WORKBOOK

OH&S Risk Mapping Tool

for injury prevention

Halifax Office Sydney Office Email

5668 South Street 404 Charlotte Street [email protected]
P.O. Box 1150 Suite 200
Halifax, NS B3J 2Y2 Sydney, NS B1P 1E2 On the Web
wcb.ns.ca
Tel: 902 491 8999 Tel: 902 563 2444 worksafeforlife.ca
Toll Free: 1 800 870 3331 Toll Free: 1 800 880 0003
Injury Reporting Fax: 902 491 8001 Fax: 902 563 0512 Employer Account Access
my-account.ns.ca

Nova Scotians – safe and secure from workplace injury

Occupational health and safety risk
mapping tool: Facility/single location
This Occupational Health and Safety Risk Mapping Tool can be used in any workplace or work area
and can be very effective in helping reduce injuries at work. Workplace parties (employers, workers,
Joint Occupational Health and Safety Committee members, safety representatives, etc.) can use this
tool to help identify, assess and control injury hazards in the workplace.

How to use the OH&S Risk Mapping Tool

The OH&S Risk Mapping Tool is designed to be used in two ways. First, it can help you identify where
and why your employees are being injured. Second, it can be used as a proactive inspection tool to help
identify where hazards exist, even if no incidents have yet occurred. The flow chart that follows outlines
the basic steps for each option. Detailed information about each step, for both options, can be found in
the rest of the document.

Slips, trips and falls are a major cause of injury for Nova Scotia workers. The Sketch Map, Hazard
Identification and Control Worksheet, and Hazard Control Action Plan samples in this booklet, while
specific to slips, trips and falls, can be adapted to address any cause of injury.

OH&S risk mapping tool For Injury Prevention 1

OH&S Risk Mapping Tool Flow Chart

Get a copy of a floor plan or layout diagram, or create a Sketch Map for the
area, department, or facility of interest. See page 14 for template,
pages 4 & 8 for examples.

Use the Sketch Map to identify where your Use the Sketch Map to identify hazards
incidents are happening. See Option 1, during a site inspection. See Option 2,
page 4. page 8.

Gather information about where injuries were

reported in the last 12 months.
Use your Sketch Map during your inspections
and mark the location of any identified hazards
on the map (see example on page 8).
On your Sketch Map, mark where the
incidents occurred – consider colour
coding them based on severity
(see example on page 4).
To assess the risk, prioritize each of the
identified hazards (see example STF Hazard
Prioritize the areas where injuries are Prioritization Worksheet on page 9).
happening based on frequency and severity
(see example of Area Prioritization Worksheet
for slips, trips and falls on page 3).

For each hazard, complete a Hazard

Identification and Control Worksheet
For each priority area find out what is causing (see example of STF Hazard Identification and
people to be injured (see example STF Hazard Control Worksheet on page 10).
Identification and Control Worksheet
on pages 4 & 5).

Identify appropriate control measures for Identify appropriate control measures for each
each hazard identified (see example of the hazards identified (see example of
STF Hazard Identification and Control STF Hazard Identification and Control
Worksheet on pages 5-6) Worksheet on page 10).

Establish an action plan to follow-up and make sure the control is implemented.
(see example STF Hazard Control Action Plan on page 6 or 11-12)

2 OH&S risk mapping tool For Injury Prevention

Option 1: Where are your slips, trips,
and falls happening and why?
• If you can, get a copy of a diagram that shows the layout of your facility, including outside areas such
as parking lots. Many organizations will have an evacuation diagram that could be used for risk
mapping. If this is not available, draw a sketch map of the area. Note that the sketch map does not
need to be a work of art or even to scale, as long as it represents the workplace affected. For larger
facilities, it may be helpful to create a different sketch map for different and/or smaller areas of the
facility (e.g. one for each floor, one for the warehouse and one for the office areas, etc.).

• Gather information about where slips, trips and falls were reported in the last 12 months. You can
get this from:
–– A review of the past year’s incident reports, near miss reports, incident investigations
–– Talking with workers and asking them if they have had a slip, trip or fall, or a near miss, and
where it happened
–– Compare what you learned from the workers with the data from the review of the incident
reports, etc.

• Once you have gathered all the information about the past year’s slips, trips, and falls, mark where
they happened on the map. Any locations with multiple slip, trip and fall incidents (e.g. ‘hotspots’) will
quickly show up on the Sketch Map. See example on page 4.

• Prioritize the areas where slips, trips, and falls are happening based on the frequency and severity of
the incident. See an example of a STF Area Prioritization Worksheet – Option 1 below. A blank template
version of the worksheet can be found on page 15.

Example of STF Area Prioritization Worksheet – Option 1 for Sketch Map 1 (see page 4)

Total
Score
FA or RO (TL Score
MA # First Score + MA
# Time TL Score # Med Score Aid or (# of FA Score +
Area/ Total # Loss (# of TL Aid (# of MA Report or RO FA or RO
Location of STFs (TL) x 10) (MA) x 5) Only x 1) Score) Priority
Parking 12 3 30 2 10 7 7 47 1
Lot
Production 4 2 20 2 10 0 0 30 3
Area
Back Exit 16 0 0 6 30 10 10 40 2

• For each area, in order of priority, find out what is causing people to slip, trip, or fall. This is called
hazard identification. See an example of a STF Hazard Identification and Control Worksheet on pages
5-6. A blank template version of the worksheet can be found on page 17. This is done by going back to
the incident reports and/or incident investigations to determine root causes.

• If there is no incident report, or the incident wasn’t adequately investigated, interview the worker(s)
involved to find out what happened. Document the possible causes of the slip/trip/fall (see “STF
Inspection Areas with hazards to look for and possible controls” on page 19). Consider taking pictures
of the area/hazard if this will help when communicating with others about the need for controls.

OH&S risk mapping tool For Injury Prevention 3

STF Sketch Map example 1
T = time loss M = medical aid F = First aid/report Only

F
F parking lot
T F
F F
F T
T
M M
F
Front Door

M
F F
F M M
F M F
M
F F M

M
T

4 OH&S riSk mapping tOOl FOr injury preventiOn

• The next step is to identify appropriate control measures for each of the slip, trip and fall hazards
identified. This information can be found and compiled from the incident investigation forms that were
completed for each slip, trip and fall incident that occurred in each priority area. If this information isn’t
available you should:
–– Consider a variety of approaches to control the identified hazard and, in consultation with appropriate
workplace parties (e.g. staff and managers from departments where incidents took place, facilities
and/or environmental services, engineering, human resources, etc.), select a preferred control
approach. See “STF Inspection Areas with hazards to look for and possible controls” on page 19 for
various control ideas.

Example of STF Hazard Identification and Control Worksheet for Sketch Map Example 1 (see page 4)

Area/
Priority Location Hazard Control
1 Parking Poor ground Short term solution – Maintenance to fill in potholes and
Lot conditions in the remove large loose pieces of pavement. Include parking
area where we saw lot in monthly inspection process.
two TL and four FA or
RO incidents. Large Long term solution – Include a plan for repaving of
potholes and broken parking lot in next year’s capital projects.
pavement
Transition area from Short term solution – Schedule snow clearing, salting/
parking lot to building sanding of walking path from parking lot to building 30
ices up in the winter minutes prior to business day and ongoing monitoring
due to poor drainage throughout operational time.

Long term solution – Include a plan for regrading path in

next year’s capital projects.
Additional FA or RO Action as soon as possible – Reinforce the need to pay
incidents were due to: attention and eyes on task with all employees.
• Walking then
tripping while Lack of waste bins may be contributing to the littering.
texting Install waste bins and remind staff to use the bins to
• Slipping on a chip dispose of trash.
bag
• Startled by a Cleaning up the waste and regular removal of the trash
raccoon should address the raccoon problem.
2 Back Exit Four of the six medical Action as soon as possible – Inspect gutter and repair
aid incidents occurred if necessary.
due to the ice build-up
on the steps. Rain
gutter above back
exit is leaking and
is dripping onto the
steps creating ice.
Additional incidents Short term solution – Install a boot cleaning mat at
occurred due to mud the top of the stairs and an antislip surface on the
and water being ceramic tile.
tracked onto the
ceramic tile, creating Medium term solution – Investigate a covered designated
a slippery walking smoking area with a gravel path.
surface. People are
using the area outside Long term solution – Create a smoke-free workplace.
the back exit as a
smoking area.

OH&S risk mapping tool For Injury Prevention 5

 Area/
Priority Location Hazard Control
3 Production Three of the reported Short term solution – Reinforce proper material
Area incidents took place handling procedures including the use of dollies, carts
at the entrance of the and pallet jacks. Identify the grade and raised threshold
department where with hi-visibility paint.
there is a slight grade
and raised threshold. Long term solution – Remove the raised threshold.
Employees carry
materials that obstruct
their vision.

• Once the preferred controls have been identified:

–– Establish a plan to follow-up and make sure the control is implemented. See example STF Hazard
Control Action Plan For Sketch Map Example 1 below
–– Continue to monitor the area to ensure control measures put in place are working
–– If the control is not working, investigate to determine why not and develop a plan to address the
reasons why the control measures are not working
–– Make sure that all staff are made aware that the controls were put in place to reduce slip, trip and
fall incidents.

Example of STF Hazard Control Action Plan for Sketch Map Example 1 (see page 4)

Brief Date to be
Area/ Description Brief Description Completed
Location of Hazard of Control Person Responsible By Status
Parking Large Maintenance to fill in Bill Wood, Maintenance June 20,
Lot potholes potholes and remove Manager 2016
and broken large loose pieces of
pavement pavement.

Include parking lot in Judy Smith, H&S Manager; June 1,

monthly inspection Sam Jones, Facilities 2016
process. Manager
Plan for repaving of Susan Frank, CEO September
parking lot in next year’s Les Jamison, Director of 30, 2016
capital projects. Eng.

6 OH&S risk mapping tool For Injury Prevention

Option 2: Using the tool during inspections
to help identify slip, trip and fall hazards
Workplace parties can use this tool to help them identify slip, trip and fall hazards during regular
inspections. During inspections, you should look for slip, trip and fall hazards and mark them on your
sketch map. See “STF Inspection Areas with hazards to look for and possible controls” on page 19 for
a list of things to look for, but don’t be limited by the list.

• If you can, get a copy of a diagram that shows the layout of your facility, including outside areas such
as parking lots. Many organizations will have an evacuation diagram that could be used for risk
mapping. If this is not available, draw a sketch map of the area (See STF Sketch Map Example 2 on
page 8). Note that the sketch map does not need to be a work of art or even to scale, as long as it
represents the workplace affected. For larger facilities, it may be helpful to create a different sketch
map for different and/or smaller areas of the facility (e.g. one for each floor, one for the warehouse
and one for the office areas, etc.)

• Once you have your sketch map, use it during your inspection(s)
of your facility, department or work area. When you have NOTE: If you find a STF hazard
identified a STF hazard, mark down its location on the sketch during your inspection that
map (E.g. use a red marker to indicate the location on the map), you can do something about,
and then write a short note to identify what the hazard(s) is. then you should! You must,
however, make note of the
• Before moving on, you should assess the risk associated with hazard on the sketch map so
each of the identified hazards and prioritize them. This will that you can assess the risk
allow you to plan for the implementation of controls based on for the hazard and implement
the level of risk associated with the hazards. For each of the a control to reduce the risk
STF hazards you have identified on the sketch map, answer of slips, trips and falls for
yes or no to each of the four points in the STF Hazard Simple workers.
Risk Assessment process described below. In each of the
worksheet’s rows, write in the area and identified hazard and
then answer yes or no to each point. The more ‘yeses,’ the higher the priority.
See the example STF Prioritization Worksheet – Option 2 on page 9.

STF Hazard Simple Risk Assessment

• The STF hazard has been previously identified (e.g. during past inspections, reported by workers, etc.)
• Control measures have not been put into place to prevent the hazard from occurring or to reduce the
risk associated with the hazard
• Workers exposed to hazard during regular operations/work
• The hazard is known to have contributed to STF related incidents

OH&S risk mapping tool For Injury Prevention 7

 STF Sketch Map example 2

Brooms/
tools left out

Clothing
on Floor

puddle in
front of door

pothole in
parking lot

Scrap paper
on floor

phone cord
across floor

8 OH&S riSk mapping tOOl FOr injury preventiOn

Example of STF Hazard Prioritization Worksheet – Option 2 for Sketch Map 2 (see page 8)

Control Exposed
Previously Measures during regular Previous Total
Area/ Identified not in place operations STFs Score
Location Hazard (Y/N) (Y/N) (Y/N) (Y/N) (# of Y) Priority
Parking Potholes Y Y Y Y 4 1
Locker Clothing on Y N Y Y 3 2
Room floor
Gravel Path Puddle N N Y N 1 4
Garage Tools/ Y N Y N 2 3
Brooms
Upper Level Water on Y N Y N 2 3
floor at
cooler

• For each of the identified hazards, begin to complete the

STF Hazard Identification and Control Worksheet – enter the
NOTE: If you find a STF
priority number for each hazard and provide a more complete
hazard that has been
description for each of the hazards identified, in each location.
previously identified, and
where a control measure has
• The next step is to identify appropriate control measures for
been implemented, but STF
each of the slip, trip and fall hazards identified. If the hazard
incidents are still occurring,
has contributed to known STF incidents, the related incident
you should make it a priority
investigation forms should provide some information about
to review the control measure
possible control measures. If this information isn’t available
to find out why it isn’t working.
you should:
–– Consider a variety of approaches to control the identified
hazard and, in consultation with appropriate workplace
parties (e.g. staff and managers from departments where incidents took place, facilities and/or
environmental services, engineering, human resources, etc.), select a preferred control approach.
See “STF Inspection Areas with hazards to look for and possible controls” on page 19 for various
control ideas.

• Enter the recommended STF hazard controls into the STF Hazard Identification and Control Worksheet.
See the STF Hazard Identification and Control Worksheet Example for Sketch Map Example on page 10.

OH&S risk mapping tool For Injury Prevention 9

Example of STF Hazard Identification and Control Worksheet for Sketch Map 2 (see page 8)

Area/
Priority Location Hazard Control
1 Parking 1 – Potholes in Short term solution – Maintenance to fill in potholes and
lot parking lot remove large loose pieces of pavement. Include parking
lot in monthly inspection process.

Long term solution – Include a plan for repaving of

parking lot in next year’s capital projects.
2 Main 2 – Mat wrinkled at Short term solution – Straighten mat.
Level entrance
(office) Long term solution – Investigate alternative mat options
or means to keep the mat from wrinkling.
2 Main 4 – Supply material Action as soon as possible – Put supplies in storage
Level stored in hall room and reinforce the need to put supplies in storage
(office) room with staff.

Long term solution – Investigate why materials are not

being put into storage room and take steps to address
them.
2 Locker 6 – Employee’s Action as soon as possible – Remove clothing from floor
Room clothing left on and reinforce with employees the importance of having
benches and on floor them properly store their clothing in lockers or on hooks
provided.
2 Upper 11 – Garbage on floor Short term solution – Post signage to remind users of the
level near lunch tables in facilities to clean up any mess or spills.
kitchen
Long term solution – Investigate why garbage is not being
properly disposed of and take steps to address the issue.
2 Upper 12 – Scrap bits of Short term solution – Clean up area. Provide a broom and
level paper on floor near dust pan to sweep up any loose paper. Post signage to
shredder ensure area is clean after use.

Long term solution – Investigate why scrap paper is being

left on the floor (e.g. is it a shredder design issue) and
take steps to address the issue.

• Once the preferred controls have been identified:

–– Establish a plan to follow-up and make sure the control is implemented. See example STF Hazard
Control Action Plan for Sketch Map Example 2 on page 11.
–– Continue to monitor the area to ensure control measures put in place are working.
–– If the control is not working, investigate to determine why not and develop a plan to address the
reasons why the control measures are not working.
–– Make sure all staff are made aware that the controls were put in place to reduce slip, trip and fall
incidents.

10 OH&S risk mapping tool For Injury Prevention

Example of STF Hazard Control Action Plan for Sketch Map Example 2 (see page 8)

Brief
Area/ Description Brief Description Date to be
Location of Hazard of Control Person Responsible Completed Status
Parking Large Maintenance to fill in Bill Wood, Maintenance June 20,
Lot potholes potholes and remove Manager 2016
and broken large loose pieces of
pavement pavement
Include parking lot in Judy Smith, H&S Manager June 6,
monthly inspection Sam Jones, Facilities 2016
process Manager
Plan for repaving of Susan Frank, CEO September
parking lot in next year’s Les Jamison, Director 30, 2016
capital projects of Eng.
Main Mat Straighten mat John Franko, JOSHC June 1, Completed
Level wrinkled at member 2016 during
(office) entrance inspection

Investigate alternative Judy Smith, H&S Manager June 30,

mat options or means Sam Jones, Facilities 2016
to keep the mat from Manager
wrinkling
Main Supply Put supplies in storage Cindy Teal, Receptionist June 1,
Level material room 2016
(office) stored in Investigate why Sam Jones, Facilities June 30,
hall materials are not being Manager 2016
put into storage room
and take steps to
address the issue
Locker Employee’s Hang up clothing from John Franko, JOSHC June 1, Completed
Room clothing left floor member 2016 during
on benches inspection
and on floor Deliver safety talk to Sam Jones, Facilities June 1,
employees about proper Manager 2016
storage of clothing in
lockers or on hooks
Upper Garbage on Post signage to remind Sam Jones, Facilities June 1,
level floor near users to clean up any Manager 2016
lunch tables mess or spills
in kitchen
Investigate why garbage Sam Jones, Facilities June 30,
is not being properly Manager 2016
disposed of and take
steps to address the
issue

OH&S risk mapping tool For Injury Prevention 11

 Brief
Area/ Description Brief Description Date to be
Location of Hazard of Control Person Responsible Completed Status
Upper Scrap bits Clean up area John Franko, JOSHC June 1, Completed
level of paper on member 2016 during
floor near inspection
shredder
Provide a broom and Sam Jones, Facilities June 30,
dust pan to sweep up Manager 2016
any loose paper. Post
signage to ensure area
is clean after use
Investigate why scrap Bill Wood, Maintenance June 30,
paper is being left on Manager 2016
the floor and take steps
to address the issue

Further help and information

http://www.worksafeforlife.ca/Home/Safety-Initiatives/Slips-Falls
https://ccohs.ca/oshanswers/safety_haz/falls.html
http://www.wsps.ca/Information-Resources/Topics/Slips,-Trips-and-Falls.aspx
https://www.worksafe.vic.gov.au/safety-and-prevention/health-and-safety-topics/slips-trips-and-falls
Slips, trips and falls: The importance of floor cleaning Information Sheet (Slips, trips and falls 2) MISC691
HSE 2005 Web version only at www.hse.gov.uk/pubns/web/slips02.pdf
Preventing slips, trips and falls at work Leaflet INDG225 (rev1) HSE Books 2005 (single copy free or
priced packs of 15 ISBN 978 0 7176 2760 8) Web version: www.hse.gov.uk/pubns/indg225.pdf
STF in Healthcare http://www.cdc.gov/niosh/docs/2011-123/pdfs/2011-123.pdf
STF in Construction http://www.hse.gov.uk/construction/safetytopics/falls.htm
STF in Trucking http://nstsa.ca/winters-coming-so-are-slips-trips-and-falls/
STF in Manufacturing http://www2.worksafebc.com/Portals/Manufacturing/InjuryPreventionResources.
asp?ReportID=35255

12 OH&S risk mapping tool For Injury Prevention

 Appendix

OH&S risk mapping tool For Injury Prevention 13

Sketch Map Sheet Location: ________________________ Created By: __________________

14 OH&S risk mapping tool For Injury Prevention

STF Area Prioritization Worksheet – Option 1

Total
Score
FA or RO (TL Score
MA # First Score + MA
# Time TL Score Score Aid or (# of FA Score +
Area/ Total # Loss (# of TL # Med (# of MA Report or RO FA or RO
Location of STFs (TL) x 10) Aid x 5) Only x 1) Score) Priority

OH&S risk mapping tool For Injury Prevention 15

STF Hazard Prioritization Worksheet – Option 2

Control Exposed
Previously Measures During Regular Previous Total
Area/ Identified Not in Place Operations STFs Score Priority
Location Hazard (Y/N) (Y/N) (Y/N) (Y/N) (# of Y) (1-4)

16 OH&S risk mapping tool For Injury Prevention

STF Hazard Identification and Control Worksheet

Area/Location Hazard Control

OH&S risk mapping tool For Injury Prevention 17

STF Hazard Control Action Plan

Brief
Area/ Description Brief Description Date to be
Location of Hazard of Control Person Responsible Completed Status

18 OH&S risk mapping tool For Injury Prevention

STF Inspection Areas with hazards to look for and possible controls

Areas to inspect Possible Hazards Possible Controls

Machinery/ • Oil/fluid leaks • Clean up spill
Equipment • Scrap material on • Apply absorbent material
floor • Cordon off area to control traffic
• Repair machinery to fix leak
• Remove scrap material
• Provide proper waste receptacle
Inside Walking • Wet floor • Clean up spills
Surfaces • Frayed or lifted • Tape down carpet
carpets • Remove carpet
• Cords across • Reroute cords
walkways • Secure cords
Outside Walking • Potholes • Fill in potholes
Surfaces • Ice/snow • Clear ice and snow
• Provide salt/sand
Steps/Stairs • Missing/broken hand • Repair/replace hand rail
rails • Rebuild stairs to proper run and rise
• Improper height of • Apply antislip surface
rise • Repair broken stair treads
• Slippery surface
• Broken or damaged
stair treads
Clothing/Footwear • Inadequate treads • Ensure proper tread and footwear type for the job
being performed
• Annual footwear inspection to identify inadequate
tread
Furniture • Bottom file drawers • Close drawers when not being used
left open
Behaviour • Walking with loads • Do not carry loads that you are unable to see over
that impair vision – carry smaller loads or use a cart
• Rushing • Give yourself enough time to complete a task to
• Failure to use three avoid the need to rush
points of contact • When entering or exiting vehicles or equipment,
maintain three points of contact at all times
Housekeeping • Walkways cluttered • Store material properly to allow for clear walking
with stored materials paths
• Tools not stored • Everything in its place and a place for everything
properly • Remind people to use proper waste bins
• Trash/debris in
walkways

OH&S risk mapping tool For Injury Prevention 19

Notes

20 OH&S risk mapping tool For Injury Prevention

 WORKBOOK

OH&S Risk Mapping Tool

for injury prevention

Halifax Office Sydney Office Email

5668 South Street 404 Charlotte Street [email protected]
P.O. Box 1150 Suite 200
Halifax, NS B3J 2Y2 Sydney, NS B1P 1E2 On the Web
wcb.ns.ca
Tel: 902 491 8999 Tel: 902 563 2444 worksafeforlife.ca
Toll Free: 1 800 870 3331 Toll Free: 1 800 880 0003
Injury Reporting Fax: 902 491 8001 Fax: 902 563 0512 Employer Account Access
my-account.ns.ca

Nova Scotians – safe and secure from workplace injury