How to Conduct an Individual Stress Risk Assessment for an Employee

A Plain-English Guide for Employers

Workplace stress is one of the most common causes of employee ill health and absenteeism. Employers have a duty of care to protect their team members from harm, and conducting an individual stress risk assessment is an essential step when an employee is showing signs of stress. An individual may also have an underlying health condition (such as anxiety or depression) which can be aggravated by stress, hence trying to reduce pressure in any area helps reduce the risk of their underlying condition significantly deteriorating. Much of what is required is really just good management practice and having a meaningful supportive conversation. There is no “right or wrong” way of doing it, and doing something to address stress is better than doing nothing.

This blog post walks you through how to do it in a practical, supportive, and legally compliant way.

What Is an Individual Stress Risk Assessment?

A stress risk assessment is the same as any other risk assessment you may undertake for any other work-related health and safety risks. It considers the source of potential harm, the risk, actions that can be taken to mitigate the risk, and timeframes for review. The plan should include details of who will carry out the action and proposed timescales for completing those actions.
 
An individual stress risk assessment is essentially a structured conversation and review, between the employee and their manager, that identifies:

• The sources of stress an employee is experiencing at work
• The impact this is having on their well-being and performance
• What adjustments, support or interventions could help to reduce that stress

It should lead to a clear action plan to support the employee and mitigate risks where reasonably practicable. It is important to note that there are always going to be some inherent sources of pressure in a workplace, and each individual is going to vary in terms their ability to cope with, and manage, pressure. There are likely to be some sources of pressure within a workplace where it is not possible to reduce pressure significantly, however, reducing pressure in other areas, even in small ways, can reduce the overall pressures, which makes it easier for the employee to manage pressure in general in the longer term.

When Should You Do One?

You should consider an individual stress risk assessment when:

• An employee tells you they feel stressed, and it is starting to significantly impact on their wellbeing or performance
• You notice signs of stress (fatigue, absence, withdrawal, reduced performance, changes in behaviour)
• There are known stressors in their role or team (change, workload, conflict)
• It has been recommended by occupational health following an occupational health assessment of an employee.

Doing this early shows the employee they are supported and helps to prevent stress escalating into serious health problems, which benefits both the individual and the organisation.

Step-by-Step Guide

1. Prepare

• Know your legal obligations — in the UK for example, employers must assess stress risks under the Health and Safety at Work Act and Management of Health and Safety at Work Regulations.
• Understand the HSE Management Standards — these cover the 6 key sources of stress identified in workplaces and how to reduce these: Demands, Control, Support, Relationships, Role, and Change. These are the areas you will need to assess with the individual. More information to help you can be found on the HSE management standards here.
• Set up a private, supportive meeting — ideally in person or by video if remote.

2. Have an Open Conversation

• Explain the purpose: you are doing this to understand their stress and help reduce the pressures where operationally possible.
• Reassure confidentiality (within the limits of what the organisation may need to act on).
• Ask general open questions, such as:
  • What do you feel is causing you the most stress right now?
  • How is this affecting you at work and outside work?
  • Are there particular times, tasks, or situations that trigger this?
  • What would help to reduce this stress?
• To identify stressors around the specific management standards – consider the following questions:
  • Workload:
    Do you feel overwhelmed by the amount of work or have enough time to complete tasks? If so, which tasks are you particularly struggling with and why?
  • Work Environment:
    Are there any issues with the physical workspace, equipment, or resources needed to perform the job?
  • Job Demands:
    Do you feel you have the right skills, training, and support to meet the demands of their role? Do you have any specific training needs?
  • Control:
    Do you feel you have a say in your work patterns, decision-making, or how tasks are allocated? What could be improved in this area?
  • Relationships:
    Are there any issues with colleagues, managers, or clients that are causing stress? 
  • Change:
    How well do you cope with changes at work, and do you feel adequately consulted and supported? What would help in this area?
  • Role Clarity:
    Are you clear on your role, responsibilities, and how your work contributes to the overall goals of the organization? 
  • Support:
    Do you feel supported by your manager, colleagues, and the organization? What additional support do you feel you would benefit from?
  • Personal Circumstances:
    Are there any external factors, such as family issues or financial concerns, that might be contributing to stress? 
  • Work-Life Balance:
    Do you feel you have a healthy balance between work and personal life? If not, what is the main reason for this and what could improve this?

3. Use a Simple Risk Assessment Template

It is the manager’s responsibility to do the stress risk assessment and help identify solutions that can are reasonable and practical from an organisation’s perspective, however, it is the employee’s responsibility to identify the stressors, as well as help identify possible solutions.

You can structure your risk assessment using categories such as:

You can download free risk assessment templates from bodies like the HSE, or we have developed one that you can access from our website. Download our free risk assessment template here.

4. Agree an Action Plan

• Collaborate with the employee to co-create a plan.
• Be realistic and clear on what the organisation can and can’t offer.
• Examples of actions:
  • temporary workload adjustments
  • flexible working
  • access to EAP (Employee Assistance Program)
  • coaching or mentoring
  • improving clarity of role or processes
  • providing mental health support or training
• Identify steps the individual can take themselves e.g.
  • organising their time differently
  • time blocking time out of their diaries to complete important tasks
  • asking for help with prioritisation

Set review dates and agree how progress will be monitored.

5. Document and Follow Up

• Write up the agreed plan and share it with the employee.
• Keep it confidential and only share with those who need to know.
• Review regularly (every week, month, 6 weeks as appropriate) and adjust the plan as needed, until the stress has resolved or significantly reduced and reached a level of manageable stability.
• Check in informally to show continued support.

Final Tips

• Act early: waiting until an employee is off sick can make the situation harder to manage.
• Listen more than you speak: every employee’s experience of stress is different.
• Consider your tone and empathy: a supportive relationship is key to helping an employee feel supported and may expedite recovery.

Summary

An individual stress risk assessment is not a box-ticking exercise — it is a vital way to support your people, foster trust, and create a healthier workplace. By following a structured, compassionate approach, you can help employees feel heard and supported, and take meaningful action to reduce the risks and impacts of stress. This will hopefully reduce any impact of the stress on the employee’s wellbeing and performance which should ultimately benefit both the employee and the organisation. More information for managers on managing stress at work can be found on the HSE website. If you still need advice in how to conduct a stress risk assessment for your employees, please call us as we provide free telephone support on this.