligence led to the death of worker Mark Wheatley in January 2020 at a depot in Devon. He was performing the routine, but potentially dangerous, task of swapping waste skips on the back of a lorry.

In April 2023, a Scottish civil engineering firm was fined £800,000 for safety breaches following the tragic death of a 10-year-old boy who fell into a manhole, whilst playing on a building site in Glasgow. The Police and HSE investigations determined that the company had failed to appropriately assess the risk of unauthorised entry to the site. This failure led to inadequate inspection and maintenance of perimeter fencing and the absence of other necessary security measures.

In March 2021, Leeds Magistrate Court imposed a fine of £533,334 and additional costs of £16,274 on Siemens Gamesa Renewable Energy for breaching the Working at Height Regulations. A worker cleaning the blades of a turbine fell from a high platform at the Siemens factory in Hull, resulting in significant injuries. The investigation flagged how proper planning, including the installation of edge protection, could have prevented the incident.

International Legal Cases and Prosecutions of Note

Organisations involved in business travel or operating internationally should be aware that, while HSE regulations may not apply, they still bear a legal obligation to ensure best practices are followed when their staff is on assignments.

The new ISO 31030 provides extensive guidance for organisations seeking to professionalise their approach, and risk assessment plays a central role in this endeavour.

Watershed cases in travel risk management include:

In January 2015, the High Court in London ruled in favour of the family of Tomas Dusek, who was killed in a helicopter crash in the Andes in 2012. His employer, StormHarbour LLP, was found to be in breach of its duty of care. The judge emphasised that the employer should have “made at least some inquiry into the safety of the trip and carried out some form of risk assessment. Had StormHarbour done so, it would not have permitted their employee to go on the trip.”

In February 2016, Cambridge Ph.D. researcher Giulio Regeni was found dead beside an Egyptian highway, bearing signs of extreme torture. While the University was not accountable for Regeni’s death, it faced criticism from the Italian government for alleged lack of cooperation during the investigation and accusations that the University prioritised “secret” research over “human life.” Students also questioned the rigour of the University’s risk assessment process.

In November 2015, aid worker Steve Dennis, who had been kidnapped in Somalia in 2012, won a landmark court case against his employer, the Norwegian Refugee Council (NRC). The Oslo courts found NRC guilty of gross negligence and dereliction of its duty of care. A compensation totalling 4.4m krone (£350,000) was awarded. This case was widely viewed as a wakeup call for the humanitarian sector and provided legal clarity surrounding employer duty of care obligations.

While duty of care case law varies from country to country, the fundamental principles remain consistent. In the face of ever-evolving safety regulations and the weight of legal consequences, it is abundantly clear that neglecting risk assessment is a perilous choice for any organisation. The above listed examples underscore the critical importance of taking duty of care seriously, with full and comprehensive risk assessment serving a pivotal component. A robust risk assessment identifies potential issues, draws on past scenarios and lessons learnt, and positions organisations to fulfil their obligation to safeguard their people, whether at home or abroad.

Finally, it is important to remember that the cost of inadequate risk assessment extends far beyond financial penalties. It touches lives and tarnishes reputations. By taking proactive steps to prioritise and improve risk assessment, you not only protect your organisation but also contribute to a safer, more secure work environment for everyone.

At RiskPal, we empower safety and security leaders to drive better safety engagement. Reach out if you have any questions or need assistance in enhancing your safety and risk management practices.

RiskPal is a risk assessment platform that empowers you to create suitable and sufficient risk assessments, with minimum fuss. Our mission is to make safety simple and compliance straight forward.

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Accessing Emergency Information

2025-04-01T11:21:40+01:00September 13, 2023|User Guides|

RiskPal Help Suite » Manager Guides » Accessing Emergency Information

Accessing Emergency Information

Guide to Accessing Emergency Information

Getting Started

In an emergency, designated individuals can request access to emergency and medical information.

For information regarding Profile Management & Data Privacy please refer to the relevant guide.

1. This is dependent on the individual having provided consent for their information to be accessed in the event of an emergency. You will be able to see if consent has been given by looking at the User list / User details. If you are unsure on who to contact in these situations, please contact your System Administrator.

2. Authorisation for access must be requested and an accompanying justification provided.

An email is then sent to the Approving Manager(s), who can quickly authorise access to the individual’s profile details. Once authorised, access to the emergency profile information is granted via the same icon, for a period of 72 hours.

The user is also notified any time access to their information is granted.

If you would like to learn more about the safeguards we have in place to protect your data and help you comply with privacy regulations, or if you would like to access this module, please contact info@riskpal.co.uk.

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Reviewing & Approving a Risk Assessment

2025-04-01T11:51:38+01:00September 13, 2023|User Guides|

RiskPal Help Suite » Manager Guides » Reviewing & Approving a Risk Assessment

Reviewing & Approving a Risk Assessment

How To Review & Approve A Risk Assessment

Getting Started

1. It is quick and easy to review, edit and approve risk assessments in RiskPal. Approving Managers are usually notified via email and can access any documents awaiting approval in their Pending Risk Assessment list.

2. Click on the Risk Assessment name or select the Edit/Approve icon and easily make edits throughout the document.

3. Once reviewed, you have three options. Whichever you select, you can easily manage who to notify and select if you want to include a PDF attachment.

Approve Risk Assessment

1. If you want to Approve, click on the icon, select who to notify and, if you want, Share with Others or add a personalised note, and then click on the Approve button.

Once approved, the risk assessment will move from Pending Risk Assessments to the Risk Assessment Register.

Requesting More Information

1. You can return the risk assessment to the author by clicking on the icon. Select the section(s) requiring more information, add a comment detailing the information required and notify the author.

The risk assessment will now appear with the ‘More Information Requested’ status. The author will be notified and can go back to the risk assessment, do any necessary alterations, and then re-submit, giving you a new notification when ready for approval.

Forward Risk Assessment

1. If you are not the correct or final approving manager or you need someone else to take over, you can pass on the approval rights of the risk assessment to another manager by clicking on the icon . You can select a new approving manager from the dropdown menu, add a comment, and click Proceed.

The risk assessment will now be removed from your Pending Register. You will still be able to access it via your Risk Assessment Register if you have the adequate permissions.

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Profile Management & Data Privacy

2025-04-01T11:45:41+01:00August 31, 2023|User Guides|

RiskPal Help Suite » User Guides » Profile Management & Data Privacy

Profile Management & Data Privacy

Guide To Data Privacy And Profile Management

Getting Started

RiskPal allows timely access to staff medical and emergency information during a crisis, all in a secure and privacy-compliant way.

1. When logging into your RiskPal account for the first time, you can complete your user profile.

2. The User Information section is pre-populated. Depending on your client configuration, you may be asked to complete the Emergency Details, Medical Information, and/or Training Information sections.

3. To access and fill in the profile information, you must consent to your profile being accessed in an emergency. This information can only be accessed by authorised personnel during an emergency for a period of 72 hours, and you will be automatically notified via email when this happens.

4. You can withdraw consent at any time at the bottom of both the Emergency Details and Medical Information pages. This will then remove all that information from RiskPal.

5. Without being granted approval to access user information, designated personnel can only see the information that is missing and when your profile was last updated.

6. If you have not given consent to access your emergency information, designated administrators can only see the following:

If you have any questions regarding how your emergency details are handled or stored please contact your System Administrator.

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Updating a Risk Assessment

2025-04-01T11:53:52+01:00August 31, 2023|User Guides|

RiskPal Help Suite » User Guides » Updating a Risk Assessment

Updating a Risk Assessment

How To Update A Risk Assessment

Getting Started

After a risk assessment has been submitted and before it has been approved, you can provide updates and notifications to project members and approving manager(s).

1. From your dashboard, select Create Risk Assessment or go to My Risks/Risk Assessments/List Risk Assessments. Locate the risk assessment that you want to update and select the Edit icon under Actions on the right-hand side.

2. Add your updates or attachments. Go to the Other Details page and Resubmit your risk assessment. Choose if you want to send out a notification to designated project members.

If you are not the author but appear listed as Project Member or Other Manager/Contributor, you are also able to add updates, following the same process as described above. In the Other Details tab, you will be able to click on the button Save & Exit, instead of Submit/Resubmit, and manage relevant notifications.

Updating an Approved Risk Assessment

After a risk assessment has been approved, you can still provide updates and notifications to project members.

1. Locate the approved risk assessment that you want to update and select the View/Add Updates icon under Actions on the right-hand side.

2. Add your updates.

3. You can also add attachments and choose if you want to send out an email notification to designated project members.

Exporting the Updates

1. All updates are logged in RiskPal and can be downloaded by clicking on View/Add Updates icon and then on Export PDF.

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Improving Safety Through the Power of Persuasion: How to Get People to Take Risk Seriously

2024-05-24T08:33:00+01:00August 25, 2023|Behavioural & Change Management, Health & Safety|

We speak to individuals responsible for safety every day. We frequently find that they are stuck… often at loggerheads with key personalities in their organisations, causing frustrations on both sides.

Does this sound familiar?

It goes without saying that when employees and managers are fully ‘on board’ with a safety management programme, it makes managing risk easier. During the pandemic, safety and security professionals found themselves at the centre of decision making with C-Suite prioritising risk and the Covid response strategy. Health and safety became a regular fixture on the board meeting agenda, and leaders prioritised their teams’ mental and physical health.

But with the urgency of the Covid pandemic receding, safety professionals are once again having to think smartly about convincing organisations and workers to take safety seriously.

Lessons in persuasion

Convincing others to believe in your ideas is vital to any role. So, whether you are a full-time safety professional or someone who has been handed the responsibility, then understanding how to convince people to follow the rules is crucial. It is easier said than done, but Dr Robert Cialdini – known as ‘The Godfather of Influence’ – has some useful insights.

Cialdini is the author of several books and papers about persuasion. In his latest 2016 bestseller, Pre-Suasion, Cialdini outlined seven key principles of persuasion:

Principle 1. Reciprocity

People feel obligated to give back to others when they have received something. In a work context, you can initiate helpful actions or offer assistance to colleagues, creating a sense of reciprocity. This can foster stronger relationships, teamwork, and a willingness to collaborate.

Tip: An example of this could be as simple as bringing coffee for others to a meeting. Or, if you really want to take it up a notch, at the next fire alarm reward the team/department that gets to the rally point first with a free coffee.

Principle 2. Commitment and Consistency

We all want to keep our word, especially if we make a pledge in front of others to do something. Once committed, we are more likely to follow through, leading to greater consistency and progress.

Tip: Encourage managers to make public commitments to safety. Have them publicly agree to follow safety protocols, participate in safety training, or report hazards and congratulate them when they do so.

Principle 3. Social Proof

People tend to follow the actions of others, especially in uncertain situations. Sometimes known as herd mentality, people are comfortable when they know others are doing the same thing.

Tip: Highlight safety success stories either within your organisation or within your sector. This will show that improved safety is achievable and encourage emulation within your workplace.  

Principle 4. Authority

Individuals are more likely to comply with requests from authoritative figures. Demonstrating your expertise and knowledge can lead to increased trust, credibility, and influence over decisions.

Tip: It is tempting to quote the law or regulation. This often backfires as a source of authority as people do not like to be coerced into compliance. Rather build your personal authority on how well you understand your specific business and the job to be done by each individual within the organisation. Empathising and helping people achieve their goals while doing so safely, is much more likely to make people realise how valuable you are to them.    

Principle 5. Liking

People are more inclined to say “yes” to those they know, like, and trust. Building positive relationships with colleagues, showing genuine interest in their ideas, and finding common ground can enhance likability and lead to smoother collaborations.

Tip: Invest the time in getting to know your colleagues and what makes them tick. Whether it’s the boss or the person who delivers the post, knowing a few details about their lives (like the names of their kids or pets) goes a long way.

Principle 6. Scarcity

When people believe something is in short supply, they want it more. Short supply signals demand and can create a sense of urgency and motivate colleagues to take action.

Tip: Emphasising a time limitation by which to get something done otherwise there could be repercussions is often a great motivator. “We need to have this safety measure in place by this date or else…”

Principle 7. Unity

Humans are social – we need to be part of a group, community, or family. The unity principle, which Cialdini penned a few years ago, concerns this desire for shared identities. They’re about relationships and bonds.

Tip: Emphasise that safety is not just about you, but about having your colleague’s back to ensure they get home to their loved ones in one piece. This fosters a sense of “we are all in this together” and is a great way to get traction.

By applying these principles strategically, a safety professional can create a culture of safety where employees are more engaged, motivated, and committed to following guidelines, ultimately leading to a safer and more productive workplace.

At RiskPal we have used these persuasion techniques through the design of our risk assessment platform to appeal to the user. For example, we have a built-in feedback loop that automatically sends a message to all participants upon completion of a project, to ask for any insights. Crucially the request focuses on how the feedback will help keep colleagues safer in the future – drawing on the principle of unity.

If you want to know more about how RiskPal makes safety simple and compliance straightforward, contact us at info@riskpal.co.uk.

RiskPal makes safety simple and compliance straight forward. Want to know more?

When employees and managers are fully ‘on board’ with a safety management programme, it makes managing risk easier. Winning hearts and minds is essential for safety teams – but it has long been a challenge… until the recent pandemic. Safety experts suddenly found themselves in the C-Suite, helping to guide businesses’ Covid response strategies. Health and safety became a regular fixture on the board meeting agenda, and leaders prioritised their teams’ mental and physical health.

But with the urgency of the Covid pandemic receding, health and safety is no longer a priority, and professionals are once again having to think smartly about convincing organisations and workers to take safety seriously.

Lessons in persuasion

Are you a health and safety professional at loggerheads with your organisation, trying to convince colleagues to prioritise risk?

Then Dr Robert Cialdini – known as The Godfather of Influence – has some powerful insights on how to persuade managers and employees to take safety seriously.

Speaking at the American Society of Safety Engineers Safety 2012 in Denver, he outlined six key principles of persuasion and how they can be deployed by safety professionals.

Principle 1. Reciprocation

We are much more likely to say ‘yes’ to those we owe. If you have provided safety resources, benefits and information for your colleagues in the past, they are more likely to want to ‘give back’ and do things that make your job easier.

Principle 2. Scarcity

There is power in outlining what is at stake if risk procedures and processes aren’t followed. If people think they could lose something of value, they are motivated to prevent that happening. So try spelling out what could happen if teams don’t get ‘on-board’.

Principle 3. Authority and trustworthiness

Being seen as trustworthy is essential when you’re trying to persuade. But to appear credible and knowledgeable, you may want to consider admitting the weaknesses  in your project. “Before you present your strongest argument, mention a weakness or drawback,” Cialdini told the audience. “This establishes you are knowledgeable and trustworthy.”

Principle 4. Consistency

We all want to keep our word, especially if we make a pledge in front of others to do something. Encouraging team members to give a public commitment to your policies – in writing or in a meeting – makes it more likely they will remain consistent and live up to their pledge.

Principle 5. Consensus

We often take our cues from those around us. If some team members decide not to fill in a risk assessment, for example, others might not bother either. “When people are unsure, they look outside of themselves for answers,” Cialdini said. “They look to their peers – what the people around them and like them have been doing. Instead of normalizing that [negative] behaviour, marginalize it.” It is worth communicating how many people are doing the ‘right thing’ and celebrating when processes are picked up.

Principle 6. Friendship

When a colleague is positive and fair, we’re more likely to say “yes” to their work requests. Genuine compliments and giving credit where it’s due can create goodwill, which in turn makes teams more willing to help you achieve your safety goals.

Top tips

The role of health and safety people often involves communicating change – changes in processes, procedures, and ways of working.

Here are some tips to help you communicate more effectively and persuasively:

  • Make it personal. Use phrases like “What we’ve found” or “In my experience”, which are softer and less likely to cause resistance than a serious of orders
  • Consider offering people a better way instead of forcing it. Try replacing ‘you should’ with ‘you might consider’ or ‘you could explore’
  • Think about your communication methods – could you meet people face-to-face rather than send a blanket email? Consider taking time to build relationships before you have to communicate a big change
  • Build an opportunity for feedback into your project and make time to take on board opinions and thoughts.

RiskPal makes safety simple and compliance straight forward. Want to know more?

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