How To Improve Safety Content Communication
During a recent 5-Day TapRooT® Advanced Root Cause Analysis Team Leader Training, we talked about getting better at safety content communication. Information we distribute to our workers keeps them informed, prepared, and equipped with the necessary tools to work safely. But, it’s more than just distributing information—it’s about motivating people to act. If safety messages are not convincing and at the same time, actionable, they can easily be ignored.
8 Ways to Improve Safety Content Communication
To drive a culture of safety, communication must be explicit, actionable, and reinforced. Below are eight key principles to improve safety messaging and ensure that safety protocols are understood, followed, and sustained.
1. What Needs to Be Done?
The first step of effective safety communication is being clear about what has to be done. Safety messages should always focus on specific actions. Instead of only pointing out potential risks or hazards, clarify the actions that need to be taken to eliminate those risks.
Example, instead of saying,
“Ensure that all employees are wearing PPE,”
say:
“All employees should wear hats, safety gloves, and face shields while handling hazardous chemicals to prevent exposure. Supervisors must make sure that everyone complies during each shift.”
The actionable message is precise and thorough. Because of this, workers get the “what” and know exactly what is expected of them.
2. Who? Determine Accountability.
Safety communications can be effective only if they include who is responsible for each action. If everyone is responsible, then, no one is. So be sure to identify the individual or the group that is accountable for the action.
Example, instead of saying,
“The team must check safety equipment,”
say:
“Supervisors are responsible for conducting daily safety checks on all equipment and ensuring any faulty equipment is reported immediately to maintenance.”
This method makes individuals/groups accountable for their duties.
3. When? Set Clear Deadlines.
Deadlines should be a prerequisite of safety communications. When workers are clear about when a measure has to be taken, they are more likely to take action. A deadline given in the right way will reinforce the need to do it now.
Example:
“All employees are to finish their OSHA training by Friday, March 5th, to maintain the company’s safety standards.”
The sentence is clear, actionable, and it sets a time limit. It creates no doubt and, as a result, it helps individuals prioritize safety tasks.
4. Give a Reason.
Even if the “what”, “who”, and “when” questions are required, the question “why” should never be disregarded. The explanation that an action is really important makes people more willing to do it. The “why” makes the task personal, and increases its relevance to the individual.
Example:
“Using hats, face shields, and gloves when handling hazardous materials will stop chemical burns and possible long-term health issues. It’s your right to be safe and healthy and adhering to OSHA standards is part of that.”
This communication gives the employee both directives and knowledge about the action and how it relates to workplace regulations. It is about teaching people to regard safety as something they know, care for, and prioritize.
5. Use Simple and Understandable Language.
Keeping languages that are too complicated and technical out of the conversation is one of the foremost things to make sure that safety communications are effective. jargon or terminologies that are hard to understand may create confusion among the audience. Instead, use layman’s terms and create sentences that are simple to understand for individuals at all levels of the organization.
In the event that your workplace has a diverse group of employees who are literate at different levels, consider using diagrams and visuals alongside the text. Every so often, visuals convey the message better than words, especially when explaining difficult safety procedures.
6. Give Reminders.
Safety content communication should not be a one-off event. Regular reminders and continued reinforcement are the major factors that ensure occupational safety becomes second nature. You can also use different formats of reminders (posters, meetings, digital alerts, etc.) to get the message across.
Example:
A weekly safety bulletin or a short reminder during team meetings can help reiterate the safety actions employees should take.
7. Follow Up and Measure Success.
When the safety material has been communicated, it is very important to follow up. Ensuring that the actions have been performed and that the expected outcomes are realized are important. This ensures that the communication was received correctly and followed.
Example:
Follow up a new safety measure by checking compliance through audits or spot checks. Gathering feedback is beneficial because it shows if the message was conveyed clearly and if any improvements are desired.
8. Be Clear, Be Actionable, Be Accountable.
Successful safety content communication is not just about sending a message; it is a form of action. By prioritizing clear and actionable steps, assigning accountability, setting deadlines, and explaining the “why,” safety professionals can foster a culture where everyone is aligned to and actively involved in ensuring workplace safety.
Learn More About Communication
By implementing the recommendations above, safety professionals can feel more confident that their content communication will be heard and acted upon. Safety is not merely a list of rules to be obeyed; it is an attitude that must be developed and strengthened daily.
In the 5-Day TapRooT® Advanced Root Cause Analysis Team Leader Training, we deep dive communication problems and how to solve them. There are many moving parts to good communication:
- good work turnover practices,
- understanding verbal communication,
- effective two-way street communication between employees and the company,
- adequate communication of policies,
- and much more.
Plus, in Team Leader Training attendees share best practices and real-life examples. Learn more about it below and consider joining us to improve content communication at your company.
