Safety Instructions–Getting Your Point Across

As supervisor, you need to convey safety instructions to your employees. Whether it is in the form of a safety meeting, a quick demonstration, or in writing, your instructions must be clear and concise to be effective.

Oral instructions

Few supervisors realize that there is a knack to instructing. The way you speak has a lot to do with whether or not your instructions will be carried out. Here are some tips for making the most of your safety advice:

• Be specific—Tell the employee exactly what’s expected of him or her. Telling someone to be “careful” is too general. Instead, say “Turn off the machine before retrieving the item.” Or “Use this tool for the job.”

• Be confident—If you’re sure of yourself and convey that feeling, you’ll inspire respect and compliance from your employees. You can’t act confidently if you are not fully versed on the safety procedures for every job in your area of responsibility. If you don’t know or aren’t sure about some of these procedures, find out. Take safety courses and read up on the topic.

• Repeat the instructions—Employees can misunderstand instructions when someone gives them orally and speaks quickly. Also, English may be a second language for some. That’s why it is important to repeat the instructions several times. Then ask the employees to explain what you just told them. You can even ask them to demonstrate what you just said.

• Check to make sure—Next time you pass the area, make a point of observing if employees are carrying out your instructions. Correct them on the spot if they are not complying fully.

Here are some things to avoid when giving instructions:

• Never give conflicting instructions.
• Don’t assume a worker understands what you said.
• Don’t get bogged down in excessive detail. Keep everything simple.

Written Instructions

Written handouts, safety posters, and signs are a great way of imparting important safety information. Handouts should be used during safety training sessions. If your employees speak another language, you should provide these handouts in both English and their native tongue.

Posters should be used to enhance your safety training, but should never be used as a substitute for a complete safety program. Effective posters grab your workers’ attention with simple images that provide an instant impression. The combination of the picture and message should be easy to understand. Use upbeat positive messages, rather than scare tactics. Place the posters wherever employees congregate, such as the lunchroom or break area.

Safety signs should be placed close to the equipment or hazards that are the topic of the sign. During your training sessions, point to the sign and explain the warnings and instructions. Pick signs that utilize pictures or symbols effectively, rather than written instructions. Don’t use too many signs in one area and replace those that are worn out or where the hazard no longer exists.

Checklist for Safety Instructions

• Do you provide specific safety instructions?
• Are you confident when you provide these directions to your employees?
• Are you knowledgeable about the safety procedures in your department?
• Do you repeat instructions to make sure you are understood?
• Do you ask your workers to explain what is expected of them?
• Do you ask your workers to demonstrate what was just explained to them?
• Do you check later on to see if your instructions are carried out?
• Do you avoid giving conflicting instructions?
• Do you give simple, clear instructions, rather than detailed ones?
• Do you provide posters that cover relevant safety topics?
• Are your posters upbeat and positive?
• Do your posters address a specific hazard and offer a clear solution?
• Do the posters grab your attention?
• Are your safety signs posted near the machinery or hazards that the instructions address?
• Do the signs use pictures and symbols effectively?
• Do you regularly replace old signs with new ones?
• Do you offer written and oral instructions in other languages besides English if needed?