Psychological Risk Assessment: Step-by-Step Guide

Overview: The 7 Steps of Psychological Risk Assessment

Psychological risk assessment follows a structured process. The seven-step outline below is oriented on the recommendations of the GDA (Joint German Occupational Safety Strategy), but it is our practical rendering and not a verbatim reproduction of a GDA document:

1. Preparation and planning
2. Define activities and areas
3. Identify psychological stressors
4. Evaluate stressors
5. Develop measures
6. Implement measures
7. Review effectiveness

Step 1: Preparation and Planning

Thorough preparation is the foundation of a successful risk assessment.

Clarify Responsibilities

• Appoint project lead: Who coordinates the process?
• Form steering group: HR, occupational safety, works council, managers
• External support: Is a service provider needed?

Select Method

Choose an appropriate assessment method:

• Questionnaire: Ideal for larger groups, anonymous, easy to evaluate
• Interviews: In-depth but time-consuming
• Workshops: Participatory, good for developing measures

Create Timeline

• Plan realistic timeframes for each step
• Include buffer times
• Define milestones

Prepare Communication

• Inform employees early
• Explain objectives and process
• Assure anonymity (for surveys)

Step 2: Define Activities and Areas

Not every single workplace needs to be examined separately. Group similar activities together.

Criteria for Grouping

• Similar work tasks
• Comparable work organization
• Similar work environment
• Comparable social situation

Examples of Activity Groups

• Back office administration
• Field sales
• Production shift work
• Middle management
• Phone customer service

Practical Tip

As a rule of thumb from practice, not a requirement: for SMEs 3-5 activity groups are often sufficient. Larger companies need more differentiation accordingly.

Step 3: Identify Psychological Stressors

Now the actual data collection takes place. When using a questionnaire (recommended), proceed as follows:

Prepare Survey

• Set the survey period (practice recommendation: at least 2 weeks; there is no normative requirement)
• Invite participants (via email, in person, notice board)
• Check technical requirements

Conduct Survey

• Send reminders
• Monitor response rate
• Extend period if necessary

Response Rate

There is no statutory or normative minimum response rate: neither the GDA guideline nor the BAuA risk-assessment handbook nor DGUV Information 206-026 names a threshold. The higher the response, the more robust the finding per activity group. What matters just as much is that every activity group is reached, not only some areas.

Step 4: Evaluate Stressors

The collected data must now be analyzed and interpreted.

Analysis

• Prepare results per activity group
• Analyze averages and distributions
• Compare with benchmark data

Identify Critical Areas

Areas considered critical are those that:

• Deviate significantly from benchmark
• Exceed the threshold of the instrument in use. That threshold depends on the instrument: the Prüfliste Psychische Belastung of the Unfallversicherung Bund und Bahn sets it at more than 50% "rather no" answers, BASA II at 20% or more (action recommended) and 30% or more (action urgent). Source: DGUV Information 206-026, August 2019
• Have worsened since the last assessment

Communicate Results

• Inform steering group
• Involve managers
• Inform employees about overall results

Step 5: Develop Measures

Concrete measures are now developed for identified problem areas.

Apply TOP Principle

Measures should be prioritized according to the TOP principle:

• Technical measures (e.g., better equipment, reduce noise)
• Organizational measures (e.g., optimize workflows, clear responsibilities)
• Personal measures (e.g., training, coaching)

Specify Measures

Each measure should include:

• Concrete description
• Responsible person
• Implementation deadline
• Required resources

Use Workshops

Facilitated workshops with affected employees are ideal for developing practical and accepted measures.

Step 6: Implement Measures

The agreed measures must now be consistently implemented.

Create Implementation Plan

• Set priorities (quick wins vs. long-term projects)
• Define milestones
• Provide resources

Track Progress

• Regular status meetings
• Document progress
• Identify and remove obstacles

Communication

• Inform employees about ongoing measures
• Make successes visible
• Gather feedback

Step 7: Review Effectiveness

The process is only complete when the effectiveness of measures has been reviewed.

Timing of Review

Effectiveness review should occur:

• After completion of measure implementation
• After an appropriate interval. § 3 (1) ArbSchG requires the review but names no deadline; 6-12 months is our practice recommendation
• At the latest during the next regular assessment

Review Methods

• Follow-up survey with same questions
• Compare metrics (sick leave, turnover)
• Feedback conversations with employees

Document Results

Documentation must include:

• Were measures fully implemented?
• Are measures showing effect?
• Are adjustments or additional measures needed?

Conclusion and Next Steps

Psychological risk assessment is a continuous process. After completing one cycle, planning for the next begins. With SafeMind, you have all steps in view and are automatically reminded of due updates.