Regular Safety Communication
By Gary Hanson, President, American Safety & Health Management Consultants, Inc
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One of the keys to a successful safety program is regular communication between management and employees. Employees need to be kept up to date on safety-related programs, policies, accidents and the overall effectiveness of the company safety efforts. Ongoing safety training is also an important element that needs to be part of your company’s communication efforts. Posting memos on the safety programs and regular meetings should be a part of your communication efforts. The most effective method is regular meetings. These however, have to be planned and conducted properly. All too often these meetings are not conducted effectively and the desired results of the meeting are not achieved. Some of the major problems with these meetings include the following: Not being scheduled in advance. Being conducted sporadically or canceled entirely. Passing out information for employees to read without time for follow through. Supervisors or presenters not prepared to review the material thoroughly. Meeting area not appropriate for conducting a meeting. All of these distract from the effectiveness of a meeting presentation and have a negative impact on the overall safety program. In order to ensure that the meetings are achieving the desired effect, the following guide should prove valuable: • Plan the meeting in advance. • Select an appropriate location to conduct the meeting which affords limited distractions. • Advertise in advance when the meeting will be held and the main topic to be covered. • Start the meeting on time. • Ensure that the presenter or instructor can easily be heard. • Give employees a chance to report any safety concerns they may have or safety suggestions. Note the suggestions given. • Look around the room to ensure each employee has an opportunity to speak. • Report to the group any actions taken by management to correct unsafe conditions previously reported. • Discuss the safety performance since the last meeting good or bad. • If good congratulate and thank the group. • If not so good ask the group for their suggestions or ways to improve the safety performance. • Discuss all employee accidents and close calls. • Advise of any new programs or policies that are to be implemented. • Discuss these and explain the reasons why these are being implemented. If the meeting is to include a Safety Training Topic the following items need to be considered: • Ensure the presenter or instructor reviews the topic in advance in detail. • An outline should be available. • Key points should be determined in advance. • Relate the topic to the operation. • Start by telling a story or using an example relating to the topic. • Note the Key Points (no more than 5) that is to be covered in the meeting. • For each key point list two (2) to three (3) questions for the group to respond to. • Get employees involved by using the questions. • Ask them to relate their own stories or examples. • The presenter or instructor should lead the discussion. • Note do not read the topic. • Cover each key point one by one. When finished ask the employees if they have any additional questions or comments. • Close the meeting by recapping the items that were covered. • Follow up on any of the items noted by the employees. The meeting should only last between 15 to 20 minutes in total, unless, there is a special topic or items that need to be covered. This format will also allow your company to provide not only communication on your safety programs but reinforce through your company’s safety training program. The time invested will pay your company back many times over. If you are in need of safety related training or programs please give American Safety & Health Management Consultants, Inc., a call at 800- 356-1274. [back]