There’s a reason why construction hand signals, safety signs, and warning labels are so standardized: clear communication is essential for workplace safety. Yet, internal safety communications often fall short. You want your safety messages to be understood and followed so here are 3 tips for avoiding common pitfalls.
Clear and Concise Messaging
You want to make sure that all employees understand the safety protocols without any confusion. Misunderstandings mean unsafe practices and a higher risk of accidents.
So:
- Simplify language: Use plain language and avoid technical jargon.
- Use visual aids: Incorporate visuals like diagrams, flowcharts, and infographics to illustrate complex information.
- Structure information: Break down information into bullet points or numbered lists for easy reading.
For example, instead of sending a lengthy email about fire safety procedures, create a one-page infographic that outlines the steps to take in case of a fire, including clear labels for emergency exits, and place it in common areas so that everyone is more likely to get the message quickly and clearly.
Consistent and Regular Updates
Regular updates keep safety protocols fresh in employees’ minds, which means everyone is aware of any changes. Outdated practices can compromise safety, so you want to avoid that.
Ideally:
- Scheduled communications: Set a regular schedule for safety updates, such as monthly newsletters or weekly safety briefings.
- Multi-channel distribution: Disseminate information through various channels, including emails, intranet posts, physical posters, and team meetings.
- Track and acknowledge: Monitor the receipt and understanding of these communications, and acknowledge employees who consistently engage with the content.
For example, it’s a good idea to implement a monthly “Safety Update” email that includes recent incidents, lessons learned, updates to protocols, and safety tips. And follow up with a brief discussion in team meetings to really reinforce the messages.
Encourage Feedback and Reporting
You want to encourage feedback and reporting to foster a culture of safety where employees feel valued and empowered to contribute to workplace safety. Chances are potential hazards that management might overlook are identified.
So:
- Anonymous reporting systems: Provide anonymous reporting channels such as suggestion boxes or digital forms to make employees feel comfortable reporting issues without fear of retaliation.
- Active listening and response: Actively listen to employees’ concerns and suggestions, and respond promptly with actions or feedback.
- Recognition programs: Recognize and reward employees who regularly contribute to safety discussions and report hazards.
For example, it’s a good idea set up an anonymous reporting form for safety concerns online and visibly display a physical suggestion box in a common area. Regularly review submissions and discuss them in safety committee meetings, implementing changes where necessary and acknowledging the contributors in company-wide communications. This means you’re showing everyone that their input really matters and leads to real changes.
While navigating internal safety communications can be tricky, there’s no reason why some level of effectiveness can’t be reached.