Psychosocial risk assessments are an essential tool for identifying and managing mental health hazards in the workplace. By conducting a thorough assessment, employers can better understand the psychological and social factors that may impact their employees’ well-being and performance. In this article, we will provide a step-by-step guide on how to complete a workplace psychosocial risk assessment.

Step 1: Establish the Purpose and Scope of the Assessment

• Gather an understanding of the defined common Psycho-social hazards in your jurisdiction and industry:
  • Victoria https://www.worksafe.vic.gov.au/psychosocial-hazards-contributing-work-related-stress
  • Safe Work Australia https://www.safeworkaustralia.gov.au/safety-topic/managing-health-and-safety/mental-health/psychosocial-hazards
• Identify the specific objectives of the assessment, such as identifying potential sources of stress or conflict in the workplace
• Define the scope of the assessment, including the departments, teams, or individuals that will be included
• Determine the timeline and resources needed to complete the assessment.

Step 2: Gather Relevant Data

• Collect information on the organisation’s structure, policies, and culture
• Review incident reports, absenteeism rates, and any other relevant data related to employee well-being
• Conduct interviews, focus groups and/or surveys with employees to gather their perspectives on psychosocial risks in the workplace.
• Note – the size of your business and number of staff will be a key factor in determining the approach and extent of this step.

Conducting Interviews and Focus Groups

• Prepare a list of questions that address specific psychosocial risk factors, such as workload, job control, and social support based on the hazards as defined in your jurisdiction and industry (Step 1)
  • Ask about which of the hazards are present and ask for ideas on how to reduce exposure
  • Ensure confidentiality and anonymity to encourage honest feedback from employees
  • Analyse the responses to identify common themes or concerns
  • Consider using an external consultant to run interviews and focus groups to improve chances of quality honest and anonymous feedback.

Administering Surveys

Use validated psychosocial risk assessment tools, such as:

International tools

• the HSE Management Standards Indicator Tool (great for smaller businesses due to small size) Here is a sample to try https://www.surveymonkey.com/r/HSEMSI I added a few questions about recognition
• the Copenhagen Psychosocial Questionnaire

Australia Tools These 2 options are free, however require at least 20 responses before data is made available:

• People at Work Survey https://www.peopleatwork.gov.au/
• WorkSafe Victoria – WorkWell survey https://www.worksafe.vic.gov.au/workwell-survey
• Also available – WorkSafe Victoria has a short survey for small business called the “Employee Engagement Survey” available https://www.worksafe.vic.gov.au/workwell-mental-health-resources-workplace-leaders

Consider using a combination of quantitative and qualitative measures to obtain a comprehensive understanding of psychosocial risks.

Step 3: Analyse the Data and Identify Risks

• Use the data collected to assess the presence, exposure (duration, frequency and severity) of psychosocial risks in your workplace
• Consider the interactions between different risk factors and how they may impact employee well-being
• Prioritize risks based on their potential impact on employees and the organisation.

Step 4: Develop and Implement Control Measures and document via an Action Plan

• Consult with employees, managers, and other stakeholders to develop appropriate control measures for addressing identified risks
• Ensure that control measures are feasible, effective, and tailored to the specific needs of the organisation
• Prepare an Action Plan identifying the hazards, risks and controls, who will be responsible for taking the action and by when
• Monitor and evaluate the effectiveness of control measures over time.

Control measures should be considered in the following 3 areas: Prevention, Support and Awareness

Prevention, some examples –

• Develop or review polices & procedures (eg acceptable behaviours / mental health / complaints / appeals / confidentiality / incident reporting)
• Ensure effective supervision, communication and information sharing systems
• Ensure adequate resources for workers (eg lifting equipment, computers, software, cars)
• Provide ways of improving recognition
• Develop or review position descriptions & provide clear reporting lines
• Schedule non-urgent tasks for times of lower demand
• Provide adequate opportunities for breaks
• Schedule to avoid intense or sustained demands (high or low)
• Provide IT systems aimed at reducing human error & demand
• Allow workers to take reasonable control over their work

Support, some examples –

• Supervisors trained to recognise & assist those experiencing mental health issues
• Train Mental Health First Aid Responders / Mental Health First Aiders
  •  https://sharetree.org/mental-health-first-responders/
  •  https://mhfa.com.au/courses/public/types/standardedition4
• Empower workers facing high emotional demands (e.g. allow discretion in providing refunds to avoid customer aggression).
• Have systems for escalating problems & getting support from managers
• Provide an Employee Assistance Programs (EAP) for employees
• Buddy systems or instant contact/personal security/communication systems for lone workers
• Install physical barriers, lighting and monitored CCTV, ensure workers and others can be seen

Awareness, some examples –

• Develop and circulate Mental Health Policy
• Mental health and acceptable behaviours awareness training https://safetyinduct.com.au/course/index.php?categoryid=2
• Posters / Resources
• Wellbeing Calendar
• Wellbeing Committees
• Systems for regular monitoring of mental health https://sharetree.org/sharetree-emotional-pulse/

Step 5: Review and Update the Assessment Regularly

• Ongoing hazard identification
  • monitor turnover / exit reviews
  • redo surveys and interviews
  • monitor incident reports
  • keep open lines of communication
  • monitor EAP usage
• Schedule regular reviews of the psychosocial risk assessment to ensure that it remains relevant and effective
• Consider changes in the organisation, industry, or external environment that may impact psychosocial risks
• Update the assessment and Action plan as needed to reflect new information or developments.

By following these steps, employers can conduct a comprehensive workplace psychosocial risk assessment that helps promote employee well-being and organisational success. Remember that investing in mental health and well-being in the workplace is not only a legal requirement but also a moral imperative.

For assistance with your Psychosocial Risk Assessments contact

Julie McLoughlin

OHS&HR Management Systems

ohsandhr@gmail.com

Also – see new article here – Victorian Regulations have arrived! https://ohsmanagementsystems.com.au/2025/10/02/psychological-health-at-work-in-victoria-a-simple-guide-for-small-medium-businesses/