Exercise 3

Managing Occupational Health and Safety: Good Communications

The best plans in the world can still fail because of communication; either a total lack of it, or
miscommunication when meanings are lost and what is said is misconstrued or received incorrectly.
Therefore, effective communication needs to be given just as much time and attention as the actual plan
itself, as there is a high probability of failure if the communication element is ignored or not enough
resources are allocated to it.

The topic of health and safety is certainly no different. A lack of clear communication can not only hinder
the unmitigated implementation of a health and safety culture, but can also end up contributing
significantly to a dangerous workplace where accidents and illnesses occur more frequently.

WHY COMMUNICATION IS REQUIRED?

When it comes to devising health and safety plans, communication should actually begin before there is
a need for manager's decisions to be communicated down to staff members. It should start with
involving workers in the hazard analysis process and what they identify to be the most pressing risks to
their safety and health, as they are the ones who work on the "shop floor" all day and will be the ones
who have a greater understanding of the various dangers which currently exist and that management
may not even be aware of. Workers and employees need to be proactive when it comes to health and
safety, bringing issues to the attention of management rather than waiting for them to discover it and
introduce changes.
THE NEED FOR EFFECTIVE COMMUNICATION

Once managers have made the decision to change a way of working or modify/change machinery then it
is vitally important that they communicate these alterations to staff members as they will need to know
what is expected of them in terms of working in a different way. It will also be useful to take the time to
explain why such changes have been necessary, as this should assist with overcoming a lot of objections
and resistance to change in the workplace.

Without suitable communication the transition to a different, safer way of working can become anything
from a slightly longer process to out-and-out chaos if some employees are working in the original way
whilst others work in the new. Production rates can be hit if equipment is changed and operatives are
not given training in how to use the machinery in an optimal manner. In fact, it can actually be more
dangerous than before if operatives have not been trained ahead of operating new or modified
equipment, which ironically goes against the whole reason for making the changes in the first place. It is
imperative that appropriate health and safety training is provided which has been updated and
incorporates any changes that have been made to the workplace or the tasks being conducted by
employees.

COMMUNICATION AND ORGANISING

Communication is also essential when it comes to organising which is another significant part of health
and safety. Without thorough organisation, things can get missed or not planned completely enough,
which again puts health, wellbeing and potentially even lives at risk.

Communication is one of the most vital skills of an occupational safety professional. That’s because your
job isn’t about hard hats or engineering controls – at their core, all safety jobs are about people, and you
have to communicate with your workforce to understand what they need and keep them safe.More
than that, a good EHS communicator is the best resource for safety programs because they’re an open
door. Employees come to them because they know that they will be heard and respected.Looking to
improve your communication in workplace safety? Here are three essential tips for every EHS
professional to keep in their back pocket.Know How to Communicate With Different CommunicatorsIn a
single workplace, you can encounter dozens of workers with wildly diverse personalities. And yet, you
have to communicate with all of them effectively. The first step is knowing how to communicate
effectively, and the best first step is to know how to recognize and communicate with various types of
communicators.

Broadly speaking, there are four basic communication patterns:

Dominant - Dominant communicators believe they’re never wrong. They like to get their opinions out
there right away and tend to bulldoze over others in a conversation. This means they can come across as
aggressive.

Passive - Passive communicators, on the other hand, are indirect and meek. Their central belief is that
you shouldn’t express your true feelings, which is rooted in the notion that other people are right and
you are wrong (despite evidence otherwise). They back down when challenged and accept instruction
even against their own self-interest.
Passive-aggressive - Passive-aggressive communicators back down too, but this is an appearance of
agreement – in actuality, they’ll go behind your back to voice their discontent. They take subtle digs,
hold grudges, and communicate via sarcasm and implication.

Empathetic - Empathetic communicators value their contributions equally to others. Like the dominant
communicator, they communicate directly, but like the passive communicator, they seek compromise
via open communication.

Each communication style values different things and requires different treatment to thrive. Passive
communicators must be encouraged to share their opinion, while dominant communicators value clear
and direct communication but require a firm, diplomatic hand.

Be a Good Listener

To that end, one of the best things you can do as an EHS communicator is to listen more than you talk –
and to be a good listener.

Great listeners don’t just soak up information like a sponge. They actively engage even when they’re
silent. Their body language shows active attention and they consider the emotions of the speaker before
them as well as their actual words. This way, when they do speak, they can respond directly and
completely.

If you’re not sure where to start, the best thing to do is to listen more often than you talk. When you’re
talking, you’re thinking about what you want to say next, which means you miss vital cues from the
other speaker. Instead, invite the other side to talk more often, or simply listen. You’ll be amazed at how
much you hear when you’re quiet enough to pay attention.

Be Clear and Concise

Last but not least, all communication styles benefit from being clear and concise.

Communication (and miscommunication) are all about signals. The more possible interpretations, the
stronger the chance of a misunderstanding. Some communicators interpret this lack of clarity as
deliberate evasiveness, others interpret it as you not paying attention or being unwilling to share
information.

Regardless, everyone benefits from knowing where they stand. When you communicate, regardless of
who you’re communicating with, make your communication clear and to-the-point, with expectations
laid out as clearly as a road map.
Communication in Workplace Safety Is Central to a Successful Safety Culture

If you want a successful workplace safety culture, communication is the lynchpin that holds the whole
culture together. Good cultures are diverse, but they’re all built on clear and open communication.

If you and your team are looking to bolster your communication skills, the best place to start is great
training. That’s where we come in. Our training software makes it easy to check skills, share resources,
and track progress toward the goal. Want to see it in action? Get in touch today to learn more.

CONCLUSION

For a safe place of work, managers therefore need to not only talk about health and safety by creating
effective plans and deciding what needs to be done, but they also need to supplement these words with
action. By communicating procedures clearly and effectively with employees, and putting into place
positive actions, a safe place of work and an active health and safety culture within the business is much
more likely to be achieved and maintained. As a result, accident rates will be minimised and
subsequently an injury or illness befalling a worker, site visitor or members of the public who happen to
be nearby will be much less likely to occur.