Capability template for operations and process improvement
Workplace risk assessment
For one task or workplace, the site or operations manager gets each hazard, who could be harmed, the controls already in place, a likelihood-and-severity rating before and after, and further controls with an owner and a date, ready for a competent person to review and sign.
The outcome
The assessment is written about the work your people actually do, step by step, from what they told you on the walk-round. Each hazard says how someone would get hurt and who that could be, what already protects them, how likely and how bad the harm is today, and what changes once the further controls are in.
The further controls start with the strongest. Removing the hazard or engineering it out comes before a new rule, and a rule comes before protective equipment, so ear plugs and a reminder are never offered as the whole answer without a reason written down. Every control carries an owner and a date. A High hazard whose fix is weeks away gets something to hold the line in the meantime, and a missing owner arrives as a question rather than a guess.
A competent person reviews the draft, settles the open decisions and signs it. The AI assistant signs nothing, assigns nothing, orders nothing and stops no work.
Who starts the work, and when
The site manager, office manager or operations manager responsible for the task starts it: before a new task begins, when the equipment, materials, people or place change, after a near miss shows the old assessment missed something, and on the review date. They walk the task with the people who do it first, then run the capability on their notes the same day.
The competent person, from inside the business or an outside adviser, reviews and signs before the assessment is shared.
What they supply
- A short scope brief. The task or place, who does the work and how often, who else is around, the assessment date, the competent person and how often to review.
- The steps of the work, in the order they are done.
- Walk-round notes. What was seen, what goes wrong, what is already in place, any ratings the manager would give, and the fixes already agreed with owners and dates.
- The incident and near-miss log for the task, if there is one, with stated column headers.
- Your rating scale, if you have one. Otherwise a plain five-by-five scale comes with it.
What comes out
One draft assessment in a fixed order. A header with the task, the steps, who is involved, the scale and the deadline for High hazards. Then each hazard: the step, how harm happens, who could be harmed, the existing controls, the rating before, the further controls with owner and date, and the rating after, each rating with its reason.
Then the action plan, the decisions the manager and the competent person must make before sign-off, the facts worth checking, the review date, the personal details that were left out, a line on legal duties, and a blank sign-off block for the competent person.
A good draft can be checked against the walk-round notes line by line, and the people who do the task recognize every hazard in it.
An invented example
Illustrative example with invented data. The business, the people, the site, the log entries and the dates below are all invented. The business is an invented 40-person garden-supplies wholesaler. Its site manager is assessing one task: unloading a delivery of bagged compost at the warehouse and putting it away. First come the inputs the site manager supplied, in full, then the draft the capability returned for the competent person to review.
The inputs
1. Scope brief
Task: Unloading a curtain-sided delivery of bagged compost at unloading
bay 2, and putting it away
Location: Warehouse yard and goods-in, unloading bay 2
People who do it: Warehouse supervisor (1), Forklift drivers (2),
Warehouse operatives (6)
Others who may be affected: Visiting delivery drivers
How often: Five deliveries a week, between 7:00 and 10:00
Assessment date: Monday 9 November 2026
Run by: Site manager
Competent person: External health and safety adviser
Review interval: 12 months
Rating scale: none of our own; use the template's default
2. The steps of the work
1. Reverse the trailer into bay 2, guided by a marshal
2. Open the curtain and check the load
3. Unload the pallets by forklift to the marshalling area in goods-in
4. Break down mixed pallets by hand and stack the bags on the bottom
shelf of the racking
3. Walk-round notes (typed by the site manager)
Walk-round, Thursday 5 November 2026, with the warehouse supervisor and
two operatives.
1. Yard: trailers reverse into bay 2. The warehouse supervisor, or an
operative when the supervisor is busy, marshals each one in. Most
trailers have a reversing alarm, not all. Everyone wears hi-vis in
the yard. There is no marked walkway. Staff walk across the yard to
the smoking shelter by the gate, straight through the area where the
trailers reverse.
2. Curtain: the visiting driver opens the curtain. We tell drivers to
look before they open it. Pallets of compost sometimes arrive
leaning against the curtain.
3. Forklift: the forklift takes pallets from the side of the trailer to
the marshalling area inside the goods-in door. That area is also the
way staff walk to the racking. No floor markings. Our two forklift
drivers are both trained; the training records are in the office.
4. Putting away: mixed pallets are broken down by hand and the bags
stacked on the bottom shelf. Bags are 25 kg each (from the delivery
note), about 40 bags by hand per delivery. Manual handling is covered
at induction. Priya hurt her back doing this in June and was off for
a week. I'd rate this one likely (4) and serious (3).
5. Agreed so far:
- Barriered walkway along the building wall, and the smoking shelter
moved beside the office: Site manager, by 15 December 2026. Budget
agreed.
- Floor markings and a barrier between the walkway and the forklift
drop area in goods-in: Warehouse supervisor, by 27 November 2026.
- A lift table for breaking down mixed pallets: Site manager. Needs a
quote first, so no date yet.
- Ask the compost supplier to deliver pallets stretch-wrapped and
strapped: not sure who should own this, maybe purchasing.
4. Incident and near-miss log (this task, this year)
Date,Location,Task or step,What happened,Harm,Reported by
2026-06-18,Bay 2,Breaking down pallets,Strained back lifting bags from a mixed pallet,Back strain,Warehouse supervisor
2026-07-02,Bay 2,Opening the curtain,A pallet leaning on the curtain fell out when the curtain was opened,None,Warehouse operative
2026-09-14,Yard,Reversing,A trailer reversed while an operative walked behind it to the smoking shelter; the marshal shouted a warning,None,Warehouse supervisor
2026-10-06,Bay 2,Breaking down pallets,Pulled a shoulder lifting bags to the bottom shelf,Shoulder strain,Warehouse operative
No other records were supplied. No High deadline was given, so the default of 30 days applies.
The output
WORKPLACE RISK ASSESSMENT: Unloading a curtain-sided delivery of bagged compost
at unloading bay 2, and putting it away
Location: Warehouse yard and goods-in, unloading bay 2
Task steps: 1. Reverse the trailer into bay 2, guided by a marshal 2. Open the
curtain and check the load 3. Unload the pallets by forklift to the marshalling
area in goods-in 4. Break down mixed pallets by hand and stack the bags on the
bottom shelf of the racking
People who do it: Warehouse supervisor (1), forklift drivers (2), warehouse
operatives (6). Others who may be affected: visiting delivery drivers.
How often: five deliveries a week, between 7:00 and 10:00
Assessment date: Monday 9 November 2026. Prepared for: Site manager.
Competent person reviewing: External health and safety adviser
Sources: scope brief; task steps; notes of Thursday 5 November 2026; incident
log, 4 rows; no other records supplied
Rating scale: the default scale in this template. Score = likelihood x severity.
Bands: Low 1-3, Medium 4-8, High 9-14, Very high 15-25.
High deadline: further controls for High and Very high hazards in place by
9 December 2026 (30 days after the assessment date; the default).
Hazards: 4. High or Very high before further controls: 4. After: 0.
Hazards flagged: 3. Actions: 7 (4 from the notes, 3 proposed by the assistant).
HAZARDS AND CONTROLS
H1. Step 1: A person struck by a reversing trailer. How harm happens: someone
walks behind a trailer as it reverses into bay 2.
Who could be harmed: the marshal (the warehouse supervisor, or an operative),
staff crossing the yard to the smoking shelter (number not stated)
Existing controls: a marshal guides each trailer in; most trailers have a
reversing alarm, not all; everyone wears hi-vis in the yard
Before: likelihood 3 x severity 5 = 15, Very high (proposed).
Reason: staff cross the reversing area to reach the smoking shelter and there
is no marked walkway (note 1); a trailer reversed while an operative walked
behind it on 14 September 2026 (log); five deliveries a week (scope brief);
severity 5 proposed from the kind of event, a person struck by a trailer.
Further controls, most effective first:
Engineer: a barriered walkway along the building wall, and the smoking
shelter moved beside the office, so nobody crosses the reversing area.
Owner: Site manager. By: 15 December 2026. From the notes. A1.
Procedures: nobody walks behind a reversing trailer, and the marshal stands
where the driver can see them and stops the trailer if anyone enters the
area, interim, until A1 is in place. Owner: owner to be named. By: date not
set. Proposed by the assistant. A2.
After: likelihood 1 x severity 5 = 5, Medium (proposed, once the further
controls are in place). Reason: with the walkway built and the shelter moved,
nobody needs to cross the reversing area; a person struck could still be
killed, so severity stays 5.
FLAG, Very high before further controls, later than the High deadline, no
owner, no date: rated 15 before further controls; A1 is due on 15 December
2026, six days after the High deadline of 9 December 2026; A2 has no owner
and no date. See decision 1.
H2. Step 2: A pallet falling from the trailer. How harm happens: a pallet
leaning against the curtain falls out as the curtain is opened.
Who could be harmed: visiting delivery drivers, who open the curtain (note 2)
Existing controls: drivers are told to look before they open the curtain
Before: likelihood 2 x severity 5 = 10, High (proposed).
Reason: pallets sometimes arrive leaning against the curtain (note 2); a
leaning pallet fell out when the curtain was opened on 2 July 2026, with no
one hurt (log); severity 5 proposed from the kind of event, a loaded pallet
falling on a person.
Further controls, most effective first:
Engineer: ask the compost supplier to deliver pallets stretch-wrapped and
strapped. Owner: owner to be named. By: date not set. From the notes. A3.
Procedures: the curtain is opened from the rear corner of the trailer,
standing clear, after looking along the load; if a pallet is leaning, the
curtain stays shut until the marshal decides how to unload, interim, until
A3 is in place. Owner: owner to be named. By: date not set. Proposed by the
assistant. A4.
After: likelihood 1 x severity 5 = 5, Medium (proposed, once the further
controls are in place). Reason: stretch-wrapped, strapped pallets are unlikely
to lean against the curtain or fall out when it is opened; a falling pallet
could still kill, so severity stays 5.
FLAG, no owner, no date: A3 and A4 have no owner and no date. See decision 2.
H3. Step 3: A person struck by the forklift. How harm happens: someone walking
to the racking through the marshalling area is hit by the forklift as it drops
pallets.
Who could be harmed: warehouse operatives (6) and the warehouse supervisor (1)
on their way to the racking
Existing controls: the two forklift drivers are trained, according to the
notes
Before: likelihood 2 x severity 5 = 10, High (proposed).
Reason: the marshalling area is also the way staff walk to the racking, with
no floor markings (note 3); no incident at this step in the log; severity 5
proposed from the kind of event, a person struck by a forklift.
Further controls, most effective first:
Engineer: floor markings and a barrier between the walkway and the forklift
drop area in goods-in. Owner: Warehouse supervisor. By: 27 November 2026.
From the notes. A5.
After: likelihood 1 x severity 5 = 5, Medium (proposed, once the further
controls are in place). Reason: the barrier keeps people walking to the
racking out of the drop area; a person struck by a forklift could still be
killed, so severity stays 5.
H4. Step 4: Back or shoulder injury from lifting bags. How harm happens: lifting
25 kg bags from mixed pallets to the bottom shelf, about 40 bags by hand per
delivery.
Who could be harmed: warehouse operatives (6)
Existing controls: manual handling covered at induction
Before: likelihood 4 x severity 3 = 12, High (as rated by the site manager).
Reason: two strains recorded at this step, on 18 June and 6 October 2026
(log); about 40 bags of 25 kg moved by hand per delivery (note 4), five
deliveries a week (scope brief).
Further controls, most effective first:
Engineer: a lift table for breaking down mixed pallets. Owner: Site
manager. By: date not set. From the notes. A6.
Procedures: two operatives work each mixed pallet together and take turns
at the lifting, interim, until A6 is in place. Owner: owner to be named.
By: date not set. Proposed by the assistant. A7.
After: likelihood 2 x severity 3 = 6, Medium (proposed, once the further
controls are in place). Reason: with the lift table, bags are moved at a
working height instead of from low on the pallet; each bag still weighs
25 kg, so severity stays 3.
FLAG, no owner, no date: A6 has no date; A7 has no owner and no date. See
decision 3.
Steps with no significant hazard found in the notes: none
ACTION PLAN
A1. A barriered walkway along the building wall, and the smoking shelter moved
beside the office. Hazard H1. Owner: Site manager. By: 15 December 2026. From
the notes. Flag: later than the High deadline.
A2. Nobody walks behind a reversing trailer; the marshal stands where the
driver can see them and stops the trailer if anyone enters the area, interim,
until A1 is in place. Hazard H1. Owner: owner to be named. By: date not set.
Proposed by the assistant. Flag: no owner, no date.
A3. Ask the compost supplier to deliver pallets stretch-wrapped and strapped.
Hazard H2. Owner: owner to be named. By: date not set. From the notes. Flag:
no owner, no date.
A4. Open the curtain from the rear corner, standing clear, after looking along
the load; keep it shut if a pallet is leaning until the marshal decides how to
unload, interim, until A3 is in place. Hazard H2. Owner: owner to be named.
By: date not set. Proposed by the assistant. Flag: no owner, no date.
A5. Floor markings and a barrier between the walkway and the forklift drop area
in goods-in. Hazard H3. Owner: Warehouse supervisor. By: 27 November 2026. From
the notes. No flag.
A6. A lift table for breaking down mixed pallets. Hazard H4. Owner: Site
manager. By: date not set. From the notes. Flag: no date.
A7. Two operatives work each mixed pallet together and take turns at the
lifting, interim, until A6 is in place. Hazard H4. Owner: owner to be named.
By: date not set. Proposed by the assistant. Flag: no owner, no date.
DECISIONS BEFORE SIGN-OFF: 3
1. H1, Very high before further controls, later than the High deadline, no
owner, no date. Rated 15 before further controls: staff cross the reversing
area to reach the smoking shelter, and a trailer reversed while an operative
walked behind it on 14 September 2026. The walkway and the move of the shelter
(A1) are due on 15 December 2026, six days after the High deadline of
9 December 2026. The interim rule for reversing (A2) has no owner and no date.
Does unloading at bay 2 continue before A1 is in place, and on what terms? Is
15 December 2026 accepted, or is A1 brought forward to 9 December 2026? Who
owns A2? By what date? For: the external health and safety adviser (whether
unloading continues, and the deadline) and the site manager (the owner and date
of A2).
2. H2, no owner, no date. Rated 10, High, before further controls. Neither the
request to the compost supplier (A3) nor the interim rule for opening the
curtain (A4) has an owner or a date; for A3 the notes say "not sure who should
own this, maybe purchasing". Both fall under the High deadline of 9 December
2026. Who owns A3 and A4? By what dates? For: the site manager.
3. H4, no owner, no date. Rated 12, High, before further controls. The lift
table (A6) has an owner, the site manager, but no date, because a quote comes
first. The interim rule for lifting (A7) has no owner and no date. Both fall
under the High deadline of 9 December 2026. Who owns A7? By what dates will A6
and A7 be in place? For: the site manager.
THINGS TO CHECK BEFORE SIGN-OFF
- Reversing alarms: note 1 says most trailers have one, not all. Which delivery
vehicles arrive without one?
- Forklift training: note 3 says both forklift drivers are trained and the
records are in the office; the records were not supplied. Are they current?
- Where visiting drivers stand: note 3 says the forklift unloads from the side
of the trailer, and the notes do not say where the driver waits meanwhile. Is
the driver kept clear of the forklift while it works?
REVIEW
Next review: 9 November 2027. Review sooner if the task, equipment,
materials, people or place change, after any incident or near miss on this task,
and when an action is completed.
Personal details left out: a person's name, with a detail of their injury and
their time off work (note 4)
Legal duties for risk assessment differ by country and by sector. This draft cites no
law, regulation or standard; the competent person confirms which duties apply.
SIGN-OFF, completed by the competent person, not by the assistant
Reviewed by: ____________ Role: ____________ Date: ____________
Decision: approved / approved with changes / not approved
Changes made at review: ____________
Draft for the external health and safety adviser's review. Nothing has been
assigned, ordered, sent or recorded, and no work has been stopped or started.
Where it fits
- Operations and process improvement, where the person who runs the work owns how safely it runs.
- Health, safety and environment, which sets the scale, names the competent people and keeps the signed assessments.
- Manufacturing, where machines, materials and shift patterns change often enough to need the assessment rerun.
- Construction, where every site and every phase brings its own hazards.
- Logistics and trade, where vehicles, forklifts and people share the same yard.
- Hospitality, where kitchens, cellars and busy floors are workplaces too.
- Established businesses, where assessments written years ago no longer match the work.
- Growth & scaling, when a new site, a new shift or new equipment arrives before anyone has written it down.
What has to change for your company
Set your own rating scale or keep the one supplied, and decide how many days a High hazard's fix may take. Name your competent person for each kind of work, and who names owners and dates. Decide how often each assessment is reviewed, where signed assessments are kept and how the people who do the work see theirs. Legal duties for risk assessment differ by country and by sector, so your competent person confirms which apply; the template cites none. Work that needs measuring, such as noise or dust, goes to a specialist. It runs in ChatGPT, Claude, Copilot or Gemini from the notes and records you supply, with no connection to any system. When the steps themselves need writing down first, SOP from how the work is done does that, and training needs analysis picks up the training an action calls for.
What has been checked
Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried on its invented example in Claude on 10 November 2026 in two runs: the template was revised after an independent review of the first, and the record of the second is published with it. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on two or three tasks your competent person already knows well, plus hard cases written in advance, each with its expected behavior: a request for "the whole warehouse", a log with a renamed column, a fix dated after the deadline, a noise hazard controlled by ear plugs alone, a name and an injury in the notes. The competent person checks every rating and every hazard against the walk-round before anyone relies on it. Pilot acceptance-test preparation builds that test set, and what we test before we call an AI workflow ready describes the record we keep.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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Next step
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