Effective Communication to Improve Safety Maturity

Safety Maturity Assessment Element 7 – Communication

This month we are talking about the vital and varied aspects of workplace health and safety (WHS) communication. When we use the term communication it can mean many things. So let’s clarify, when reviewing the maturity level of WHS communication within an organisation we look at:

• Communication effectiveness
• Openness and inclusiveness, and the extent to which messages are communicated outwards
• Influencing upwards, particularly around the opportunities for employees to speak up about safety
• Whether communication plans exist and how they are structured and shared
• Quality communication antecedents such as posters, videos, documentation, signage and information available online
• Targeting Communications to the right audience
• Effective meetings that are goal oriented and achieve specified outcomes

WHS Communication Effectiveness

What does good communication look like?

Good WHS Communication has a few distinct features and practices

1. Use of various communication methods, channels and tools that cater to the people you are communicating with. Consider the content/topic and what channel is best suited e.g.

• A meeting
• An email
• A quick face to face chat
• Alternative modes of communications (instant messenger, social media, intranets)

Sometimes multiple modes of communication are required to either clarify or ensure you are catering to the ways different people engage and consume information. Don’t assume what is the best way, talk to your audience/colleagues and find out what works for them and where the challenges are.

2. A blame free environment helps to create a “speak up” culture that encourages positive and effective communication. If someone is fearful of repercussions they are less likely to speak up, report or event remind a friend or colleague of a safety hazard or issue.

3. Leaders and employees that listen to understand. An environment full of people who focus on listening instead of speaking, responding and reacting truly focus on the issues and foster a community that is motivated to make health and safety better.

Top tips for listening include:

• Try to keep a clear mind while engaging in conversation and avoid just thinking of other things while maintaining eye contact (This can be particularly hard when you are busy so consider re-scheduling the chat if necessary).
• Keep your mind clear and open - we all know not to interrupt if the solution to a problem comes to you at the beginning of the conversation. Also consider and allow your original idea to change after truly listening to what the person is saying.
• Before responding stop and think, is this helping or am I saying this to feed my own ego. Think about what information is truly useful to them.
• Reset between meetings and conversations, slow down and even make some notes about your conversations to help you remember exact details.
• Put your phone away and don’t let it distract or interrupt you.

4. An environment where feedback is always provided. Following up and closing the loop is a vital part of the communication process to ensure your communication with others continues to improve over time. Without feedback we don’t know what to improve on and we don’t know what worked well so progress is stalled.

What outcomes do you get from good communication?

Good communication helps us in the workplace overall and specifically in regards to WHS, some of the positive outcomes include:

• Employees are highly engaged and feel understood and comfortable to speak up.
• An honest workplace is productive and constantly improves resulting in a talented and confident workforce.
• Information is presented accurately and concisely, people are understood and actions ensue
• Conflict is solved quickly and/or avoided creating a more positive environment and culture with good workplace relationships.

How do you work out what suits your team/organisation best?

Avoid assumptions - always speak with your colleagues and find out what works for them. Every individual communicates differently and has learnt how to communicate differently.

Test and reiterate - Be prepared to adjust things along the way and always ask for feedback.

Look for signs of miscommunication - If nobody is speaking up, providing feedback or engaging they may feel afraid to do so or they may not have interpreted information correctly.

Learn from others - Take a look around in other areas of your workplace and see what is working and what can be improved. 

For more information on Effective WHS Communication contact us.