Tackling the Challenges of Getting UK Field Service Teams to Sign RAMS

Risk Assessment Method Statements (RAMS) are essential in UK health and safety compliance, particularly in high-risk industries such as: construction, engineering and field services. They’re not just a legal formality, they’re a critical tool in preventing accidents, clarifying procedures and protecting lives. Whilst many office-based teams follow these protocols without hesitation, field service workers can be notoriously reluctant to engage with RAMS, let alone sign them.

So, why is it so hard to get those signatures? And more importantly, how can we fix it?

The Common Challenges:

Perceived bureaucracy: many field engineers and technicians view RAMS as just another layer of red tape. They often associate paperwork with delays, unnecessary complexity, or a ‘tick-box exercise’ that slows them down when they just want to get on with the job. For example, someone who’s been doing a job the same way for 20 years may feel they don’t need a document to tell them how to do the job safely. This attitude is rooted in experience and confidence, but it can quickly lead to shortcuts and unchecked risks.

Poor accessibility: field teams are often on the move- working in vans, remote sites, or client premises. Expecting them to download, read and physically sign multi-page documents (sometimes printed, sometimes buried in a company portal) isn’t realistic. If accessing or completing RAMS becomes a logistical headache, it won’t happen- or it’ll happen too late.

Lack of engagement or understanding: sometimes the RAMS themselves are the problem. If they’re overly technical, generic, or full of jargon, workers simply switch off. Many don’t truly understand the “why” behind them- they see them as something written by HSE for HSE, not a document that actually keeps them safer.

Time pressures: deadlines are tight, clients are waiting and sometimes a job simply needs to be done that day. If the RAMS process is seen as a barrier to productivity, it becomes the first thing to be skipped. Especially if there’s no clear enforcement or consequence for skipping it.

Digital literacy & tech gaps: while younger teams may be comfortable using mobile apps and digital forms, others may struggle with portals, logins, PDF sign-offs or overly complex systems. If the digital solution isn’t intuitive and user-friendly, it becomes a burden.

The Consequences of Non-Compliance

It might feel like a small issue- just one unsigned RAMS. But that missing signature could be a potential legal time bomb. In the event of an incident, if there's no proof the operative was briefed and agreed to the control measures, both the business and the individual could face serious consequences:

• Prosecution or fines under the Health and Safety at Work Act 1974
• Invalidated insurance claims
• Reputational damage
• Workplace injuries or fatalities

It’s not just about ticking boxes- it’s about protection, prevention and proof.

How to overcome these challenges

Here are practical, proven strategies that can improve RAMS engagement and signature compliance in field service environments:

Create RAMS that are relevant and readable- tailor your RAMS to the specific task and team. Avoid generic statements- instead, describe the exact equipment, environment and hazards the team will face. Keep the language clear, active and free of unnecessary technical jargon.

TIP: Include visuals like photos or diagrams for complex or high-risk activities. A picture really is worth a thousand disclaimers.

Use smart digital tools- invest in mobile-friendly RAMS platforms that allow teams to review and sign documents directly from their phone or tablet- even offline. Look for systems that:

1. Send auto-reminders before a job starts
2. Record digital timestamps and location of signature
3. Include checkboxes to confirm understanding, not just acknowledgement

Avoid clunky PDF downloads or printouts if possible- frictionless signing means faster compliance.

Train teams on the “why”- don’t just train field teams how to complete RAMS- train them why they matter. Link each section of the RAMS back to real-world scenarios they might face. Run toolbox talks that use case studies of accidents where missing or misunderstood RAMS led to serious consequences. This real-world context changes the tone from "bureaucracy" to "self-preservation."

Create a culture of accountability- field teams respond better when RAMS are part of a culture of shared safety, not just another task imposed from above.

1. Get team leaders to lead by example and ensure they’re the first to complete and sign RAMS.
2. Recognise (and even reward) consistent compliance.
3. Include RAMS engagement as part of regular reviews or appraisals.

It is crucial to follow up when RAMS aren’t completed. If you tolerate non-compliance once, you’ve set a new precedent.

Involve the team in creation- where possible, involve workers in the creation or review of RAMS- especially for recurring tasks. This improves buy-in and reduces the chance of important practical details being missed. They’ll also be more likely to follow a process they’ve helped shape.

Keep it brief where possible- a 10-page RAMS for a 15-minute job is overkill. Use task complexity and risk levels to scale your documents appropriately. Create RAMS templates for routine or low-risk tasks and use detailed method statements only where they’re truly needed. For example:

1. Low-risk job: quick checklist with signature
2. Medium risk: short RAMS with visuals and method summary
3. High risk: full RAMS with briefing, Q&A and digital sign-off

Offline options for low-tech environments- if some sites have poor connectivity or older teams struggle with mobile systems, offer paper-based or hybrid options- but ensure they’re backed by admin processes that scan, upload and store these in one place quickly. The point isn’t to force how they sign- the goal is that they do sign and it's recorded.

Appoint RAMS Champions- nominate RAMS Champions within your field teams- someone on the ground who takes ownership of ensuring documents are read, understood and signed before work begins. Give them training, recognition and support from senior managers. This peer-driven approach often works better than chasing from the office.

Summary

Getting RAMS signed in the field isn’t just about compliance- it’s about creating a safety culture that works in real-world environments. When RAMS are accessible, relevant and clearly tied to team safety, the signature becomes more than a scribble- it’s a commitment.

The goal isn’t to catch people out, it’s to keep people safe.

So the next time someone rolls their eyes and says, “Do I have to sign this?”  you’ll be ready with a better answer than just “Yes.” You’ll have a system that earns their respect, protects your business and saves lives.