So you’ve created your risk assessment – tick. You’ve saved it to your company’s intranet and told affected persons that it exists and where to find it. Great job.
But how do you ensure it is used as a living, breathing guide that influences employees to think safety first in all that they do?
Effectively communicating risk assessments involves more than just presenting data or outlining potential hazards—it requires bridging the gap between the message and the listener to ensure understanding, engagement, and action. A well-crafted risk assessment must consider not only the technical aspects but also the psychological and social factors that influence how people receive and act on information. This “bridge” between the message and the listener is crucial in making sure that risk communication is clear, persuasive, and actionable.
Here’s how to build that bridge:
- Know your audience
Understanding the background, knowledge level, and concerns of the listener is essential in tailoring the message appropriately. Factors to consider include:
- Role-specific relevance: Tailor the communication to the roles of the listeners (e.g., frontline workers, managers, or executives) so that the risk feels relevant to their daily activities and responsibilities.
- Prior knowledge: Assess how much the audience already knows about the risks. Overly technical jargon can alienate non-experts, while overly simplified messages may seem patronising to experts.
- Concerns and interests: Be aware of any concerns or biases the audience may have. Address these proactively to build trust and credibility.
- Clarity and simplicity
- Avoid technical jargon: Use simple, straightforward language. Even complex risks can be explained clearly by breaking them down into digestible parts.
- Focus on key points: Highlight the most critical risks and actions needed. Too much information can overwhelm listeners and obscure the core message.
- Use examples: Real-life scenarios, case studies, or analogies can make abstract risks more relatable and understandable.
- Use visuals and data wisely
- Visual aids: Graphs, charts, infographics, and simple diagrams can make complex data more accessible and engaging. However, they must be well-designed, accurate, and easy to interpret.
- Risk comparison: To give context, compare the risks with something the audience understands (e.g., “This risk is similar to the chance of slipping on ice”).
- Prioritise data: Instead of overwhelming the audience with numbers, focus on the data points that most clearly illustrate the level of risk and necessary actions.
- Be transparent and honest
- Acknowledge uncertainties: Communicate openly about any uncertainties or gaps in knowledge. Hiding uncertainties can erode trust if the risks don’t unfold as communicated.
- Balance optimism and caution: While it’s important not to cause unnecessary alarm, underplaying risks can also lead to complacency. Be balanced in presenting both the positive actions being taken and the real dangers involved.
- Incorporate emotion and empathy
- Humanise the message: Connect with the audience on an emotional level by emphasising how the risk might affect their safety, well-being, or loved ones.
- Show empathy: Acknowledge any fears or concerns the listener might have. Showing that you understand their perspective helps build rapport and trust.
- Actionable Information.
- Clear next steps: Provide specific, actionable steps the audience can take to mitigate or avoid risks. Use phrases like, “To reduce the risk of injury, you should…”
- Explain the benefits: Emphasise how following the recommendations will improve safety, reduce risks, or protect health.
- Engage the audience
- Interactive communication: Encourage questions and feedback. Interactive sessions, rather than one-way presentations, can help listeners clarify points they don’t understand.
- Involve the audience: Use risk communication not only to inform but to involve listeners in the solution. This could include getting their input on risk mitigation or safety procedures.
- Contextualise risk
- Probability and impact: Explain the likelihood of the risk happening as well as the severity of its potential consequences. People often overestimate or underestimate risk based on perception alone, so giving context is important.
- Relative risk: Help the audience understand the risk in the context of other, more familiar risks (e.g., “This is less likely than a car accident but more likely than a power outage”).
- Establish credibility
- Expertise and authority: Communicate the credibility of the source. Explain who conducted the risk assessment and why they are qualified.
- Consistency: Ensure that all messaging is consistent across different formats and channels. Inconsistent messages can lead to confusion and erode trust.
- Be prepared to back up claims: Have supporting data or expert testimonials available if listeners challenge the risk assessment.
- Follow up
- Check understanding: After communicating the risk, check for understanding through feedback, questions, or quizzes. This ensures that the key messages were received as intended.
- Ongoing communication: Risk communication should not be a one-time event. Provide updates as new information becomes available or as the situation evolves.
Bridging the Gap in a Workplace Safety Context: Example
If you are communicating a risk assessment about the dangers of heavy machinery to a group of factory workers, a well-designed approach might include:
- Describing the most common incidents with that specific equipment and using a simple visual diagram showing how accidents can happen.
- Offering concrete examples of safety practices that have been proven to reduce incidents, such as proper lockout/tagout procedures.
- Acknowledging that working with machinery can feel routine but explaining that even small mistakes can have serious consequences.
- Using clear language to explain the likelihood and impact of risks, and engaging the workers with questions like, “What do you think are the biggest safety challenges with this machine?”
By tailoring the message to the audience and using techniques like clarity, transparency, engagement, and actionable steps, you can build a bridge between the technical aspects of the risk assessment and the practical understanding needed by the listener.
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