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Surveillance of the
Work Environment
JORMA RANTANEN

BOHS 2 Surveillance of the Work Environment

This draft practical guideline has been published as a response

to the Joint ILO/WHO Committee on Occupational Health
priority area for ILO/WHO/ICOH collaboration, with support of
the Finnish Institute of Occupational Health (FIOH).
This guideline does not prejudice or replace any
international or national regulations, codes of practices nor
guidelines provided by international or national authorities or
other official bodies.
Author: Professor Jorma Rantanen, MD, PhD,
Specialist in Occupational Health,
Past President of the International Commission on Occupational Health
Editing: Suvi Lehtinen, Finnish Institute of Occupational Health
Layout: Milja Ahola
1st edition, Helsinki 5 August 2009

Contents
Introduction
1 Type of workplace
2 Workroom, machines and work environment
3 Floors, stairs and scaffolds
4 Physical hazards
5 Chemical hazards
6 Ergonomics
7 Psychological hazards
8 Electrical safety
9 Personal protective devices
10 Fire safety and major hazards
11 First aid preparedness
12 Canteens, sanitary and social facilities
13 Conclusions
Quick walking & summary check sheet
Checklist. Work environment surveillance
Risk assessment and ranking
Workplace feed-back sheet

BOHS 2 Surveillance of the Work Environment

Introduction
Work environment surveillance is for the assessment of a workplaces
occupational health needs. It is one of the first steps in preparing for and
modifying occupational health service activities. The simplest way to do
this is to walk through the workplace and make systematic observations
according to a structured checklist. The results should provide information
on key occupational health needs; hazards, workloads and the problems
that require correction or development, and help in making decisions on
the urgency and priority of corrective management actions. When later
repeated, the survey results show the effectiveness of the actions taken
as a result of the previous survey. The walk-through starts by meeting
with both the employer and workers or their representatives and they
should always participate in the survey visits. All observed safety and
health problems should be documented and immediately discussed
with the workplace representatives so that the required actions can
be taken effectively. The BOHS provider is advised to ask for the
documents concerning occupational accidents and diseases and results
of earlier workplace surveillances, if available. Taking photos of general
conditions and particular spots which need corrective actions is highly
recommended.
On the first visit it is advisable to go through the whole checklist. On
repeated visits to the same workplace, it is only necessary to check the
entries considered relevant on the previous visit.

1.

Type of workplace
Document the type and size of the workplace, e.g. agriculture, mining,
construction, manufacturing, services. You must also provide information
on the type of enterprise; private, public (e.g. municipal or government),
co-operative, or a self-employed farmer or family workplace. Different
types of enterprises may be regulated differently and their duties for
compliance may vary.

Workforce
Describe the number of workers and their gender distribution; count the
number of young workers and older workers. Additional observations
regarding the workers, such as handicaps, illiteracy, etc. provide valuable
information, as they enable the assessment of the special needs of
workers and the assessment of the workers own ability to affect health
and safety. Identify the workers at special or high risk.

Hazards, risks, needs and problems

The identification of hazards and problems in the work environment is
the basis for risk assessment and risk management and prevention.

BOHS 2 Surveillance of the Work Environment

Evaluate the workplaces compliance with existing regulations, standards

and good practice guidelines. Judge whether its conditions are correct or
unacceptable. Evaluate the severity of the hazard by using the scale at
the bottom of the check table. Count the number of workers exposed to
the hazard in question, as it may influence the type of management action
(e.g. individual or collective protection). Indicate the actions needed and
their urgency by using the risk severity table below. (If available, you may
use direct reading instruments for measuring exposures such as noise,
dusts, chemicals, lighting and thermal conditions.)

2.

Workroom, machines and work environment

Look at the general design of the workroom, space available per worker
and organization of work in this space. Look at the worksites, tables,
benches and location of the worksites. Check the way tools are kept
when not in use (special marked sites) and how raw materials, parts
and excess materials are handled. Almost all workplaces use some
machines and equipment, and industrial workplaces in particular use
several types of machines, powered tools or power machines, such as
trucks and tractors. There are special guidelines on machine safety,
but a general picture can be obtained through the observation method.
Look at the location of machines and equipment in the room. Check
the machine guarding for moving parts like wheels and belts, presses,
drills, etc. Observe whether dangerous moving parts are encapsulated
or access is otherwise properly prevented. Check whether emergency
stops are available. Check the condition of tools, their material damages
and protective gadgets. Pay particular attention to waste handling,
special waste containers and waste disposal practices, and the handling
and disposal of hazardous waste.

3.

Floors, stairs, walkways and scaffolds

Observe the general design of the workrooms, design and dimensions
of the walkways, possible hindrances of free movement, floor quality
(e.g. slipperiness), possible holes or unmarked steps, warning signs of
hazardous points and the routes of power machines such as trucks, the
quality and design of stairs and scaffolding, the condition and stability
of ladders, the lighting of walkways and stairs, and the safety exits and
doors. Are the stairs protected with handrails? Check that unnecessary
materials, cables, stored packages, scraps, etc. are removed from
walkways and corridors. Observe possible drops of oil or other fluid
which may cause slipping. Check whether the routes for heavy traffic
of moving materials could be separated from the light traffic of moving
persons.

BOHS 2 Surveillance of the Work Environment

4.

Physical hazards
Mark whether work is done outdoors or indoors as this has a major
impact on working conditions (weather, open air, sunlight, etc). Observe
the sources of hazardous exposures, such as noise, vibration, lighting
conditions, air quality, thermal conditions and radiation, based on the
knowledge you have on the typical exposures in the branch concerned.
If you feel unreasonable cold or heat, make a note of it. Check the free
availability of drinking water, particularly for jobs in warm conditions.
Compare your observations with the levels you know the standards
require. For instance, if you cannot talk with another person over a
short distance, the noise level exceeds the standard (85 dBA). Observe
whether windows are large and clean enough to allow daylight indoors.
Some work indoors may require high visual acuity, but may be done only
in general lighting. Look whether spot lighting would be needed. Check
whether the lighting is sufficient on the basis of whether you yourself
would be able to perform the work in that level of illumination, whether
it could be improved by cleaning, extra windows or additional lamps.
Observe the use of personal protectors, e.g. ear plugs or muffs.

5.

Chemical hazards
Observe what kind of chemicals are used at the workplace and how
much. Ask for lists of chemicals in use and their material safety data
sheets (MSDSs). Observe how chemicals in general are stored, handled
and disposed. Assess how workers are protected. Look particularly at the
sources of vapours, fumes, smoke, dusts, silica particles and asbestos
fibres. Make assessments of possible occurrences of biohazards,
bacteria, viruses and carcinogenic and allergenic substances. Assess
the approximate level of concentrations and related health risks. If you
smell a solvent in the workroom, and it is disturbing, or irritates your eyes
or nose, the concentration is likely to be too high. Look at whether the
exhaust of vapours and dusts could be carried out on the source through
local ventilation instead of relying on general or natural ventilation.
Check that the ventilation works and that filters are not contaminated
by bacteria, fungi or moulds (regular cleaning). Observe whether
appropriate personal protectors, gloves, aprons, boots and respirators
are available and used.

6.

Ergonomics
Observe how work is generally organized. Does it facilitate smoothlyrunning and safe work without unnecessary physical or psychological
load? Observe how the work sites suit the size of the worker, the space
available, height of tables and benches, working postures. Make notes on

BOHS 2 Surveillance of the Work Environment

heavy dynamic work, static workload and particularly awkward postures,

repetitive movements and their pace and duration, pace of work and
pauses, whether work is machine-paced or self-steered, the handling of
materials, and the lifting and moving of heavy loads. If the person moves
and lifts manually heavy loads, check whether the weight is too high and
the object must be lifted by two persons or by lifting aids.

7.

Psychological hazards
Observe the aspects of psycho-ergonomics indicated in point 6. Look at
the organization of work and sources of work stress such as time pressure
at work. Observe managers style of leadership (positive/respecting,
negative/over-critical/ignorant). Look at possible unreasonable job
demands (e.g. the amount of work is too high or the time reserved for
performing the tasks is too short). Observe the degrees of freedom of
workers in organizing their work and performing work tasks. Look at
the relationships between workers themselves and between workers,
supervisors and managers (hostile, positive, neutral). Ask about the
feeling of job satisfaction and job security. Ask about the clarity of job
tasks. Inquire about training and instructions for the job and safe working
practices.

8.

Electrical safety
Observe the general electrical set-up of the workplace (standard, 230V,
high voltage 380V or extremely high voltage, kV range). Observe
possible open lines in the working area or nearby. Look at the electricity
distribution boxes, electrically powered machines and tools and their
general condition and age, switches, contactors, cables, plugs and any
possible damage. Carefully check the electric guarding on each machine
and tool. If needed, check the earthing of individual machines and tools,
and the correct fuse currents. Pay special attention to electrical safety in
wet environments.

9.

Personal protective devices

On the basis of previous observations, judge the needs of personal
protective devices specific to the exposure in question. Check the
availability of protectors, their siting, condition and hygiene. Use special
guidelines for the selection of gloves and respiratory protector filters.
Check the provision of possible ineffective or injured protectors (giving
the wrong impression of safety). Observe that protectors are in use
in every job in which they are needed. Check the regular renewal of
protectors.

BOHS 2 Surveillance of the Work Environment

10. Fire safety and major hazards

Check the potential sources of fire: open fire, volatile, flammable and
explosive materials, heat-generating processes, welding, burning
materials and their amounts (fire burden). Observe the prohibitions
of smoking in the fire risk areas and check compliance. Check fire
extinguisher equipment, sprinklers, hosts, powder containers, etc. Check
the location and number of exit routes, and that passage through them is
easy. Ensure that emergency exits are never locked.
Make an overall analysis of major hazard risks and their natures
(fire, chemical, gas, etc.). Check whether an appropriate risk-specific
emergency plan and preparedness are in place. Make an assessment of
the likelihood and extent of a potentially major hazard.

11. First aid and preparedness

Check that there is a sufficient number of workers adequately trained
in first aid. Observe the availability and content of first aid boxes,
stretchers, water sprays and other such materials according to a special
checklist. Check that the necessary contacts with fire brigades, rescue
organizations, ambulance and emergency medical services are known
and are quickly available.

12. Canteens, sanitary and social facilities

Observe the availability and access to toilet services, their service
capacity in relation to the number of workers, general hygiene and
cleanliness, protection of privacy for both genders and availability for
use when workers need them. Check that good personal hygiene is
promoted, particularly in protection against contamination by hazardous
occupational exposures. Assess the environmental impact of the sanitary
facilities.
Check canteens and their food safety measures, and the safety
and quality of drinking water. Check the personal (hand) hygiene of the
canteen staff and their hygiene facilities (often separate).

13. Conclusions
Concluding the survey
The surveillance results enable general conclusions to be made on
the level of the overall quality, safety and health of the workplace. The
check-list is based on observations of the correctness/ non-correctness
of the characteristic in concern. The decision on correctness/noncorrectness is made on the basis of available standards, guidelines
or criteria provided in the BOHS training. Some of the features of the
workplace may be hazardous, others may be fully acceptable. Some

BOHS 2 Surveillance of the Work Environment

may need improvement even though they may not be hazardous, they
may be otherwise unsatisfactory or their improvement may elevate the
level of job satisfaction or productivity. Special hazards and other findings
should be discussed with the employer and workers and, if needed,
controlled and managed by the persons responsible for safety and
health in the workplace. Often high numbers of targets for improvement
are recognized. Decisions on order of priority and urgency are made by
using the risk-ranking table of this guideline.
According to the principle of continuity, and due to dynamic changes
at workplaces, a repeated survey is planned in due course, depending
on the nature of the workplace, on the observed hazards and on the
expected changes. Every workplace should be surveyed by BOHS
providers at least once a year.

Documentation and feed-back

Document your assessments carefully by using the check-list, risk
assessment and feedback sheets as the basis of documentation and
discuss the results with the employers and workers representatives or
with the self-employed. Give a copy of the walking & summary sheet
and the workplace feed-back sheet to the employer and the workers
representative and advise them to archive them, as they will be needed
in the future.

12. Canteens, sanitary and social

facilities

11. First aid and preparedness

10. Fire safety and major hazards

9. Personal protectors,
availability, condition, fitting

8. Electrical safety

7. Psychological hazards

6. Ergonomics

5. Chemical and biological

hazards

4. Physical hazards

3. Floors, stairs, walkways and

scaffolds

2. Workroom, machines and the

work environment

Hazards, risks or problems

1. Company identification
Name of company/Department
Date
Site/ Work/ Workers/ Observation

Quick walking & summary check sheet

Severity/
Urgency

Investigator

BOHS 2 Surveillance of the Work Environment

Design and safety signs

Order and condition of walkways
Visibility and lighting
Prevention of falls and drops
Scaffolds and handrails
Internal and external traffic
4. Physical hazards
Working outdoors/indoors
Noise, continuous, impact noise

3. Floors, stairs, walkways and scaffolds

Tools, placing, finding, reaching, cleanliness

Floors and platforms, walkways, cleanliness,
slipperiness, order
Waste container, waste handling

Hand tools, powered, manual, weight, protectors

Hazards, risks or problems

2. Workroom, machines and the work
environment
Workroom, cleanliness, order
Machine safety: guarding, control devices,
emergency stops, location

Participants in investigation:

Investigator(s):

Department:

1. Name of company

Young
Older
Workers at high risk
Total
Severity of hazard and risk/ Action
needed/ Comments

Public
Co-operative
Family farm
Home
Work site/
work task checked
W

Women

Private

C/N

Men

Type of enterprise

Number

Workers

Sector of economy

Checklist. Work environment surveillance

C= Correct, N= Non-correct
W= Number of workers

10
BOHS 2 Surveillance of the Work Environment

Vibration, local, whole body

Lighting, general, worksite lighting
Air quality, ventilation, draft
Thermal conditions, heat, cold, humidity, hot or
cold objects
Radiation, ionizing, UV, laser, infrared,
microwaves, EMF fields
5. Chemical and biological hazards
Chemical safety, MSDSs, labels, warning signs
Handling of hazardous substances, lists of
hazardous chemicals, safety precautions,
protective devices
Exposure to vapours, fumes, smoke, corrosive
agents (acids and alkalis), solvents, exhaust
gases, risks of splashes
Exposure to dusts, asbestos, silica, organic,
metal, plastic dusts
Biological dusts and biological agents, bacteria,
viruses, fungi, moulds, insects, snakes
Exposure to carcinogenic agents, allergens
6. Ergonomics
Design of work station and work postures,
standing, sitting, working on the floor
Work tables, height, space, seats
Organization of work, time pressure, stress
Position of the back
Position of shoulders and arms
Position of wrists and fingers
Position of head and neck
Position of legs and feet
Manual material handling, lifting and moving
heavy loads
Repetitive work
Physical variability, continuous sitting or
standing

Hazards, risks or problems

Work site/
work task checked
C/N

Severity of hazard and risk/ Action

needed/ Comments

BOHS 2 Surveillance of the Work Environment

11

Total workload
Work in days/shifts
7. Psychological hazards
General organization of work
Amount of work
Pace of work, breaks, self-steering
Time pressure
Working in group/alone
Social relations, respect, communication,
violence, bullying
Job satisfaction, job security
Instructions, guidance
8. Electrical safety
Electric distribution box
Cables, contactors, switches, plugs
Open lines
Earthing
Electricity in wet environments
9. Personal protectors, availability, condition,
fitting
Helmets
Ear muffs
Respirators
Protective glasses
Gloves
Protective clothes
Safety ropes
10. Fire safety and major hazards
Fire burden
Open fire, welding, flaming

Hazards, risks or problems

Work site/
work task checked
C/N

Severity of hazard and risk/ Action

needed/ Comments

12
BOHS 2 Surveillance of the Work Environment

C= Correct, N= Non-correct
W= Number of workers

Heating facilities
Smoking
Major hazard sources
Boilers
Pressure vessels
Gas tanks
Hazardous chemical tanks
Others
Fire extinguisher, sprinklers
Water hoses
11. First aid and preparedness
First aid training
First aid kits, availability, numbers, location
Emergency showers
Emergency preparedness plan
Ambulance services available
Acute care available
Major hazard preparedness plan
Emergency exits and their signs
12. Canteens, sanitary and social facilities
Accessibility of canteen
Availability of safe and clean drinking water
Cleanliness, hygiene, food safety
Isolation of social spaces from work spaces
Hand washing, shower
Toilets availability, capacity, men, women
Changing room, men, women
Resting possibility

Hazards, risks or problems

Work site/
work task checked
C/N

Severity of hazard and risk/ Action

needed/ Comments

BOHS 2 Surveillance of the Work Environment

13

Immediate actions for correction and management

Intolerable risk. Emergency actions shall be taken
immediately.
Work shall be stopped until corrective actions are
completed.

High risk
Severe health effects and immediate need for health
services. Long-term or permanent loss of work ability

Extremely high risk

Risk of loss of human lives (fatalities), e.g. acute
intoxication or fatal accident

Needs to be considered, but not acute

Actions to be undertaken and deadline set

Low risk
Slight annoyance, no remarkable health risk, no need
for health services. No absence from work.

No first priority

Risk priority rating; action needed

Participants in investigation:

Moderate risk
Probable health risk, need for health services,
likelihood of short-term absence from work

Very low risk

No harm to health of workers

Risk severity rating

Investigator:

Department or Unit:

Company:

Risk assessment and ranking

Colour code

Date:

14
BOHS 2 Surveillance of the Work Environment

Phone:

Investigator:

7)

6)

5)

4)

3)

2)

Observation
1)

Work, workers or work site

Needs for correction

5)

4)

3)

2)

Hazard or problem recognized

Fax:

E-mail:

Positive findings
Observation
1)

Phone:

Contact person: Name:

Name of Company:

Date:

Workplace feed-back sheet

Severity/
urgency

Corrective action needed

BOHS 2 Surveillance of the Work Environment

15

16

BOHS 2 Surveillance of the Work Environment

These are the most important guidelines for starting

the implementation of BOHS in practice. The other
practical guidelines will be produced in due course
in priority order.
Practical BOHS guidelines
2 Surveillance of the Work Environment
3 Surveillance of Workers Health
5 Risk Assessment
7 Information
10 First Aid Preparedness
11 Prevention and Management of Accident Risks
18 Evaluation and Auditing
This practical guideline No. 2 relates to the basic
BOHS guideline, www.ttl.fi/BOHS