Measuring workplace safety is integral in reducing risk and improving performance. One of the most widely used metrics is the lost time injury frequency rate (LTIFR).

But what is the lost time injury frequency rate? Essentially, it is a method of tracking how often workplace injuries occur that are serious enough to result in a worker taking time off work. The core purpose of LTIFR is simple; it visually outlines how frequently injuries take place and, as well as how they impact workers and disrupt operations.

By monitoring this metric, organisations can identify trends, measure improvements, and make informed decisions about safety.

What is LTIFR?

We have a basic understanding of what a lost time injury frequency rate is, but let’s examine it further. The LTIFR is a standard safety metric utilised by many industries to measure the number of lost time injuries in a workplace over a set number of hours worked.

In simpler terms, LTIFR shows how often employees are seriously injured. It only takes into account the incidents that are bad enough that they cannot return to work for their next scheduled shift. It also has a clear focus on incidents that have a direct impact on both the worker and the business.

Because it’s a standardised calculation, businesses are able to compare safety performance over time and against industry benchmarks. It is often used alongside broader safety processes such as managing notifiable incidents and maintaining consistent safe working environments.

The formula for calculating LTIFR

The lost time injury frequency rate is calculated using a consistent formula:

• (Number of Lost Time Injuries / Total Hours Worked) × 1,000,000

The result represent the number of lost time injuries per one million hours worked. This standardisation allows businesses of different sizes to compare safety performance on an equal basis. The lower the result, the fewer serious injuries incurred and stronger safety controls in place.

What is a lost time injury (LTI)?

A Lost Time Injury, or LTI, refers to a work-related injury that prevents an employee from attending their next scheduled shift. It also covers cases where additional time off is needed outside of the day the incident occurred. This definition puts the focus on injuries that disrupt normal work activities, without recording minor incidents that require first aid.

LTIs are important because they reflect incidents that affect worker wellbeing and operational continuity. They are often managed alongside broader business functions such as human resources, particularly when tracking leave, return-to-work plans, and employee support.

Why is LTIFR important?

The lost time injury frequency rate indicates the safety performance of a workplace. It provides a measurable way to understand how often serious injuries occur.

Keeping a close eye on your LTIFR over time is an effective way of analysing patterns and trends. A rising rate might indicate gaps in safety controls for example, while a decreasing rate suggests improvement. It also presents businesses with an opportunity to compare performance against industry benchmarks, to see if safety outcomes are aligned with expectations.

A lower LTIFR means a safer workplace. It reflects fewer serious incidents and stronger systems supporting a safe working environment.

WHS Monitor automates this calculation by capturing incident data, tracking lost time injuries, and generating real-time reports, giving businesses clear visibility of their safety performance and trends.

Interpreting the data 

The lost time injury frequency rate is typically calculated annually. However it’s common to see many businesses track it on a more frequent basis. The more frequent the tracking, the faster response times.

We know a lower LTIFR generally indicates fewer serious injuries, but the real value comes from understanding the underlying reason for the rate. A sudden increase may point to specific issues such as a new process, a change in workforce, or gaps in training and supervision. Examining when and where incidents are occurring helps identify issues that need attention.

It’s also important to break LTIFR down beyond the headline figure. Reviewing data by site, team, task type, or time period can highlight problem areas that would otherwise be missed. For example, a stable overall LTIFR may still hide recurring incidents in one part of the business.

LTIFR should never be viewed in isolation. Combining it with other data such as near misses, hazard reports and risk assessments provides a more complete picture of workplace safety. This approach shifts the focus from reacting to injuries after they happen to identifying risks early and preventing them altogether.

Understanding the limitations of LTIFR

While the lost time injury frequency rate is useful, it isn’t without its limitations. It measures how often injuries occur but doesn’t reflect how severe those injuries are. A single serious injury can have a greater impact than several minor LTIs, but LTIFR does not distinguish between them.

It can also be influenced by reporting practices. Inconsistent reporting or underreporting will lead to inaccurate results. For this reason, LTIFR should always be used as part of a broader safety framework rather than as a standalone measure.

Alternative or complementary metrics

To gain a more complete understanding of safety performance, businesses often use additional metrics alongside LTIFR. The Total Recordable Injury Frequency Rate (TRIFR) captures a wider range of incidents, not just those resulting in lost time. This is an effective way to get a broader view of workplace safety.

Severity Rate focus on the impact of injuries by measuring lost workdays. This helps businesses understand how serious incidents are, not just how often they occur. Using a combination of metrics provides a more balanced and accurate view of safety performance.

Final thoughts

Understanding the lost time injury frequency rate structures your workplace safety. It provides a clear way to measure performance, track improvements and flag any areas that need further attention.

While it shouldn’t be used in isolation, LTIFR remains a valuable indicator when implemented side-by-side with strong systems and processes. By combining accurate reporting, ongoing monitoring and proactive risk management, businesses can build safer, more reliable workplaces.

WHS Monitor completely automates this process by giving businesses a tool to track incidents, analyse trends and maintain compliance. Move beyond basic reporting and build a stronger, more effective approach. 

Workplace incidents are always going to happen. It’s an unfortunate aspect of any industry, with some being more serious than others. Under Australian Work Health and Safety (WHS) legislation, certain incidents have to be reported to regulators. These are known as notifiable incidents.

So, what is a notifiable incident in practice? It’s defined as being a serious workplace event that must be reported. The reason behind this is so it can be investigated and used to prevent similar incidents from taking place in the future.

Having the best possible understanding of this requirement is fundamental to all businesses. It’s a key part of compliance, creates a more comprehensive approach to incident management and ensures a safer workplace for staff, clients and customers.

What is a notifiable incident?

A notifiable incident is a serious work-related event that must be reported to the relevant WHS regulator in your state or territory. Under WHS laws, notifiable incidents fall into three main categories:   

• The death of a person
• A serious injury or illness
• A dangerous incident

These incidents indicate a high level of risk and immediate action has to be taken. They are often linked to gaps in hazard controls, which is why they are closely tied to processes like a risk assessment.’

Serious injury or illness

Not every workplace injury has to be reported and it’s only the most serious cases that meet the threshold. A serious injury or illness is usually something that involves urgent medical treatment or long-term harm. This covers injuries requiring immediate hospital admission, serious head injuries, major burns, amputations, spinal injuries, or loss of bodily function. It can also include serious infections as a result of workplace exposure.

These types of incidents often indicate that existing controls have failed and require immediate attention to restore a safe working environment.

Dangerous incident

A dangerous incident is an event where a worker is exposed to serious risk, even if no injury occurs. The best way to think about this is a near miss that could have resulted in severe harm. Some examples include structural collapse, uncontrolled chemical spills, explosions, fires, or equipment failure.

Dangerous incidents are critical warning signs, highlighting risks that need to be mitigated before they lead to injury.

Who must notify and how? 

The responsibility to report a notifiable incident sits with the Person Conducting a Business or Undertaking (PCBU).

The PCBU must notify the WHS regulator immediately after becoming aware of the incident. Ultimately the responsibility remains with the business, even if multiple parties are involved in the work.

Notification must be made using the fastest possible method, usually by phone. Each state or territory regulator has its own process, but immediate communication is necessary. Written notification may also be required to bolster the initial report.

WHS Monitor allows businesses to capture incident details quickly and accurately, ensuring information is ready for reporting and aligned with broader incident management processes. This reduces inconsistencies and improves response times.

Duty to preserve the incident site

After a notifiable incident, the site has to be preserved. What this means is that without exception nothing should be disturbed until an inspector arrives or provides direction. The purpose is to preserve the site to allow regulators to investigate and determine the root cause of the incident.

The site may only be disturbed if it’s necessary to assist an injured person, remove a deceased person, make the area safe, or prevent further harm. Outside of these circumstances, the scene must always remain unchanged.

The purpose of notifying

Reporting notifiable incidents is integral to workplace safety. It allows regulators to investigate and identify root causes, preventing similar incidents from occurring in the same workplace or industry wide.

It also provides a better understanding of any internal safety improvements. When incidents are reported and analysed alongside risk assessments, businesses can see process failures, address recurring issues and build an overall approach that ultimately maintains a safe working environment.

WHS Monitor enables this process by linking incident reporting with risk assessments and corrective actions, helping businesses to respond quickly.

The risk of non-compliance

Failing to report a notifiable incident is a serious offense under WHS legislation. Significant penalties can apply, including fines and even legal consequences. Beyond compliance, failure to report can leave risks unmanaged and increase the likelihood of further incidents. 

Final thoughts

Understanding what constitutes a notifiable incident is essential for operating under WHS laws. These incidents highlight serious risks that require immediate action, reporting, and review. By identifying notifiable incidents, reporting them promptly, and learning from them, businesses can improve safety, reduce risk, and protect their workforce.

WHS Monitor simplifies reporting, improves visibility, and integrates incident data with risks and controls creating a workplace that’s safe and compliant for everyone.

Maintaining a workplace that’s safe and compliant begins with understanding the risks involved in everyday tasks. One of the most direct and effective ways to achieve this is by completing a job safety analysis (JSA).

But, what is a JSA in practice? A Job Safety Analysis is a structured workflow that identifies hazards linked to specific job tasks, and determines how those risks can be controlled. The goal is simple; to prevent incidents before they occur by planning and implementing safe ways to carry out work.

This article is going to explorethis workplace must-have, helping you to set up and maintain an environment that’s safe, compliant and controlled. 

What is a job safety analysis (JSA)?

We’ve already got a basic understanding of what a JSA is, but let’s take it further. A job safety analysis is a systematic process that breaks a job down into individual steps. Each step is then assessed to identify any potential hazards and determine how those hazards can be managed in the best possible way.

JSAs don’t deal with a task as a whole. Instead, a JSA focuses on the details. It examines how work is actually performed, step by step, then flags any areas where risks exist. Once risks are established then potential control measures are put in place to eliminate or reduce the hazards. The controls will now be built into how the task is carried out on site so work is always carried out safely.

You may also hear a JSA referred to as a Job Hazard Analysis (JHA). These terms are used interchangeably by many and while the name may vary, the purpose remains roughly the same; to proactively manage risk before work begins.

For a broader approach that includes environmental factors, see our guide on what is JSEA used for.

The step-by-step JSA process

Selecting the right job

The job safety analysis process follows a logical sequence that can be applied across different industries and tasks. The obvious starting point is with the job itself, with priority given to tasks that involve higher risk, have a history of incidents, or introduce new processes.

Breaking down the task

Once identified, the job is disassembled into a clear sequence of steps that reflect how the work is actually carried out, covering the task, its location, environment and assets or tools used. Taking a structured approach makes sure each part of the task is assessed in detail so nothing gets overlooked.

Identifying hazards

For each step, hazards are identified using observation, consultation with workers and review past incidents or near misses. Hazards are wide ranging and it’s dependent on the industry you operate within. They can include physical risks such as machinery or moving equipment, chemical exposure, ergonomic strain from lifting, or environmental conditions. Strong reporting systems support this process by capturing real-world data and highlighting recurring risks.

Assessing the risk

Risk is considered for each hazard. While not always presented as a separate step, the likelihood of harm and the severity of the outcome are taken into account to determine risk severity and where attention should be focused.

Applying control measures

Control measures are developed in response to the identified risks. These controls adhere to the hierarchy of controls so the most effective solutions are applied first. For higher-risk activities, this process may also link to a formal SWMS risk assessment. In many cases, responsibility is assigned at this stage to ensure accountability and clarity around who is responsible for implementing and monitoring each control.

WHS Monitor allows users to assign corrective actions, attach supporting evidence such as images or notes and track completion with digital sign-off. Controls are not only identified, but also actioned and monitored in real time.

Review and approval

The completed JSA is then reviewed and approved by supervisors or relevant personnel to confirm it is accurate, practical, and suitable for the worksite.

Communication and implementation

Post-approval, findings are communicated to workers through toolbox talks, inductions, or task briefings. This ensures everyone understands how to perform the task safely and what controls must be followed.

Ongoing review and updates

There is no final step; JSA should be reviewed and updated regularly. Changes in equipment, processes, or incidents should trigger updates to keep the document relevant. WHS Monitor enables real-time updates and centralised version control, so all workers are accessing the latest procedures, while giving managers full visibility of risk trends across the business.

Understanding the difference between a JSA and SWMS can also help determine when additional documentation is required.

What is a JSA used for?

Job safety analysis is crucial to many businesses and industries. They are fundamental to improving safety across a wide range of workplace activities, limiting workplace accidents, injuries, and illnesses by identifying hazards before work begins. They are also widely used for training new employees, giving them crystal-clear guidance on how to perform tasks safely.

JSAs support the development of safe work procedures and ensure consistency across teams. They can also be used during incident investigations to identify what went wrong and prevent recurrence.

More broadly, a JSA strengthens WHS planning, improves communication and supports safer day-to-day operations across so many industries.

Final thoughts

Understanding what a JSA is and how to apply to your workplace is central to health and safety. It’s a simple but powerful tool that identifies risks, applies the relevant controls and prevents incidents before they have the chance to cause damage.

When used consistently, a job safety analysis strengthens compliance, improves communication and creates a safer workplace for all.

WHS Monitor simplifies how businesses manage JSAs by combining ready-to-use templates with a centralised risk management system that allows workers to easily link existing controls from the controls register. Teams have the power to create, track, and update JSAs efficiently, with automated workflows, real-time hazard reporting and digital sign-off there to keep processes consistent, compliant, and easy to manage. 

The terms OHS (Occupational Health and Safety) and WHS (Work Health and Safety) are generally used interchangeably in the workplace. However, there are fundamental distinctions between the two – particularly within the Australian context.

Both frameworks relate to the protection of workers and maintenance of safe workplaces, but importantly each derives from different regulatory eras. In a way, they’re a reflection of an evolution in how workplace safety is understood and managed. This blog outlines the difference between OHS and WHS, and why it matters for businesses operating in Australia today.

What is occupational health and safety (OHS)?

Occupational Health and Safety (OHS) – sometimes referred to as OH&S – is the traditional term used for workplace health and safety systems, laws, and practices.

When considering what OHS/WHS is, the best way to think about OHS is as the earlier framework. It focused primarily on preventing workplace accidents and physical injuries.

It focuses on maintaining workplaces that are safe through structured rules, compliance requirements and established safety practices. OHS typically includes formal occupational health and safety OHS procedures.

Common OHS concerns include:

• Machine guarding and equipment safety
• Manual handling and lifting procedures
• Noise exposure and hearing protection
• Chemical handling and hazardous substances
• Slips, trips, and falls in the workplace

These policies and procedures control physical hazards and minimise workplace injury rates.

What is work health and safety (WHS)?

Work Health and Safety (WHS) is a contemporary term used in Australia, following the introduction of harmonised WHS legislation across most states and territories. 

You will often see this written as OHS/WHS, reflecting the overlap between the older and newer terminology. There are subtle differences however. WHS expands on traditional OHS principles by taking a broader and more holistic view of worker health and safety.

The focus isn’t on physical hazards, but both physical safety and psychological wellbeing as well. This means WHS addresses not only how workers can be protected from injury, but also how work affects mental health and wellbeing.

Examples of WHS concerns include:

• Workplace bullying and harassment
• Work-related stress and burnout
• Fatigue management and excessive workloads
• Psychological hazards and organisational culture issues
• Traditional physical risks such as machinery, chemicals, and manual handling

WHS reflects a modern understanding that health and safety is not only physical, but also psychological and organisational.

The fundamental difference: Scope

The main differentiator between OHS and WHS is scope. OHS is primarily focused on physical safety and the prevention of workplace injuries. WHS, however, has a broader scope that includes both physical safety and psychological health.

A simple way to understand it is:

• OHS/WHS (traditional view): Focuses mainly on preventing physical harm
• WHS (modern framework): Focuses on both physical and mental wellbeing

In other words, WHS expands the lens from simply preventing accidents to creating healthier, safer, and more sustainable workplaces overall.

The harmonisation of WHS laws in Australia

The shift from OHS to WHS was driven by the need to create a consistent national approach to workplace safety regulation. Previously, different states and territories had varying OHS/WHS laws and terminology, resulting in substantial confusion for organisations operating across multiple jurisdictions. Most Australian states and territories adopted harmonised WHS legislation to address this, creating a unified national framework. 

Today, WHS is the dominant legal framework but it’s common for many businesses and workers to still use the term OHS. You will often see OHS and WHS used together, even though WHS is the current legislative standard in most jurisdictions.

Why the shift to WHS?

The move from OHS to WHS reflects a growing understanding of what workplace safety truly involves.

Key drivers of this shift include:

• Increased recognition of mental health in the workplace
• Awareness that psychosocial risks can impact safety and productivity
• Understanding that stress, fatigue, and poor workplace culture contribute to incidents
• A broader commitment to long-term worker wellbeing

Modern WHS frameworks acknowledge that a truly safe workplace must manage both physical and psychological risks. 

Digital systems such as the WHS Monitor app help organisations support this broader approach by centralising reporting, monitoring risks and improving visibility across both physical and psychosocial hazards. This makes it easier to maintain compliance and strengthen overall safety outcomes.

Understanding the practical implications

For businesses operating under WHS legislation, the expanded scope means safety management must go beyond traditional OHS/WHS procedures. Workplaces must now consider a wider range of risks, including psychosocial hazards such as stress, fatigue and issues in workplace culture.

This requires stronger systems of management, including:

• Comprehensive risk assessments covering both physical and psychological hazards
• Clear workplace policies and procedures that address psychosocial risks
• Improved reporting mechanisms for incidents and near misses
• Ongoing monitoring of workplace conditions and worker wellbeing

Ultimately, WHS requires a more proactive and integrated approach to managing workplace safety.

Final thoughts

OHS and WHS are often used interchangeably, but there is an important distinction between the two. You may still see OHS/WHS used across different workplaces and industries, but understanding the difference is important – particularly within the Australian legal context.

For organisations navigating this broader scope, working with the right system in place is critical. WHS Monitor brings both physical and psychosocial risk management into one platform, giving teams the visibility, structure and consistency needed to manage obligations. Partner with WHS Monitor, and build safer, more resilient workplaces today.

Under Australian Work Health and Safety (WHS) legislation, the term PCBU stands for Person Conducting a Business or Undertaking. But what is a PCBU?

The simplest explanation is that it identifies who is legally responsible for workplace health and safety. The focus isn’t on titles or hierarchy; it’s a clear framework for understanding where the primary duty of care sits and how workplace safety should be managed.

At its core, the PCBU framework ensures that anyone conducting a business or undertaking is accountable for the work workers carry out.

What is a PCBU?

A PCBU (Person Conducting a Business or Undertaking) is the individual or organisation that holds the primary duty of care under WHS laws.

So, when considering the questions of ‘what is PCBU’, it isn’t defined by job title alone, but by whether a person or organisation is conducting a business or undertaking.

A PCBU can include:

• A sole trader operating independently
• A partnership conducting business activities
• A company or incorporated organisation
• An unincorporated association
• A government department or statutory authority

Defining WHS obligations broadly ensure they apply across all forms of work arrangements, spanning small businesses to large government operations.

The key principle is simple: if you’re conducting a business or undertaking, you are a PCBU and therefore responsible for carrying out health and safety duties.

Communicating the key responsibilities of a PCBU

A PCBU has a legal duty to maintain the health and safety of anyone who may be affected by the business or undertaking. This responsibility is ongoing and hazards must be identified and controlled prior to harm.

Key responsibilities include:

Providing and maintaining a safe working environment

PCBUs must ensure – so far as is reasonably practicable – that a workplace is safe and without risks to health. This includes maintaining a consistently safe working environment across all operations.

Providing and maintaining safe plant and structures

All equipment, machinery and structures must be safe to use at all times. In practice this means they’re properly maintained and suitable for the work being carried out.

Providing safe systems of work

Work processes must be designed and implemented to reduce risk, including procedures for routine and high-risk tasks. Strong project management practices play a key role in the planning, communication,and application of these systems.

Safe handling of plant, structures, and substances

PCBUs must prioritise the safe handling, usage, storage and disposal of hazardous materials and equipment.

Providing adequate facilities for workers’ welfare

Workers must have access to appropriate facilities such as drinking water, toilets, washing areas, and rest spaces where required.

Providing information, training, instruction, and supervision

Workers must be given the necessary knowledge and supervision to perform tasks safely and competently.

Monitoring workplace conditions and worker health

PCBUs are required to monitor workplace conditions and worker health in cases where risks exist.

What does “reasonably practicable” mean?

The term reasonably practicable is central to WHS obligations. It refers to what a PCBU can reasonably do to eliminate or minimise risks, taking into account:

• The likelihood of the hazard occurring
• The severity of potential harm
• What is known (or should reasonably be known) about the risk
• Available control measures
• The cost of controls relative to the level of risk

In practice, it means PCBUs are expected to carry out reasonable steps to create and maintain safe working conditions for all, rather than relying on minimum compliance alone.

Who is not a PCBU?

Not every person in a workplace is a PCBU. For example; employees, contractors and workers are not PCBUs under WHS legislation. Instead, they have their own duties, which generally include:

• Taking reasonable care for their own health and safety
• Ensuring their actions do not negatively impact others
• Following reasonable instructions provided by the PCBU

The distinction is important:

• A PCBU manages the business and its risks
• A worker carries out tasks within that system safely
  
  

What if there are multiple PCBUs in a workplace

Many workplaces will have multiple PCBUs operating at the same time. In construction or large-scale operations, there may be a principal contractor alongside multiple subcontractors – all of whom may be PCBUs.

Here, each PCBU retains its own duty of care. However, they must also:

• Consult with one another
• Cooperate on shared risks
• Coordinate activities to ensure safety is not compromised

This is particularly important should project management structures involve multiple teams working across overlapping scopes of work.

The risk of non-compliance

Failure to comply with WHS obligations can result in significant penalties for PCBUs, particularly where breaches lead to serious injury, illness, or death.

Beyond financial penalties, non-compliance can also result in:

• Regulatory enforcement action
• Operational disruption
• Reputational damage
• Increased scrutiny from regulators

Because of these risks, many organisations are strengthening their WHS systems with digital tools.

The WHS Monitor app helps PCBUs maintain compliance by centralising incident reporting, risk assessments and safety documentation. It supports better oversight of WHS obligations and provides a clear audit trail of safety activity. This enables an organisation to quickly demonstrate compliance if necessary.

Final thoughts

Understanding what a PCBU is remains fundamental to understanding wider Australian WHS law. Whether operating as a sole trader or a large organisation, every PCBU has a legal obligation to maintain a safe working environment, manage risks and protect workers.

When supported by structured systems, strong project management practices, and digital safety tools, these obligations become easier to manage consistently and effectively across all workplaces.

Workplace accidents rarely happen without warning. In most instances, the hazard existed before the task began and simply went unnoticed. The Take 5 safety procedure exists to close that gap. 

This simple OHS procedure is defined as a brief, structured pre-task risk assessment that gives workers an opportunity to identify hazards. It also enables staff to think through the risks and put correct controls in place before starting work. Simple in concept and powerful in practice, Take 5 safety has become one of the most widely adopted workplace safety tools found across Australian industries.

What is a Take 5 risk assessment?

Take 5 safety is a five-step process that workers follow immediately before beginning a task. The name reflects the idea that pausing for five minutes, or even five seconds of focused thought, is enough to dramatically reduce risk of an incident.

Rather than relying on formal job hazard analyses for every single task, Take 5 is a lightweight, practical framework that any worker can apply in the field, on the floor, or on site. It’s proactive by design. Take 5 encourages workers to anticipate what could go wrong and address it before work begins.

This is not a replacement for comprehensive safety management systems, but it is an essential daily habit to support them. When embedded into workplace operations, Take 5 risk assessment becomes a reflexive behaviour that supports every task, no matter how routine.

The 5 steps of Take 5

Step 1: Stop and look

Before operating equipment or beginning an activity, take a deliberate moment to visually survey the work area and the task ahead.

Look for anything that could cause harm. This includes obvious hazards such as spills, unsecured loads, or live electrical equipment, as well as less visible risks like changing weather conditions, unfamiliar surroundings, or the presence of other workers in the vicinity. The goal at this stage is observation, not assessment. 

Workers who rush past this step are the most likely to encounter an unexpected hazard. The act of stopping, even briefly, disrupts the momentum that often leads to complacency.

Step 2: Think

Once potential hazards have been identified, take time to think about them further. What could actually go wrong? Who could be harmed and under what circumstances?

This step shifts from observation into analysis. Take 5 risk assessment example; a wet floor is a hazard. Thinking about it means considering that a colleague carrying heavy equipment could slip, fall, or sustain a serious injury. That change from noticing to understanding is what drives meaningful action.

Thinking also involves considering the context of the task. Has anything changed since this work was last performed? Are there time pressures that might encourage shortcuts? Is the equipment in the expected condition? Asking these questions takes only a number of seconds but can surface risks that would otherwise be overlooked.

Step 3: Assess the risk

With a clear understanding of the hazards and the potential consequences, you now need to assess the level of risk. This means evaluating two things: the likelihood that the hazard could cause harm, alongside the severity of that harm if it did.

A hazard with a low likelihood of causing harm and a minor consequence represents a low risk. A hazard with a high likelihood of occurring and the potential for serious injury or fatality represents a critical risk. The latter demands immediate action before work proceeds.

This is where digital tools are most effective. The WHS Monitor app enables workers and supervisors to conduct and record risk assessments in real time, directly from a mobile device. Forms, hazard assessments can be logged, categorised and escalated instantly, with no need to rely on memory or paper. This creates an auditable record that supports compliance obligations and gives safety managers clear visibility across operations.

Step 4: Build out a plan

After risk assessment, implement a plan to control them before the task begins. Risk controls should be selected in accordance with the hierarchy of controls, which moves from most to least effective:

1. Elimination: Remove the hazard entirely if possible.
2. Substitution: Replace the hazardous activity, material, or equipment with something safer.
3. Engineering controls: Use physical measures such as barriers, guarding, or ventilation to reduce exposure.
4. Administrative controls: Adjust work practices, procedures, or supervision to manage the risk.
5. Personal protective equipment (PPE): Use appropriate PPE as a last line of defence, noting that it does not eliminate the hazard itself.

The plan doesn’t need to be complex. For most tasks, a simple control like the placement of a wet floor sign or the isolation of a piece of equipment is sufficient. What matters is that a deliberate decision has been made about the management process of that risk.

Step 5: Take 5 and do it safely

Before beginning the task, confirm that the plan is understood, the controls are in place and everyone involved in the work has a detailed understanding of hazards and what has been done to address them. Then proceed with the task, following the plan as agreed.

This final step closes the loop. It transforms the assessment from a mental exercise into a committed course of action. Remember; workers should not begin until they are satisfied that the controls are genuinely in place, not simply assumed.

Once again, the WHS Monitor app supports this step fully. It allows workers to submit completed Take 5 risk assessments digitally, capture photographic evidence of hazards and controls and obtain sign-off from supervisors when required. All records are stored centrally for ease of access for audits, incident investigations, or safety reporting.

Why implement the Take 5 safety procedure

When applied consistently, Take 5 delivers measurable improvements to workplace safety. Key benefits include:

• Reduced workplace accidents and injuries: Identifying hazards before work begins means incidents are prevented before they have a chance to occur. Workers who practise Take 5 safety regularly develop a sharper eye for risk.
• Increased safety awareness among workers: Take 5 keeps safety at the front of mind at the start of every task. This repeated habit reshapes how workers perceive and engage with their working environment over time.
• Empowered workers who take responsibility for their own safety: Responsibility isn’t placed solely on supervisors and safety managers. Take 5 gives every individual the tools and the authority to make better, safer decisions. This sense of ownership is one of the most powerful drivers of a strong safety culture.
• A simple, scalable risk management tool: Take 5 requires no specialised training to implement and can be adopted by workers across all skill levels, industries, and environments. Its simplicity is its strength.
• Improved safety culture across the organisation: When Take 5 becomes a shared habit, it signals to everyone in the workplace that safety is a genuine priority. That message, repeated daily across every team and every task, lays the foundation for a high-performing safety culture.
  
  

When to use the Take 5 risk assessment

Take 5 risk assessment is relevant in any situation where a task is about to begin. However, there are specific circumstances where its application is of greater importance:

Before starting any task, regardless of how familiar or routine it may seem. Familiarity is one of the leading contributors to workplace complacency. The tasks workers perform most often are often the ones they assess least carefully. Take 5 safety disrupts that pattern.

When there have been changes to the task or the work environment. A task that was safe yesterday may carry new risks today if conditions have altered. Different equipment, a different location, changed weather, or a different team configuration all warrant fresh assessment.

When performing an unfamiliar task for the first time. Unfamiliarity naturally increases risk. Workers taking on a new task benefit most from taking additional time to think through what could go wrong before starting.

Final thoughts

The Take 5 procedure is most effective when supported by systems that make it easy to apply consistently and capture results. This drives accountability and maintains a safe work environment for all.

WHS Monitor, a product of Arventa, gives Australian organisations the platform to do that. With more than 2,500 customers across the country, Arventa’s cloud-based compliance management software enables safety teams to digitise their Take 5 processes, monitor completion rates and maintain a complete audit trail of pre-task risk assessments. 

For organisations serious about meeting their Work Health and Safety obligations, embedding Take 5 into a broader digital safety management system is often one of the most effective steps.