Last updated on Jan 23, 2024

How can you effectively communicate safety protocols to building occupants?

As a corporate real estate professional, you have a responsibility to ensure the health and safety of your building occupants, especially in the wake of the COVID-19 pandemic. However, communicating safety protocols effectively can be challenging, as you need to balance clarity, compliance, and convenience. In this article, we will share some tips on how to communicate safety protocols to building occupants in a way that is informative, engaging, and actionable.

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1 Know your audience

Before you craft your safety messages, you need to understand who your audience is, what their needs and preferences are, and how they access information. For example, you may have different types of occupants, such as employees, tenants, visitors, or contractors, who have different levels of familiarity with your building and its policies. You may also have a diverse group of people with different languages, cultures, and communication styles. To know your audience, you can conduct surveys, interviews, focus groups, or observations to gather feedback and insights. This will help you tailor your messages to suit your audience's characteristics and expectations.

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Adedolapo Odutola (Nebosh IG3, ISPON)

Health Safety Environment Officer at Julius Berger Nigeria PLC
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Understanding your desired target audience, the message to be communicated across, how the message is to be communicated and understood, use of the right language to effectively get a message across, understanding the building layout to know where to place signages and information for all to view.

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Jonathan Y. Longsud

"Seasoned Security and Safety Industry Leader Delivers Expertise and Innovation: Driving Excellence in Protection and Prevention."
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Utilize a combination of visual aids, such as signage and infographics, strategically placed throughout the building to convey important information. Implement regular training sessions or drills to ensure occupants are familiar with emergency procedures. Leverage digital communication channels, like emails and mobile apps, to disseminate real-time updates and reminders. Foster a culture of safety by encouraging open communication and addressing concerns promptly. Additionally, consider utilizing a variety of languages and accessible formats to accommodate diverse occupants. Regularly assess and update protocols based on feedback, changes in regulations and etc.

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2 Choose your channels

Once you know your audience, you need to choose the best channels to deliver your safety messages. You want to use channels that are convenient, accessible, and reliable for your audience. For example, you can use email, text messages, or mobile apps to communicate with occupants who are always on the go, or use posters, flyers, or signs to communicate with occupants who are on site. You can also use multiple channels to reinforce your messages and reach a wider audience. However, you should avoid using too many channels that may confuse or overwhelm your audience. You should also monitor and update your channels regularly to ensure that your messages are consistent and accurate.

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Adedolapo Odutola (Nebosh IG3, ISPON)

Health Safety Environment Officer at Julius Berger Nigeria PLC
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Most individuals personally ignore notifications and deny seeing warning signs or posters, which is why choosing the most efficient way to get everyone's attention is ideal and everyone can confirm receiving such information. For example use of emails, calls or mobile apps to communicate to occupants.

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3 Craft your messages

When you craft your safety messages, you need to use clear, concise, and courteous language that conveys the purpose, benefits, and expectations of your safety protocols. You want to avoid using jargon, acronyms, or technical terms that may confuse or alienate your audience. You also want to avoid using negative, threatening, or blaming tones that may cause resentment or resistance. Instead, you should use positive, supportive, and respectful tones that emphasize the importance of safety for everyone and the value of cooperation and collaboration. You should also use visual aids, such as images, icons, or charts, to enhance your messages and make them more appealing and memorable.

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Adedolapo Odutola (Nebosh IG3, ISPON)

Health Safety Environment Officer at Julius Berger Nigeria PLC
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Messages are often misread and misinterpreted which is why when crafting safety messages for people ensure it is clearly interpreted, understood and transparent.

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4 Engage your audience

To communicate safety protocols effectively, you need to engage your audience and invite their participation and feedback. You want to create a dialogue, not a monologue, with your audience and show that you care about their opinions and concerns. For example, you can use interactive tools, such as quizzes, polls, or games, to test your audience's knowledge and understanding of your safety protocols and provide them with instant feedback and rewards. You can also use social media, forums, or newsletters to share success stories, best practices, or tips from your audience and encourage them to exchange ideas and experiences. You can also use surveys, ratings, or comments to collect feedback from your audience and use it to improve your safety protocols and communication.

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5 Follow up with your audience

After you communicate your safety protocols, you need to follow up with your audience and ensure that they are complying and benefiting from them. You want to track and measure the effectiveness of your communication and the impact of your safety protocols on your audience's behavior and outcomes. For example, you can use analytics, reports, or audits to monitor and evaluate the reach, response, and results of your communication and the compliance, satisfaction, and performance of your audience. You can also use recognition, rewards, or incentives to acknowledge and appreciate your audience's efforts and achievements and motivate them to continue following your safety protocols.

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Adedolapo Odutola (Nebosh IG3, ISPON)

Health Safety Environment Officer at Julius Berger Nigeria PLC
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Follow up on feedback from the target audience, if the message communicated is understood and areas with lapses are improved upon.

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6 Adapt to changes

Finally, you need to adapt to changes and update your safety protocols and communication as needed. You want to be flexible and responsive to the changing needs and preferences of your audience and the evolving situations and challenges in your building and environment. For example, you can use alerts, notifications, or announcements to inform your audience of any changes or updates in your safety protocols and the reasons and implications behind them. You can also use feedback, suggestions, or complaints from your audience to identify and address any issues or gaps in your safety protocols and communication and make them more relevant and effective.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Corporate Real Estate

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How can you effectively communicate safety protocols to building occupants?

1

2

3

4

5

6

7

1 Know your audience

2 Choose your channels

3 Craft your messages

4 Engage your audience

5 Follow up with your audience

6 Adapt to changes

7 Here’s what else to consider

Corporate Real Estate

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How can you effectively communicate safety protocols to building occupants?

1

2

3

4

5

6

7

1 Know your audience

2 Choose your channels

3 Craft your messages

4 Engage your audience

5 Follow up with your audience

6 Adapt to changes

7 Here’s what else to consider

Corporate Real Estate

Rate this article

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