One of the most important aspects of your safety process is to communicate regularly on safety issues to keep all employees informed and to solicit feedback and suggestions.

Safety communication is a two-way process between you and your maintenance employees and staff.  Some districts emphasize top-down communications and virtually overlook communications from the bottom-up.  To be effective, both must be incorporated into your process. Include regular verbal and written communication on matters affecting employee safety.  Communications must include:

• Quarterly written or verbal feedback (or both) to all employees on their accident prevention performance
• A process for upward communication as well as downward and throughout the organization
• Tools for communication including memos, bulletin boards, and staff safety meetings
• Feedback, which includes the organization’s overall performance

Implementation

Soliciting employee input on safety matters will do more than simply help your organization communicate more effectively.  By encouraging employees to share their ideas and concerns on safety matters, they will feel more “in on things.”  This results in a happier and more productive work force.

Any experienced safety professional will tell you that some of the best safety ideas have come from discussions with employees during their facility inspections.  Safety professionals realize that information received from employees is often closest to the source of the problem and, therefore, extremely valuable.

You must communicate with employees in a form they easily understand.  If you have languages other than English spoken in your facilities, you must ensure that all safety communications are provided to employees in language they understand.  In addition, some employees may be illiterate and require verbal communication or signage.

Encourage employees to inform you of hazards at the work site without fear of reprisal.  Establish a system of employee notification concerning hazards.  There are two methods for obtaining hazard information from employees:

• Informal method – involves an “open door” policy when it comes to employee safety concerns.  Inform employees that the safety process coordinator is available to confidentially discuss their safety questions, problems, and suggestions.
• Formal method – involves establishing a safety suggestion program.  Install a safety suggestion box in the work area.  Instruct employees to place their written comments and suggestions in this box.  Some organizations provide a form for employees to use when submitting their suggestions.  Employees should not be required to sign their name to their suggestions.  The safety process coordinator is responsible for periodically checking the safety suggestion box.  Feedback should be given to all suggestions.

Whatever method you decide to use – informal, formal, or both – it is important that employee concerns and suggestions receive timely and appropriate responses.

The following four methods of communication are also effective for keeping employees informed on safety practices:

• Safety meetings – provide an opportunity for supervisors and employees to discuss safety issues.  Schedule regular meetings between the supervisor and their employees.  Supervisors can meet with their employees individually or in small groups.
• Postings – there are two types of postings maintained by the safety process coordinator:
  • Safety bulletin boards – use for posting safety related policies, notices, and posters. Generally, safety posters should be updated regularly to remain effective.
  • Safety signs – a constant reminder of safety rules, dangerous conditions, and special precautions.  Safety signs are often posted on machinery, entrances to work areas, and in high hazard areas.
• Verbal communications – This is a common approach to mass communication in the workplace today.  However, it is important to document what is communicated and when for purposes of compliance or training.  Examples of verbal communication include:
  • Training
  • Toolbox talks
  • Meetings
  • One-on-one discussions
• Written communications – there are a variety of types:
  • Newsletters – many organizations have an in-house newsletter where the safety process coordinator may author a safety article on a regular basis.
  • Accident alert notices – use to inform employees of the causes of recent accidents and how they might have been prevented.  Accident alert notices are written by the safety process coordinator after each lost time accident or illness.  Post notices on the bulletin board or send to individual employees.
  • Minutes from safety team meetings – available to all employees.  This may be posted.

For questions or additional information please contact Jim Wirth, 614.546.7331, or jim.wirth@sedgwick.com.