The Ultimate Guide to Safety Communication for 2025
Communication is critical to good health and safety. It is also one of the areas that many organisations fail to address properly when it comes to improving their safety standards.
Good communication can often mean the difference between life and death in an organisation, and improving it can be done both incrementally and with wholesale changes. Keep on reading to learn more about ways safety communication can be improved and
What are the dangers of poor safety communication?
Poor communication can often lead to accidents if the incorrect details have been relayed to a given team member. Cranes, for example, are frequent victims of communication breakdowns; misunderstandings about load weights, rigging conditions, or environmental hazards can lead to catastrophic failures.
From 2021 to 2024, industry data confirms a troubling trend: the majority of crane incidents stem from human error, poor communication, inadequate rigging practices, and unsafe power line procedures, according to OSHA crane safety statistics. In one specific case, a UK site (Falmouth Docks) stood out when a crane collapse led to a regulatory fine in 2024, drawing attention to how incomplete or unclear communications during operations endangered over 250 people nearby (HSE press release on the incident).
Effective safety communication in the workplace will help to improve the engagement with the team and reduce the time that has to be spent on constant admin and emails. In addition to the top-line communication improvements that can be made to many safety departments, the means of communication can also offer plenty of areas where safety can improve.
The table below illustrates some of the most common means of communication in the workplace and the ways that they can be improved from a health and safety perspective.
| Communication method | Ways to improve | Benefits |
|---|---|---|
| Ensure time-sensitive emails are sent within the suitable time frame and only email when necessary | Increased efficiency, allowing time to focus on big picture safety | |
| Phone calls | Confirm number reading and important details over the phone twice and use phonetics if needed | Reduced risk of misheard information and objectives |
| Meetings | Involve all within the meeting in decision making processes and ensure actions from the meeting are formalised after | More open communication and increased employee engagement |
| Instant messaging | Avoid excessive checking of instant messaging and avoid longer messages if a call would be better | Reduced chance of burnout and anxiety |
The 4 focus areas for safety meetings
In his video, Kevin Burns explains that while safety meetings are a legal requirement, they don’t have to be dull sessions focused only on rules, procedures, and inspections. Instead, they should inspire engagement, build teamwork, and create a positive mindset around safety. Like a coach’s pre-game talk, these meetings can shape how the team approaches working safely. Burns suggests focusing on four themes: accountability, teamwork, respect, and courtesy, which all help create safer, more connected, and more responsible teams.
Kevin Burns’ four key focus areas for safety meetings:
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Accountability – Encourage team members to take ownership of their actions and move beyond simply following rules.
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Teamwork – Discuss how to look out for and protect each other, and speak up if someone is distracted or unsafe.
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Respect – Talk openly about valuing both yourself and your teammates to strengthen team performance.
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Courtesy – Promote proactive, considerate actions that help prevent incidents.
1. Ask workers how they think situations should be dealt with
Involving employees in safety decision-making increases buy-in and compliance. Workers often have first-hand insights that can improve procedures, especially when dealing with site-specific hazards. This engagement also strengthens trust and encourages a collaborative safety culture.
2. Have a clear delegation of tasks that is visible in the workplace
Clear delegation ensures everyone knows their responsibilities, reducing the chance of confusion, overlapping duties, or gaps in coverage. This also helps prevent stress build-up and miscommunication between team members.
3. Measure where engagement is low and tailor communication accordingly
Track attendance at safety meetings, email response rates, and participation in training. If engagement drops, it could indicate that the message format, timing, or content needs to change. Use this data to tailor messages to your audience.
4. Use real-world examples and storytelling to make messages stick
Abstract safety rules can lose impact without context. Use examples from your own organisation or case studies from your industry to illustrate hazards and safe practices. Stories are memorable and make the message feel more relevant and urgent.
5. Incorporate technology to increase reach and clarity
Digital tools can transform how safety information is shared. Consider:
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Safety apps for hazard reporting and alerts
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Virtual training for remote teams
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Interactive signage for real-time reminders
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Data analytics to monitor trends and risks
Technology ensures safety messages are accessible anywhere and can be quickly updated when procedures change.
Communication is essential for employee well-being
Communicating with your team is an essential part of safety and an area that is often overlooked.
Poor communication can not only lead to accidents, but it can also lead to employees and workers becoming disillusioned with the work that they are doing, and this can often pose a threat to the mental health and many workforces. If you want to learn more about communication in safety from Gerry Mulholland (Head of Health and Safety for the Breedon Group), then sign up for free at HSE Network below for access to the article.
Click here for Gerry Mulholland’s insights on communication in safety >>
Common FAQs on EHS communication
It’s the process of sharing information about workplace hazards, procedures, and responsibilities to ensure employees can work safely.
It reduces accidents, improves awareness, boosts morale, and helps create a culture of safety.
It should be ongoing, with regular updates through meetings, training, and digital channels.
Safety apps, virtual training, digital signage, and data analytics tools can make communication more effective and timely.
Track meeting attendance, training completion rates, hazard reports, and employee feedback.
