Working Safely in Your Company
More than just a checkmark on the checklist
In practice, workplace safety is often equated with compliance with legal requirements. As a result, many organizations view the Risk Inventory and Evaluation (RI&E) as a mere obligation that simply “has to be done.” And while it is true that an RI&E is a legal requirement for employers with staff, its value goes far beyond simply checking off a checklist.
After all, safety isn’t just something you organize; it’s also something you embody in everything you do. It’s embedded in the design of your processes, but also in how people behave, how they communicate, and whether they feel heard and taken seriously. It is precisely this combination of practical measures and social safety that makes the difference between an organization where “safety” is a rule and an organization where safety is truly experienced.
In this article, we discuss why safe working conditions must be supported both practically and emotionally within an organization. You’ll receive practical tips for improving safety and discover how the RI&E (Risk Inventory and Evaluation) serves as a valuable tool in this regard.
Eva Bouwman
Author
The RI&E as a Strategic Foundation
A properly conducted RI&E provides a detailed overview of the risks present in the workplace. These may include physical risks, such as unsafe workstations, exposure to hazardous substances, or poor ergonomics. But they also include organizational risks, such as high workloads, unclear responsibilities, or poor communication.
When you approach the RI&E as a strategic tool rather than a mere formality, it opens the door to sustainable improvement. Not only does it highlight which risks are urgent, but it also identifies opportunities for greater efficiency, higher employee satisfaction, and the prevention of absenteeism. The power lies in the insight: once you know where the risks lie, you can take targeted action, which prevents both incidents and costs.
The Risk Inventory and Evaluation (RI&E) is the foundation of any occupational health and safety policy. It is mandatory for all employers with staff and serves as the basis for identifying, assessing, and addressing risks related to safety, health, and well-being.
A properly conducted RI&E:
- Provides insight into physical and psychosocial risks in the workplace.
- Provides guidance for a concrete action plan.
- Helps organizations demonstrate compliance with laws and regulations.
- Supports the long-term employability of employees.
The RI&E is therefore not merely an administrative requirement, but a strategic tool for systematically improving business operations and working conditions.
Practical safety: visible and measurable
The most tangible aspect of workplace safety is, of course, the physical environment. Machinery, walkways, lighting, and personal protective equipment are all factors that are easy to check. Yet many incidents turn out to be the result of “ordinary” issues: a wet floor, poor maintenance, unclear instructions, or equipment that has gone just a little too long without inspection.
A well-maintained RI&E requires you to systematically identify these situations and regularly verify whether improvement measures have been implemented. It helps if the organization invests in training and awareness-raising, so that employees know what the guidelines are and why they exist. Only then will they become part of everyday practice.
Practical safety starts with oversight and maintenance
Ensuring safe working conditions starts with maintaining a clear overview. Most physical hazards are easy to identify: machines without guards, inadequate ventilation, physical strain, or poor posture. Yet many of these hazards are not taken seriously until an incident occurs.
The RI&E helps with this by systematically reviewing all processes. For example:
- Assessment of workplace design.
- Inventory of work instructions and use of personal protective equipment.
- Review of emergency procedures and the emergency response team.
In addition, it is crucial that the RI&E be reviewed regularly, especially when there are changes in processes, staffing, or work methods. Safety policy is not a one-time effort, but an ongoing process of adjustment and improvement.
A sense of security: the less obvious factor
Equally important—and often underestimated—is the emotional aspect of safety. Employees who do not feel free to speak up, report unsafe situations, or discuss mistakes unintentionally pose a risk to themselves and to the organization. This is about the safety culture within the organization: is there room to be critical? Are concerns taken seriously? And is there trust in management?
Psychological safety is less tangible. Signs of it often only come to light during performance reviews, absenteeism discussions, or through employee satisfaction surveys. Nevertheless, the Occupational Health and Safety Risk Assessment (RI&E) can address this by also focusing on:
- Workload and stress factors.
- The level of social support within teams.
- Safety culture: Is it okay to talk about mistakes?
By including these aspects in the RI&E as well, a more complete picture of the risks and opportunities for improvement emerges.
The role of management and the safety officer
You can often tell if an organization is safe the moment you walk in. Not because the rules are posted on the wall, but because the people in the company take them seriously.
Leadership plays a determines the extent to which safety is prioritized within an organization. Not by strictly enforcing compliance, but rather by keeping safety on the agenda. By being visibly engaged, recognizing warning signs, and actively engaging in dialogue with employees.
The safety officer also plays a key role in this. This person is not only responsible for overseeing the RI&E process, but also serves as the link between employees and management.
The position of safety officer is a mandatory role within every company. In companies with fewer than 25 employees, the director may serve as the safety officer. However, if your company has more than 25 employees, you must appoint a safety officer (Note: this role may only be filled by individuals who are on the company’s payroll).
When this role is properly established—with sufficient knowledge, time, and support—it serves as the foundation for continuous improvement. In organizations where safety is truly a priority, the safety officer is visible, approachable, and a full-fledged discussion partner.
To achieve this, it is often advisable to have the designated safety officer complete the safety officer training program as well, so that they can demonstrate their competence and properly implement the Health, Safety, and Welfare (HSW) policy.
Did you know that you can take the safety officer training program for the creative industry through our partner, the GOC? Click here to learn more about the safety officer training program.
Investing in safety pays off
Organizations that take safety seriously reap the benefits in many ways. It reduces absenteeism, boosts engagement, improves productivity, and contributes to a positive reputation. Furthermore, an organization that can demonstrate it operates safely is better prepared for inspections, tenders, and future legislation.
How can you take charge of safety in your business?
Analyzing risks is one thing, but ultimately it comes down to what you do in practice: what can you do as early as tomorrow to improve safety? Below are five tips you can put into practice right away:
1. Schedule a quick safety check with your colleagues
Walk through the company with a small team (made up of people from different roles) and ask everyone to point out any risks or areas of uncertainty they notice. Often, others see things slightly differently than you do.
2. Implement a health and safety risk assessment or update it in the event of organizational changes
Don’t have an RI&E yet? Get started on implementing one. If you already have an RI&E, be sure to take note of any changes, such as new machinery, different work schedules, or team growth. Make sure the RI&E is updated at least once a year.
3. Make safety visible in the workplace
Make sure that instructions aren’t just on paper, but are also displayed visually in the workplace. Consider using pictograms, reminders on machines, or a safety mirror at high-risk areas.
4. Set up a safety consultation hour
Make sure the prevention officer or supervisor is easily accessible once a quarter to answer questions or handle reports. This will make it easier for people to bring up issues.
5. Make safety a part of performance reviews
In every conversation, ask how someone feels about safety, whether there are any issues, and how they contribute to a safe work environment. This way, you make it everyone’s responsibility
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