Workplace assessment
WEA Guidelines
D.1.1
November 2002
Replaces WEA Information Notice no. 4.00.1 of November 1998

Guidelines to preparation and review of workplace assessments

These WEA Guidelines describes the rules on workplace assessment (WA).

According to the occupational health and safety legislation, all aspects related to work must be planned, organised and implemented so as to ensure safe and healthy working conditions. This implies, among other things, that the health and safety conditions at the workplace must be assessed.

Since the end of 2000, all employers have been subject to the requirement of preparing a workplace assessment.

The Danish Working Environment Authority, the sector working environment councils, several occupational health services and the employers' and workers' organisations have prepared material for the preparation of workplace assessments. Annex 2 contains an overview of the WEA workplace assessment check lists, but enterprises may also contact their organisation, sector working environment council or occupational health service.

1. Objective and scope

The objective of preparing a workplace assessment is to ensure:
  • that the health and safety activities of enterprises comprise all significant health and safety problems
  • that enterprises make a systematic and ongoing effort to solve the problems.
Among other things, the scope of the workplace assessment depends on the complexity of the health and safety conditions, the nature of the work and the size and organisation of the enterprise.

The WA scope also depends on the technical equipment, substances and materials and the working methods and processes used by the enterprise.

All employers and employees are under an obligation to prepare a written WA and to review it in accordance with the regulations. The obligation to prepare a WA also applies to fixed-duration employment relationships or temporary employment relationships.

Self-employed persons without any employees, e.g. master artisans or self-employed consultants, are not subject to the WA requirement.

Enterprises where work is performed exclusively by the members of the employer's family who belong to his household are not required to prepare a WA.

2. Written workplace assessment

It is the employer's duty to see to the preparation of a written workplace assessment ensuring that all significant health and safety problems are incorporated in the health and safety activities of the enterprise.

The WA belongs to the enterprise and is not required to be submitted to or approved by the Danish Working Environment Authority, but it must be in the possession of the enterprise and be available to the management and employees of the enterprise and to the Danish Working Environment Authority.

3. Workplace assessment supervision

The Danish Working Environment Authority supervises that the enterprise has prepared a written WA, that it is accessible, and that the employees of the enterprise have participated in the planning and implementation of the WA.

4. Cooperation

It is the employer's duty to make sure that the Internal Safety Organisation is involved in and participates in the entire WA process in terms of planning, organisation, implementation, follow-up as well as revision of the WA.

The Internal Safety Organisation must document its participation by endorsing the WA. At enterprises where an Internal Safety Organisation is not required, the employees must participate in the work in a similar way.

It is often appropriate to agree on common goals and ground rules for the WA activities with the Internal Safety Organisation. They may cover the following questions:
  • What is the purpose of the WA?
  • Is there a need for more key persons to participate in the process in addition to the members of the Internal  Safety Organisation?
  • What methods and tools are to be used?
  • How will any problems be registered, prioritised and solved and by whom?
  • Who is responsible for maintaining the activity in individual departments?
  • Is there a need for meetings, courses, an introductory seminar, training, etc.?
  • Is there a need for external assistance, e.g. from an occupational health service (OHS)?
  • How to collect experience and how to apply it in connection with a revision of the WA?
5. Expert assistance

If an enterprise does not itself have the required knowledge to perform a workplace assessment, the employer must seek assistance from an occupational health service or other experts, for example to choose a mapping method and proposed solutions or to get the process started.

Regardless of whether the enterprise obtains external assistance, it remains the employer's responsibility to ensure:
  • that a workplace assessment is prepared
  • that it is adequate
  • that it is in writing
  • that it is implemented in cooperation with the employees
  • that it is revised on an ongoing basis.
The Internal Safety Organisation must be consulted before the enterprise contacts any experts.

6. Provisions of the Danish Working Environment Act

As a general rule, the provisions of the Danish Working Environment Act applies to all workplaces. This means that the provisions apply whether the workplace is located at or outside the employer's own premises, at another enterprise, or in a private or public location. The provisions also apply whether the work is temporary or alternating and whether it takes place indoors or outdoors.

The WA must map the health and safety conditions at individual workplaces, i.e. where the work is performed. Any aspect of health and safety may be subject to assessment, but this does not mean that all workplaces must always be reviewed in detail. The WA may map the general conditions of the enterprise or of several departments if the work, including working processes or methods, of the enterprise or of several departments is of a uniform nature.

In other cases it will be necessary to map health and safety conditions related to individual workplaces or individual technical equipment used at the enterprise.

7. Method

The enterprise is free to choose the method according to which the WA is to be implemented. Because of the freedom of choice it is possible to find a method which is suitable for the organisation, culture and traditions of cooperation of the enterprise. For example, the enterprise may get ideas for methods from an occupational health service, the sector working environment councils or the Danish Working Environment Authority.

The scope of a WA varies according to the method chosen. A questionnaire or an interview with the employees may be suitable for one enterprise while others may benefit from letting the safety groups of individual departments map the health and safety conditions. However, the method chosen by the enterprise must be capable of identifying the most significant health and safety problems of the enterprise.

The most significant health and safety problems must be addressed in the WA.

The Danish Working Environment Authority has drawn up 48 working environment guides covering all sectors of industry. The purpose of the working environment guides is to inform enterprises of what the Danish Working Environment Authority considers to be the most significant health and safety problems of specific sectors. The working environment guides also describe the main working processes and regulations and provide suggestions for the solution of typical health and safety problems.

In addition, the Danish Working Environment Authority has drawn up 60 check lists directed at small enterprises in particular to be used in the WA mapping process.

Significant problems at individual enterprises must be incorporated in the WA, regardless of whether they appear from the relevant working environment guide or not.

Some enterprises may supplement the working environment guide covering their own sector with working environment guides for other sectors. For example, this may be relevant when mapping both office and cleaning work.

Annex 1 of these WEA Guidelines lists the 48 working environment guides published by the Danish Working Environment Authority and Annex 2 contains an overview of the WEA workplace assessment check lists.

8. Contents

Regardless of the choice of method, the enterprise must ensure that the workplace assessment comprises the following four elements:

1. Identification and mapping of the health and safety conditions at the enterprise.

WA process



2. Description and assessment of the health and safety problems at the enterprise.

3. Priorities and an action plan to resolve the health and safety problems at the enterprise.

4. Guidelines for following up on the action plan.

8.1. Identification and mapping

The first element of the WA process requires enterprises to the identify and map their health and safety conditions. This may be done in many ways and using various tools.

For the identification, enterprises may use information and data from:
  • Interviews with employees
  • Questionnaires
  • Check lists
  • Minutes of Safety Committee meetings
  • Technical measurements
  • Accident statistics/reports.
The mapping may consist of a general registration of health and safety conditions. The goal is to create an overview of the nature, scope and hazards of the conditions.

Typical health and safety impacts and hazards are:
  • Physical factors: E.g. work premises, surroundings, noise, indoor climate, vibration and lighting.
  • Ergonomic factors: E.g. heavy work, monotonous, repetitive work and work postures.
  • Psychological factors: E.g. working hours, time pressure, monotony, influence, violence and work in  isolation.
  • Chemical factors: E.g. working with substances and materials.
  • Biological factors: E.g. bacteria, viruses and fungi.
  • Risk of accidents: E.g. in relation to machines, hand tools, transport and traffic, handling, fire and  explosion.
The WA must indicate if no health and safety problems are registered at the enterprise. It must be stated in writing:
  • that the enterprise has mapped its health and safety conditions
  • that the Internal Safety Organisation has been involved
  • that no health and safety problems have been ascertained.
8.2. Description and assessment

The second element of the WA process is about describing and assessing the health and safety problems ascertained during the first phase. The nature, severity and scope of the problems must be specified. The causes of the problems and the most appropriate solutions must also be described.

Attention must be paid to the following when describing solutions:
  • that solutions and measures should be directed towards the source of the problem
  • that it should be considered whether the problem may be eliminated completely
  • that what is dangerous should be replaced by what is not dangerous or less dangerous
  • that employees should be given instructions.
If, for example, a harmful chemical substance is used in production at the enterprise, it must be considered whether production can be changed. If production cannot be changed, is must be examined whether the dangerous substance can be replaced by a less dangerous one (substitution). If the substance cannot be substituted without considerable consequences to production, evaporation of the substance must be eliminated through ventilation as close to the source as possible. If this is not possible, the employees must be given instructions in the safe use of the substance, including the protective equipment to be used and how the equipment is to be used.

If the health and safety problems are solved immediately, this must be noted in the WA.

8.3. Priorities and action plan

The third element of the WA process is the preparation of an action plan for those health and safety problems that cannot be solved immediately. The plan should include an assessment of:
  • the potential impact of the problems on employees
  • the risk of such impact arising
  • the availability of solutions.
An action plan is an activity plan as well as a time schedule. It is necessary because it is seldom possible to solve all health and safety problems at once. The plan must indicate the priority of the problems ascertained and the order in which they will be solved.

A well worked-out action plan is often necessary as it may require considerable financial and work-related resources to solve all health and safety problems. Therefore, the management and the Internal Safety Organisation should discuss the action plan and the priorities. The discussion must result in realistic goals and time schedules.

The action plan should comprise:
  • a brief description of the problems
  • a brief description of the selected solutions
  • information as to when the solutions will be implemented
  • the name of the person responsible for implementing the solution.
If the WA process demonstrates any health and safety problems posing an acute threat to the safety and health of employees, the enterprise must take immediate steps to eliminate the threat or reduce it to an acceptable level. The problems should also be incorporated in the action plan to enable the preparation of more permanent solutions.

8.4. Action plan follow-up

The fourth element is to set out guidelines for following up on the action plan. The person or persons responsible for implementing the plan must be named. Details of when and how to assess whether the changes have had the required effect must also be specified. Finally, the need for a revision of the WA must be assessed.

The persons responsible for preparing the WA should keep the enterprise updated about how the work is progressing. For example, they should report which problems have been solved and which problems are next in line. It is important to make health and safety initiatives visible in order to keep up interest in solving any problems mapped.

9. Revision of the workplace assessment

The WA must be revised in the event of any changes in the work or the working methods and processes, etc. that affect health and safety at the enterprise. The same applies if production is reorganised or operations changed.

If new knowledge or experience is gained, a revision may be necessary. For example, an analysis of an occupational accident may imply the need for a revision of the WA or for adjusting the priority of solving the problem.

Continuous revision increases the insight into the scope and causes of the problems and into any solutions which have turned out to be appropriate. In this way the WA contributes to the systematisation of the health and safety activities of the enterprise while improving the basis for preventing occupational injuries.

The overall workplace assessment must be revised at least every three years. This is also the case if adjustments have been made in the intervening period. However, for the areas adjusted in the intervening period, the revision may be postponed for three years, unless new changes occur that affect health and safety.

Examples of revision processes:

Enterprise A
In January, the enterprise prepared a WA for the entire enterprise, i.e. all workplaces and functions. No changes in e.g. working methods or processes affecting health and safety have occurred for a three-year period. The enterprise must therefore revise all four elements of the WA within the next three years.

Enterprise B
In January, the enterprise prepared a WA for the entire enterprise, i.e. all workplaces and functions. Later in the year the WA was adjusted for the enterprise office section due to the introduction of new information technology. This section of the WA will not have to be revised for a period of three years, unless changes affecting health and safety occur in the meantime. However, it would be inexpedient for the enterprise to end up with several WA's for different workplaces and functions.

Enterprise C
In January, the enterprise prepared a WA for the entire enterprise, i.e. all workplaces and functions. No changes in health and safety conditions have occurred for a three-year period. However, the Internal Safety Organisation has realised that in its first WA the enterprise did not include the psychological working environment. The Internal Safety Organisation therefore maps the psychological working environment two years later in May. The results of the examination are included in the overall WA. The WA for the other working methods and processes is due for revision no later than in January of the year following the mapping of the psychological working environment as only a single section has been adjusted and incorporated in the overall WA.

Thus, the revised WA must include a new review of all the four elements of the process with regard to the health and safety conditions which have not been adjusted during the maximum period of three years.

10. Alternating and temporary workplaces

As a rule it is not necessary to perform an entire workplace assessment for each alternating workplace. Work performed at alternating or temporary workplaces often includes some general work functions on which the WA may be based. Subsequently, the WA must be adjusted on an ongoing basis in relation to the specific work function.

The first element of the WA of an enterprise performing work externally, e.g. home care or plumbing work, is to identify any health and safety problems in relation to the work functions and procedures already known. Then the other elements of the WA - assessment, priorities and an action plan - must be reviewed. The next step is to compare the WA with an assessment of the conditions at the workplaces where the work is actually performed.

If the workplaces in question have different health and safety problems, they must be included in the WA according to the guidelines established by the enterprise.

The enterprise must ensure that the WA is accessible to all employees, e.g. by placing it on premises regularly frequented by the employees.

11. Building and civil engineering sector

For most enterprises in the building and civil engineering sector it will be necessary to include their activities on construction sites and in relation to various services in the WA.

The WA section concerning work on the construction site should not be confused with the plan for health and safety on the construction site prepared by the Client.

The WA may be based on typical jobs performed at the enterprise, e.g. assembly and disassembly of prefabricated elements, brickwork construction, laying of district heating pipes, erecting roof structures and insulating ceilings. Individual construction sites may be subject to special conditions, e.g. used structures, substances and materials or atypical ways to perform work. For example, the special conditions may appear from the tender documents or the Client's plan.

In case of special conditions, the enterprise’s WA must be adjusted. Guidelines on how to adjust the WA to the special conditions must be established by the enterprise.

The enterprise’s WA must be available to the employees. If the employees regularly frequent the home enterprise, it is sufficient for the WA to be available there. If the employees do not regularly frequent the home enterprise, the WA must be available somewhere on the construction site, e.g. in the employee site hut. If the enterprise has elected to prepare a separate WA for the construction site, it is sufficient for that part of the WA to be available on the site.

The WA should also be submitted to the construction management to the extent that it may affect the ongoing revision of the Client's health and safety plan.

12. Special health and safety conditions

The enterprise must be aware that special requirements may apply to a number of WA aspects. For example:
  • Work with substances and materials
  • Health and safety of pregnant employees
  • Work with display screen equipment
  • Risk of cancer
  • Genetically modified microorganisms
  • Biological agents
  • Extraction of mineral materials.
Jens Jensen

Annex 1 WEA working environment guides

The Danish Working Environment Authority has issued a working environment guide for each of the 48 sectors of industry. Among other things, the working environment guides concern the types of health and safety problems typically found in the various sectors.

The 48 WEA working environment guides

1. Accidents
2. Noise
3. Ergonomics
4. Children and young people
5. Chemistry
6. Psychosocial
7. Indoor climate
8. Special conditions  

    1 2 3 4 5 6 7 8
1 Metal and steel works and foundries x x x   x     Vibration
2 Manufacture of means of transport x x x x x     Monotonous, repetitive work
3 Shipyards x x x    x     Vibration
4 Electricity and heat supply x x x   x     Biology, cold, heat, draughts
5 Manufacture of fabricated metal products x x x x x x   Monotonous, repetitive work
6 Engineering industry x x x x x x   Monotonous, repetitive work
7 Electricity and electronics industry     x   x x x Monotonous, repetitive work
8 Automobile sector x x x x x     Vibration, cold, draughts
9 Earth, concrete and paving work x x x   x     Vibration
10 Bricklaying, joinery and carpentry x x x          Vibration, skin, respiratory passages
11 Finishing work x x x    x       Vibration
12 Insulation and installation x x x   x      Vibration
13 Printing and publishing   x x   x x   Monotonous, repetitive work
14 Paper and cardboard products and bookbinding x x x x x x   Monotonous, repetitive work
15 Wholesale trade x   x x        Vibration
16 Carriage of goods x x x x   x x Vibration
17 Passenger transport x x x      x x Vibration
18 Fire, rescue and safety services x    x      x     
19 Textiles, clothing and leather   x x     x   Skin, respiratory passages, monotonous, repetitive work
20 Wood and furniture industry x x x x x     Vibration, monotonous, repetitive work
21 Plastics, rubber, asphalt and mineral oil x x x x x x    Monotonous, repetitive work
22 Stoneware, earthenware and glass x x x x x     Vibration, monotonous, repetitive work
23 Medical equipment, toys, photo, etc.     x   x     Monotonous, repetitive work
24 Chemical industry   x x   x      Cold, heat, monotonous, repetitive work
25 Heavy raw materials and semimanufactured products x x   x        Vibration, skin, respiratory passages, infections
26 Medical products and pharmaceutical raw materials   x x   x     Biology, cold, heat, monotonous, repetitive work
27 Office and administration      x     x x Monotonous, repetitive work
28 Shops     x x   x   Skin, respiratory passages
29 Supermarkets and department stores     x x   x   Skin, respiratory passages, monotonous, repetitive work
30 Water supply, sewerage, disposal sites and incineration x x           Biology
31 Personal care and other services      x x       Skin, respiratory passages
32 Cleaning, laundries and dry cleaners. x x x   x x   Biology, monotonous, repetitive work
33 Telecommunications     x      x x Monotonous, repetitive work
34 Military and police, etc. x   x     x x  
35 Hotels and restaurants     x x   x x Skin, respiratory passages, monotonous, repetitive work
36 Culture, etc.   x x   x   x  
37 Abattoirs x x x x   x   Skin, respiratory passages, monotonous, repetitive work
38 Poultry slaughterhouses x x x x   x   Skin, respiratory passages, monotonous, repetitive work
39 Tinned goods and beverages, etc. x x x x   x   Monotonous, repetitive work
40 Bread, tobacco, chocolate and confectionery x   x     x   Skin, respiratory passages, cold, heat, monotonous, repetitive work
41 Dairy products and margarine x x x x        Monotonous, repetitive work
42 Agriculture x x x   x     Biology
43 Horticulture and silviculture x x x    x     Vibration, monotonous, repetitive work
44 Hospitals      x   x x x Biology
45 Home nursing and residential institutions, etc., for adults x   x     x x Skin, biology
46 Daycare and residential institutions for children and young people   x x     x x Biology
47 General practitioners, dentists, physiotherapists, etc.     x   x x   Biology
48 Education and research    x   x   x x  


Annex 2 WEA workplace assessment check lists

The Danish Working Environment Authority has drawn up check lists for 60 different sectors to be used in the WA mapping process at small enterprises in particular.
  1. Engineering industry, manufacture of fabricated metal products and manufacture of means of transport
  2. Artisan bakers
  3. Manufacture of plastic products
  4. Boat building
  5. Repair of agricultural machines
  6. Automobile sector
  7. Electricity and electronics industry
  8. Wood and furniture industry
  9. Stoneware, earthenware and glass
  10. Electricity and heat supply
  11. Textiles, clothing and leather
  12. Dental laboratories
  13. Production of biogas, gas supply, extraction of raw materials, manufacture of paper-making pulp, paper, cardboard, cement plants, mortar plants, etc.
  14. Gravel pits
  15. Insulation work
  16. Earth and concrete, sewerage and paving
  17. Asphalt work
  18. Demolition work
  19. Scaffolding work
  20. Electrical fitters
  21. Plumbers
  22. Bricklaying and stucco work
  23. Roofing work
  24. Joiners, carpenters, glaziers, flooring and wall installation, floor planing and covering
  25. Painters
  26. Hairdressing
  27. Cleaning
  28. Laundries and dry cleaners
  29. Hotels and youth hostels
  30. Restaurants
  31. Kitchens
  32. Undertakers
  33. Window cleaning
  34. Chimney sweeping
  35. Discotheques and nightclubs
  36. Camping
  37. Radio, TV, theatre and concert agencies
  38. Museums
  39. Sports centres and swimming baths
  40. Driving schools
  41. Agriculture
  42. Silviculture and horticulture
  43. Carriage of goods – general
  44. Refuse collection
  45. Passenger transport – general
  46. Taxi services
  47. Trains and buses
  48. Mail and courier services
  49. General practitioners, specialists, practicing psychologists and chiropodists
  50. Veterinarians
  51. Dentists, dental technicians, dental nurses
  52. Physiotherapists and chiropractors
  53. Printing and publishing
  54. Property caretakers
  55. Estate agents
  56. IT consultants
  57. Advertising agencies
  58. Office work
  59. Wholesale trade
  60. Supermarkets, departments stores and shops