How to Communicate Health and Safety Effectively
Table of Contents
- Importance of Communication in OHSMS
- Health and Safety Policies Communication
- Principles of Effective Communication
- Clarity in Communication
- Knowing Your Audience
- Electronic Communication Challenges
- Organizational Challenges and Solutions
- References
- Bibliography
Importance of Communication in OHSMS
Effective written and verbal communication is very critical to the management of occupational health and safety. Every requirement of the OHSMS itself are in written form and it is adopted by the organization. To implement these requirements, communication is a process that cannot be overlooked. It is very impossible to implement the OHSMS without communication. The Role of written and verbal communication is an invaluable one.
Health and Safety Policies Communication
The organization establishes health and safety policies and procedures in written form and communicates this in writing by publishing on notice boards or verbally during meetings such as health and safety inductions and trainings. Another point worth noting is the effectiveness of written and verbal communication. Communicating health and safety information to interested parties can be effective or not. By this it means that the purpose for which the communication is being established must be met. Whatever becomes an obstruction in achievement of an effective verbal and written communication must be removed. A number of principles can be followed to ensure that effective written and verbal communication is realized.
Principles of Effective Communication
First is the purpose of communicating: This also informs what the outcome of the communication process should be. The reason for which the organization initiates a communication process could be to see workers comply with a health and safety policy that has been largely ignored by workers. For example contractors are usually spotted smoking at areas that are not designated for smoking. The Health and Safety Department with the approval of the CEO developed a Smoking Control Policy which was written and pasted on all notice boards and then verbally communicated in an Awareness session. Again the policy is communicated to all new workers and contractors. Effective communication is evident here due to the fact that no worker has been seen to be smoking outside unauthorized areas.
Clarity in Communication
Secondly the principle of Clarity must be considered. Where Written and Verbal communication must be clear. In terms of writing, it must be legible so that everyone is able to read. Example, a computer typed health and information that is to be printed and read out to workers can have a font size of 12 of the Arial type font in Microsoft word as a good start. If information has to be pasted on a notice board it must be bigger. 14 font size won’t be bad. For verbal communication there has to be clarity of expression so that the person sending the information can have command and fluency over the language used. And the consideration of main language with translations when needed. There must also be coherence in what is being said.
Knowing Your Audience
Knowing the audience is absolutely important. This is because it informs a person on what the content of a message should be. For example when communicating the outcomes of reactive monitoring to non-specialist workers, a simple diagram with practical examples can help. This means the audience will be able to appreciate and dissect whatever is delivered to them. One must follow procedure in communicating health and safety information internally and externally. This is because all organizations have different scope of work and internal processes that makes it possible to reach out to workers as and when required. It is therefore a good point of call to refer to what the policy says. This is also important for internal control as some level of confidentiality may apply.
Electronic Communication Challenges
Communicating health and safety information through electronic means can be quick and convenient but may come with its own challenges. In (pen+pixels, 2017) it has been cited that “electronic communication has pitfalls and limitations that many professionals still haven’t fully mastered. Combine that with general information overload and you have a recipe for miscommunication (or missed communication) that can cause errors, waste time, and damage relationships with important stakeholders”.
Organizational Challenges and Solutions
One has to be able to send and receive information and ensure that there is no break in communication. Some of the challenges faced by the organization is having the workforce with aptitude for using computers. Something basic as composing an email is rather difficult for most matured workers who were not introduced to computer technology on time. The company encourages CPD in computer knowledge and is investing in capacity development in computing. By doing so there will be a workforce who are computer elites and can combine written information to achieve effective information. The organization also ensures that internet connectivity and peripheral devices are made available. To enhance digital engagement, the company is number of zoom meetings throughout the year 2021. (752 Words)
References
pen+pixels, 2017. Effective Electronic Communication, Email etiquette, tips, and turn-offs. [Online]
Available at: https://www.penandpixels.com/all-articles/effective-electronic-communication/
[Accessed 20 April 2021].
Bibliography
Geller, E.S., 2018. The communication dynamic for OSH. Professional Safety, 63(09), pp.44-49.
