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Good communication within the organisation
Communication is the two-way exchange of information between people. Workers must receive the information that tells them how to stay healthy and safe, and communicating the hazards and controls of the workplace is an important part of any OHS programme.
To manage health and safety successfully, communication must be effective up, down and across the organisation. There are three methods.
- Verbal communication uses language to pass information by speaking or by sign language. It includes speeches, presentations, conversations and discussions.
- Written communication is writing, typing or printing letters and numbers to convey information. It includes handwritten and typed documents, emails, text chats, memos and SMS.
- Graphic communication uses photographs, art, drawings, sketches, signs, charts and graphs to convey information.
| Method | Advantages | Disadvantages |
|---|---|---|
| Verbal | Less formal and direct; information exchanged quickly; understanding can be checked; clarification can be sought | Time consuming; the listener may not understand; language and dialect; abbreviations and slang; background noise and distraction; hearing problems; ambiguous messages; learning or memory difficulties |
| Written | Leaves a record; reaches a wide audience; can be checked later | Delivery alone does not show understanding; may be ambiguous, unread or inaccessible; literacy and language barriers may require support and feedback |
| Graphic | Recognised symbols can communicate simple messages quickly across language groups | Symbols still need to be understood; limited detail; unfamiliar, outdated or poorly placed signs may be ignored |
Using internal communication effectively
The notice board is a common workplace tool. To work well, it needs a good position in the workplace and regular reviews so that notices are current and relevant. A health and safety notice board might show:
- the OHS policy
- the OHS consultation process
- emergency contact details, such as first aiders and wardens
- the evacuation procedure or plan (map)
- the organisation's OHS objectives
- the location of first aid kits, if not on the evacuation map
- minutes of OHS committee and staff meetings
- legislation updates
- minutes of recent review meetings
- campaigns and social activities
- OHS updates such as safety bulletins and alerts
Notice boards have limitations as a way of passing on safety information:
- the information may not be read
- the boards may not be accessible
- information may become outdated or defaced
- some employees cannot read, and others may not understand what they read
- language barriers may exist
- safety information is mixed with unrelated notices
- there is no opportunity for feedback
Other methods can carry essential health and safety information:
- memos, emails and the company intranet
- toolbox talks and team briefings
- induction training and later back-up sessions
- newsletters, bulletins and payslips
- digital video, including DVDs
- a staff handbook, and safety committees, safety representatives and employee safety representatives
Summary notes for Element 3 · Cheat sheet · Glossary. A study aid, not published or endorsed by NEBOSH.