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Work Example

HSE Handbook and Risk Assessment

Scenario: Painting company - documentation before major tender

This document is an illustrative example of a delivery for HSE systems and risk assessment. The content must always be adapted to the business's actual activities, equipment, chemicals, locations and staffing. The example is created to show structure, level and delivery scope - not as a complete legal standard.
Example Company Fjord & Farge Malerservice AS (fictitious)
Industry Painting and surface treatment
Number of Employees 8 (incl. managing director)

1. Background and Objectives

The painting company is submitting a tender for a major contract. The client requires documented HSE work and risk assessments before the contract is signed. At the same time, the business wants to establish a practical HSE system that is actually used in daily operations - not just "binders for inspections".

Objectives for the Delivery

  • Meet requirements for systematic HSE work (internal control) with written documentation where regulations require it.
  • Establish an HSE handbook with clear roles, procedures and practical checklists for painting work.
  • Conduct risk assessments (falls, chemicals, dust, ergonomics, traffic etc.) and define concrete measures.
  • Implement simple deviation handling and procedures for accidents/near-misses.
  • Create a plan for follow-up (HSE annual plan, HSE meetings, safety inspections).
In Norway, the employer must ensure systematic HSE work in cooperation with employees, including identifying hazards and assessing risk as well as implementing procedures for deviations - this follows from the Working Environment Act Section 3-1 and the Internal Control Regulations Section 5.

2. Process - How the Assignment is Carried Out

Example implementation plan for a painting company with 8 employees.

Phase What We Do Output / Deliverable
1. Kick-off Clarify scope, assignment types, staffing, use of subcontractors. Delivery plan + collection list (SDS/chemical register)
2. Mapping Review of work operations: interior/exterior painting, sanding, work at height, spraying, cleaning. Risk and action list (draft) + proposed prioritized measures
3. HSE Handbook Adapt the HSE handbook to the company: roles, objectives, procedures and checklists. Build a structure that is easy to maintain. HSE handbook v1.0 + checklists and forms
4. Implementation Brief training on using the documents: how to conduct job JSA, report deviations, and use checklists. Signing list + plan for HSE meetings and internal audit
Documentation must be adapted to the business's nature, activities, risk conditions and size, and certain elements must be in writing (including objectives, responsibility allocation, risk assessment/measures, deviation procedures).

3. Delivery Overview

These are typical documents delivered in a "tender-ready" HSE package.

A. HSE Handbook (adapted to the company)

  • HSE policy and objectives
  • Roles, responsibilities and authority (managing director, supervisor, safety representative/HSE representative, employees)
  • Procedures for training, protective equipment and safe job execution
  • Procedures for chemicals/chemical register and handling of hazardous substances
  • Procedures for work at height (ladders/scaffolding), fall protection and housekeeping
  • Emergency preparedness (first aid, fire, notification) and accident management
  • Deviations, improvements and document control

B. Systematic Risk Assessment

  • Risk assessment register (work operations, hazards, risk level, measures, responsibility and deadline)
  • Risk matrix (5x5) and criteria for likelihood/consequence
  • Action plan and follow-up (status, residual risk)

C. Procedures and Forms

  • Procedure: Deviations and deviation handling
  • Procedure: Accidents and near-misses (first aid, notification, investigation)
  • Checklists: job start-up, ladders, chemicals/labelling requirements, protective equipment

4. HSE Handbook (sample extract)

Below is a condensed extract showing the level and structure of an HSE handbook. In an actual delivery, details are filled in with the company's actual equipment, products, locations and responsible persons.

4.1 HSE Policy

Fjord & Farge Malerservice AS shall have a working environment that is fully safe and prevents injuries and health complaints. We work systematically to reduce risk related to work at height, chemicals, dust and strain injuries. All employees shall participate and report deviations/near-misses so that we learn and improve.

Annual HSE Objectives (example)

  • 0 lost-time injuries (injuries with sick leave).
  • At least 1 safety inspection per quarter and 1 HSE meeting per month during peak season.
  • 100% completed training in ladder handling and chemicals for all employees.
  • All assignments shall have a completed "job JSA" (simple form) before start-up at new/unfamiliar locations.

4.2 Roles, Responsibilities and Participation

Role Responsibility (brief)
Managing Director Overall HSE responsibility, ensures internal control functions, resources and follow-up.
Supervisor / Foreman Plans jobs, conducts job JSA, follows up checklists and protective equipment.
Safety Representative / HSE Representative Participates in HSE work, raises working environment issues, participates in safety inspections.
Employees Follow procedures, use protective equipment, stop work in case of danger, report deviations and improvement suggestions.
Internal control (systematic HSE work) shall be carried out in cooperation with employees, and employees shall participate. The requirements include, among others, risk assessment and written procedures for deviations.

4.3 Procedures for Key Risk Areas

A) Chemicals and Chemical Register

  • All chemicals used (paint, varnish, primer, cleaning agents) must have a Safety Data Sheet (SDS) available digitally or in a binder at the warehouse/vehicle.
  • Before using a new product: read the SDS, assess the need for respiratory protection, gloves and ventilation.
  • Never mix products without checking compatibility. Avoid indoor spraying without a documented ventilation solution and suitable respiratory protection.
  • Waste (paint residues, thinners, contaminated cloths) is handled as hazardous waste when required, and delivered to an approved reception facility.

B) Work at Height - Ladders, Scaffolding and Fall Protection

  • Ladders are used only for short-term tasks when it is safe. For longer work or lateral reach: consider scaffolding/work platform.
  • Inspect the ladder before use (rungs, feet, locks, damage). Ensure stable base and correct angle.
  • Three-point contact when ascending and descending. Do not carry heavy buckets on a ladder - use hoisting or other equipment.
  • For work above 2 metres in an exposed location: assess fall protection and/or alternative work methods.

C) Personal Protective Equipment (PPE)

  • PPE shall be available, suited to the job and used consistently: safety shoes, gloves, goggles/visor, hearing protection as needed, and respiratory protection during dust/spraying.
  • The supervisor checks that PPE is in order and that employees have been trained in correct use.
  • Defective or contaminated PPE is replaced immediately.

5. Risk Assessment (example)

The risk assessment is based on systematic mapping of conditions that can lead to personal injuries, health complaints or illness, and assessment of measures that reduce risk. Method and scope are adapted to the business.

5.1 Scale for Likelihood and Consequence

Value Likelihood (L) Consequence (C)
1 Very rare / unlikely Insignificant (first aid, no absence)
2 Rare Minor (short absence, minor material damage)
3 Possible Serious (lost-time injury, need for medical treatment)
4 Likely Very serious (permanent disability, severe injury)
5 Very likely Critical (life-threatening / fatality)

5.2 Risk Matrix (5x5)

L \ C 1 2 3 4 5
5 5 10 15 20 25
4 4 8 12 16 20
3 3 6 9 12 15
2 2 4 6 8 10
1 1 2 3 4 5

Interpretation: 1-4 = low risk (acceptable with basic routines), 5-9 = moderate (planned measures), 10-16 = high (measures before/during work), 17-25 = critical (stop/change method until risk is reduced).

5.3 Risk Assessment Register - Painting Work (extract)

Area Hazard Risk Measures (existing + new) Responsible
Work at Height Fall from ladder (2-4 m) 12 High Check ladder, correct angle, three-point contact. New: Consider scaffolding for work >30 min, job JSA before start. Supervisor
Work at Height Fall from scaffolding/platform 10 High Assembly per manufacturer, guardrails. New: Require competent inspection before use. Supervisor
Chemicals Skin contact with solvents 9 Mod. Gloves and long sleeves when mixing. New: Standardize glove type, SDS check for new products. Managing Dir.
Chemicals Inhalation during spraying 8 Mod. Respiratory protection available. New: Prohibit indoor spraying without confirmed ventilation. Supervisor
Dust Dust from sanding - respiratory problems 9 Mod. Dust mask when sanding. New: Require dust extraction on sanders, P3 filter. Supervisor
Ergonomics Strain injuries shoulder/back 12 High Task variation, breaks. New: Extension poles, rotation, lifting training. Managing Dir.
Housekeeping Trip/slip hazard 8 Mod. Tidying, clear walkways. New: Start-up check, tape/marking of cables. Supervisor
Transport Traffic accident with company vehicle 10 High Seatbelt, no mobile phone, winter tyres. New: Driving policy + annual driving course. Managing Dir.
Tools Cut/pinch injuries 6 Mod. Gloves as needed, correct tools. New: Safety brief, check guards/covers. Supervisor
Fire Fire risk from solvents/cloths 8 Mod. No smoking, waste bin with lid. New: Metal container for cloths, fire extinguisher in vehicle. Managing Dir.
Power Tools Electrical injury from defective equipment 8 Mod. Visual inspection, RCD. New: Quarterly tool inspection + labelling. Supervisor
Environment Discharge from equipment washing 6 Mod. Collect wash water. New: Designated wash station with collection, instructions. Managing Dir.
The requirement to identify hazards, assess risk and prepare plans/measures must be documented in writing, cf. the Internal Control Regulations Section 5 No. 6.

6. Procedures - Deviations, Near-misses and Accidents

6.1 Procedure: Deviations and Improvements

A deviation is a breach of internal procedures or regulatory requirements, or a situation that may lead to injury/health complaints. Near-misses shall be registered in the same way as deviations.

  1. Stop and secure if there is danger to life/health.
  2. Report the deviation to the supervisor (and managing director for serious matters) same day.
  3. Register the deviation in the deviation form (brief description, cause, actions).
  4. Correct immediately when possible (tidy up, cordon off, replace equipment).
  5. Prevent: assess root cause and implement measures to prevent recurrence.
  6. Follow up in HSE meeting: status and lessons learned.
The Internal Control Regulations require written procedures for detecting, correcting and preventing breaches of HSE requirements.

6.2 Procedure: Accident / Personal Injury

  1. Provide first aid and call emergency services if needed (113).
  2. Secure the accident site to prevent further injuries.
  3. Notify the managing director as quickly as possible.
  4. Register the incident: what happened, where, when, who, extent of injury.
  5. Investigate: assess causes and lessons learned. Update risk assessment and procedures as needed.
  6. Report to relevant authorities/insurance when required (the company is responsible for assessing reporting obligations).

6.3 Form: Deviation / Near-miss

Deviation Form
Date:
Reported by:
Location/assignment:
Description (what happened?):
Cause (why did it happen?):
Immediate actions:
Preventive actions (long-term):
Responsible:
Deadline:
Status:
Open / In progress / Closed

7. Follow-up - HSE Meetings, Annual Plan and Checklists

The HSE system works best when it is easy to use and fixed times are set aside for follow-up.

7.1 HSE Annual Plan (example)

Month/Interval Activity Responsible
Each job Job JSA / start-up checklist before starting new/unfamiliar assignments Supervisor
Monthly (peak season) HSE meeting 15-30 min (deviations, actions, plan, improvements) Managing Director
Quarterly Safety inspection / walk-through (ladders, PPE, storage, vehicles) Safety rep. + manager
Semi-annually Update of risk assessment upon changes (new assignments, new chemicals, new equipment) Managing Director
Annually Review of HSE system (goal achievement, audit, training plan) Managing Director

7.2 Checklist - Job Start-up

Start-up Check
Job site clarified: access, parking, storage for equipment and waste
Assessed need for scaffolding/work platform vs. ladder
Chemicals and SDS available (new products checked)
Ventilation and dust measures clarified (sanding/spraying)
PPE checked: safety shoes, gloves, goggles, respiratory protection as needed
Housekeeping plan: cables/hoses secured, waste handling
Emergency information: first aid equipment and fire extinguisher available

7.3 Checklist - Ladders

Ladder Inspection
Ladder free of visible damage (rungs, stiles, locks, feet)
Standing stable on firm base at correct angle
Secured against sliding (as needed) and not placed in front of door/traffic area
Three-point contact when climbing - tools transported safely
Work operation assessed: is a ladder the right method?

7.4 Checklist - Chemicals

Chemical Handling
SDS available for the product and relevant hazard pictograms known
Correct glove type and eye protection selected for the product
Ventilation/extraction clarified - respiratory protection as needed
No food/drink in the work area when using chemicals
Waste handled correctly (cloths, residues, packaging)

8. Results - What the Customer Achieves

With the HSE handbook, risk assessments and procedures in place, the painting company is in a stronger position for tenders and gains a safer, more predictable work environment.

Concrete Results

  • The company can document systematic HSE work and risk assessments for tenders/contract signing.
  • Reduced risk of fall injuries, chemical exposure and strain complaints through clear measures and checklists.
  • Simple system for deviations and learning that contributes to continuous improvement.
  • Better structure for training, responsibilities and follow-up (annual plan).
Regulatory note: The employer must ensure systematic HSE work, including identifying hazards and assessing risk as well as implementing procedures for deviations. Several of these points must be documented in writing. See the Working Environment Act Section 3-1 and the Internal Control Regulations Section 5 for detailed requirements.

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