Advisor Answers, Issue 3, July 2025

Welcome to the latest issue of Advisor Answers – a summary of the top questions asked of our Safety Advisors over the past few months. We love sharing useful insights and information on a variety of topics with you.

The advice and tips we offer here are meant to be general guidance. They aren’t tailored to any one person’s specific needs. Everyone's situation is different, and what works for one person might not work for another. So, we recommend chatting with a professional before making any big decisions based on what you read here.

How often should we be having Toolbox Talks?

Toolbox talks are important for managing risks at work. They show that an employer is informing workers of risks and training them on how to be safe. These talks also help build a good safety culture by involving everyone.

We suggest having Toolbox Talks at least once a week, or more often if the work environment changes quickly or is risky.

Effective Toolbox Talks should follow a standard agenda that includes updates on company or site policies, reviewing action points, checking the hazard register and incident reports, discussing the work programme or new equipment, and covering special topics.

Encouraging participation and feedback is essential, as it helps engage workers to get involved in health and safety on site, and contribute to the overall culture of safer work.

What does a health and safety system look like for a sole trader?

As a sole trader running your own business, you have legal obligations under the Health and Safety at Work Act 2015 (HSWA) to make sure you stay safe and healthy at work. It also means you don’t risk the health and safety of anyone else who may be affected by the work you do. This means keeping the workplace safe, using safe equipment, having safe work procedures, and having the right training and information.

There’s no single, required template for a health and safety system for sole traders, but a basic system should include:

• Identifying hazards: Spotting potential dangers at work or while working.
• Assessing risks: Figuring out how likely and serious those hazards are.
• Control measures: Taking steps to eliminate or reduce those risks.
• Maintaining an inventory of any hazardous substances you may be holding.
• Incident reporting: Setting up a way to report and record accidents and near misses.
• Regular review: Checking and updating the system regularly to keep it effective.

Even a simple system is best written down, including the hazards you’ve identified, the risks you’ve assessed, and the measures you’ve taken to control for them. Keep records of hazard identification, risk assessments, incident reports, and any training given.

Make sure you clearly share health and safety information with anyone affected by your work and stay updated with any changes in health and safety laws and best practices.

In short, if you’re a sole trader, your health and safety system should fit your specific job, but always focus on identifying, assessing, and controlling risks to keep you and others safe.