Survey tools and practical consultation methods for Victorina Workplaces
From 1 December 2025, employers must actively identify and control psychosocial hazards under the new regulations administered by WorkSafe Victoria.
A key legal requirement and initial step towards compliance is consultation with employees when identifying psychosocial hazards, assessing risks, and implementing control measures.
Consultation ensures workers have a genuine opportunity to provide input into issues affecting their psychological health and safety at work.
For many organisations — especially small and medium businesses — the most practical way to gather this information is through structured psychosocial hazard surveys supported by discussions with workers.
This article explains:
- Why consultation is required
- The main psychosocial hazard survey tools used in Australia
- The advantages and disadvantages of each
- Other effective consultation methods employers should use
Why consultation is critical for psychosocial hazard management
Under Victoria’s occupational health and safety laws, employers must consult workers when:
- Identifying hazards
- Assessing risks
- Deciding on risk controls
- Reviewing workplace health and safety measures
Psychosocial hazards can include:
- Excessive workload
- Poor organisational change management
- Workplace bullying or aggression
- Low job control
- Poor workplace relationships
- Exposure to traumatic events
Because these risks are often experienced differently by workers, consultation is essential to understand where problems exist and what improvements are needed.
One of the most effective ways to gather workforce feedback is through anonymous surveys, which can reveal patterns across teams, departments, or job roles.
Major psychosocial hazard survey tools available
1. WorkWell Survey
The WorkWell Survey is a tool promoted by WorkSafe Victoria that helps employers understand workplace mental health and psychological safety conditions.
Employers can complete both a leader survey and worker survey, allowing comparison between management perceptions and employee experiences.
👉 Access the survey here:
WorkWell Survey (WorkSafe Victoria)
Pros
- Free and accessible
- Developed specifically for Victorian workplaces
- Easy for organisations new to psychological health management
- Links to the WorkWell Toolkit for improvement planning
Cons
- Requires around 20 respondents to generate a report
2. People at Work Survey
The People at Work survey is a validated Australian psychosocial risk assessment tool developed with input from national WHS regulators and researchers. However, it is being decommissioned – so not worth using this one
👉 Access the survey here:
https://www.peopleatwork.gov.au
- Platform expected to be phased out nationally by 2026 as new tools emerge
3. COPSOQ (Copenhagen Psychosocial Questionnaire)
The COPSOQ survey is an internationally recognised psychosocial risk assessment tool used in more than 40 countries. It measures a wide range of psychosocial workplace factors including work demands, leadership quality, job insecurity and social support.
👉 Learn more here:
https://www.copsoq.au
Pros
- Strong scientific validation
- Very comprehensive risk analysis
- Suitable for large organisations or complex workplaces
- Global benchmarking capability
Cons
- Surveys can be long, risk of survey fatigue among workers
- Data analysis may require specialist expertise
- At time of this article being written, this survey is not yet available for use. You can email though the provided link and asked to be informed when this is available
4. APHIRM Toolkit
The APHIRM (A Participative Hazard Identification and Risk Management) Toolkit integrates both physical and psychosocial hazards. It combines surveys with worker workshops to identify risks affecting mental health and musculoskeletal injuries.
👉 Learn more here:
https://www.aphirm.org.au
Pros
- Integrates physical and psychosocial risk management
- Encourages worker participation in identifying solutions
- Provides structured risk management steps
Cons
- Requires planning and facilitation
- More complex than standard surveys
- Requires training to implement effectively
5. Employee Engagement Survey
WorkSafe Victoria also provide their own short workplace survey template to collect data on how employees view their workplace
Pros
- Easy to implement
- Suitable for small businesses
Cons
- Not validated
- Limited benchmarking capability
- May miss important psychosocial hazards
👉 Learn more here:
https://www.worksafe.vic.gov.au/resources/workwell-employee-engagement-survey
5. Simple internal psychosocial hazard surveys
Some organisations also develop their own short workplace surveys aligned with common psychosocial hazards. These may include questions about:
- Workload
- Manager support
- Workplace relationships
- Exposure to aggression or violence
- Work–life balance
Pros
- Easy to implement
- Flexible and tailored to the workplace
- Suitable for small businesses
Cons
- Usually not validated
- Limited benchmarking capability
- May miss important psychosocial hazards
Other ways to consult workers about psychosocial hazards
Surveys should never be the only consultation method used. Effective consultation normally combines surveys with direct discussions with employees.
Common consultation methods include:
Focus groups
Small group discussions allow employees to explore psychosocial risks in more detail. Benefits include:
- Rich insights into workplace problems
- Ability to explore survey results
- Collaborative problem solving
However, confidentiality concerns may limit open discussion. Having an external facilitator can assist with this issue.
Staff meetings or toolbox meetings
Regular meetings allow employers to:
- Discuss psychosocial hazards
- Review survey results
- Identify practical solutions
These discussions can also demonstrate that management takes worker feedback seriously.
Health and Safety Representative or OHS Committee consultation
Where workplaces have Health and Safety Representatives (HSRs) or OHS Committees, they play an important role in gathering worker feedback and raising concerns with management. HSRs/OHS Committee Members should be involved when reviewing survey results and developing risk controls.
Informal conversations with workers
Managers and supervisors should also talk informally with workers about workload, support and workplace relationships. These conversations can help identify issues that may not appear in formal surveys. However, any hazards identified should still be documented and addressed through the risk management process.
Choosing the right consultation approach
The best consultation method depends on:
- Workforce size
- Available resources
- Level and type of psychosocial risk present
- Experience managing psychosocial hazards
In many workplaces, the most effective approach is to:
- Conduct an anonymous psychosocial hazard survey
- Discuss results with workers and HSRs
- Use meetings or focus groups to identify solutions
- Implement risk controls and review progress
Key takeaway for employers
Psychosocial hazard consultation is not just a legal requirement — it is essential for understanding the real risks affecting workers.
Using the right combination of:
- Employee surveys
- Focus groups
- Staff meetings
- Informal discussions
helps employers meet their consultation obligations and build psychologically healthy workplaces.
If you need assistance in implementing your consultation methods relating to Psychological Safety, contact us at ohsandhr@gmail.com
Dive deeper into survey options and find some more options with this article https://www.mibowork.com.au/resources/psychosocial-assessment-tool-requirements/
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