You're struggling to relay safety updates to your facility staff. How can you ensure effective communication?

Understanding the unique needs of your facility staff isn’t just about better communication—it’s about driving performance and safety. Let’s face it, not every message is relevant to everyone. Maintenance teams need critical updates on the latest equipment safety measures, while office staff? They care about things like evacuation routes or facility updates. By segmenting your communication, you’re not only speaking directly to the needs of each group—you’re showing respect for their role. This targeted approach leads to faster response times, increased engagement, and a stronger team. It’s about precision, not quantity. Isn’t that what every facility manager should strive for?

In facilities management, contractors are always in the front line delivering various services for this function. From my previous experiences in Oil and Gas sector, I would recommend including any important safety update in the daily TBT (tools box talk) delivered prior to start any work covered by PTW (Permit to Work): in that way, we will ensure that concerned employees are aware of the safety update related to their job. FM Supervisors and Safety advisors should be the main responsible to make that successful.

Asegúrate de que cada grupo de trabajadores reciba la información de seguridad que es relevante para sus tareas y riesgos. Así, todos estarán mejor preparados para actuar de acuerdo con sus funciones.

To ensure safety updates are communicated effectively to your facility staff, use clear and simple language in all messages. Share updates through multiple channels like emails, notice boards, and team meetings to reach everyone. Regularly schedule short safety briefings or toolbox talks to discuss important updates in person. Use visuals, such as posters or charts, to highlight key safety points. Encourage staff to ask questions and provide feedback to ensure they understand the updates. Lastly, make sure safety information is easily accessible to all staff at any time.

It's simple, communication, training, accountability exercises and continuous improvement. If you have been around long enough, you have experienced a safety event. I like to let my staff know that training will not only protect the facility occupants, but that the knowledge can be taken home to protect family and community. In the wake of a large scale disaster, we have to be not only prepared to be self-reliant, but also poised to help others, in a way that community should. ALL FACILITIES STAFF MUST BE UBER TRAINED IN CPR W/AED, FIRE DEPARTMENT TRAINING AND MORE. And if you are in charge of a facility and have not made this fact imperative to management and your staff, then you have already failed.

Utiliza los canales que funcionen mejor para tu equipo, como aplicaciones móviles, correos electrónicos, pizarras o reuniones rápidas. Asegúrate de que la información llegue de manera rápida y eficaz.

Emails? They’re great, but let’s be honest—they don’t reach everyone effectively. Imagine relying on a single channel and hoping your entire staff sees the critical updates. Risky, right? A multi-channel approach is the game changer. Digital screens in common areas? Perfect for instant visibility. SMS alerts? Direct and hard to miss for urgent updates. And don’t forget regular briefings—face-to-face always adds weight. You need to cover all your bases because one missed message could lead to serious consequences. Communication should be dynamic, tailored, and accessible—always. Reaching everyone, every time, without fail.

Choosing the right communication channels is essential for efficient facility management. Beyond emails, consider leveraging mobile apps tailored for workplace communication, where employees can receive instant notifications and updates. For teams that are frequently on the move, walkie-talkies or hands-free communication systems can be invaluable, especially in emergency scenarios. Additionally, dedicated project management tools or platforms allow real-time collaboration and status updates, helping to ensure that information is disseminated effectively. The goal is to provide clear, accessible communication that suits the varied needs of your workforce.

- Use a multi-channel approach for communication (emails, digital screens, SMS, meetings). - Tailor channels to fit different staff needs and locations. - Send urgent updates via SMS for immediate attention. - Display key messages on digital screens in common areas. - Hold regular meetings or briefings to reinforce important information.

To ensure effective communication across your team, it is essential to use multiple channels, including mobile apps, emails, digital displays, and in-person meetings. Relying on just one method can lead to missed information, especially when time-sensitive updates are crucial. For instance, SMS alerts are immediate and difficult to ignore, while briefings offer personal engagement. Tailor your approach to suit the urgency and audience, guaranteeing that key messages reach everyone. A dynamic, multi-faceted communication strategy is the best way to keep your team informed and aligned at all times.

Use clear, simple language that avoids technical jargon. Focus on the key points that staff need to understand and act upon. Break down complex information into easily digestible parts. Use visual aids, multiple channel to communicate, promote two-way communications and feedback, and regular reminders.

Evita el uso de términos técnicos o complicados. Los mensajes deben ser fáciles de entender para que todo el personal los asimile sin confusión.

Safety updates shouldn’t read like an engineering manual. If your message needs a translator, it’s already failed. Clear, simple language is your best ally here—no jargon, no complicated terms that confuse non-technical staff. And let’s be real: visuals work. Diagrams, flowcharts—anything that breaks down complex processes into bite-sized, easy-to-understand pieces. The goal is straightforward: everyone, from the maintenance team to the office staff, should know exactly what’s expected of them. No room for misinterpretation. When safety’s on the line, clarity isn’t optional—it’s critical.

Change safety to be a behavioural message and that doing things quicker are not always the answer when assessed against the risk. Simple example is crossing the road, the amount of people who do not spend the extra minutes to cross the road at a control point e.g zebra crossing, but cross 50 yards away and take the risk. But when you look at the cost that 5 minute saving based upon ￡25 per hour is ￡2.08 but the consequences are enormous if you get hit buy a vehicle. So is the behaviour worth it.

It is necessary to create context, explain the "Why" of each control, the obvious needs to be said and above all that security is not to create KPIs but to ensure that people return healthy and happy to their families.

Programa entrenamientos periódicos para que el equipo se familiarice con los nuevos protocolos de seguridad. Ejercicios prácticos y simulaciones ayudan a reforzar el conocimiento adquirido.

Regular training is crucial, but introducing scenario-based training can take it a step further. In the context of facility management, this involves creating realistic simulations of potential safety hazards or operational issues, allowing staff to practise their responses in a controlled environment. By applying theoretical knowledge in practical situations, employees are more likely to retain the information and respond effectively when real incidents occur. This approach not only reinforces safety protocols but also enhances problem-solving skills and fosters a proactive safety culture.

Safety training isn’t a “nice to have”—it’s a non-negotiable. Regular sessions are the backbone of a solid safety culture. They aren’t just about ticking boxes; they’re about diving deep into new procedures, answering real questions, and reinforcing the protocols that keep everyone safe. The key? Timing. Don’t schedule these sessions when half the team is unavailable. Make them accessible, relevant, and interactive so everyone leaves with a clear understanding. Because when safety becomes second nature, compliance follows naturally. This isn’t just training—it’s prevention in action.

Regular safety training is essential for fostering a proactive safety culture. By integrating scenario-based exercises and realistic simulations into these sessions, employees can apply theoretical knowledge in practical situations, ensuring better retention and effective response during real incidents. Making these sessions accessible, interactive, and well-timed strengthens protocol adherence and enhances problem-solving skills. This approach shifts safety from a mere compliance task to an active prevention strategy, creating a workforce that is well-prepared and engaged in maintaining a safe work environment.

If your communication doesn’t invite feedback, it’s one-sided—and that’s a missed opportunity. Establishing a feedback loop is not just about improving your messaging; it’s about empowering your team. Encouraging staff to ask questions or voice concerns around safety updates does more than clarify—it builds trust. Whether it’s through surveys, suggestion boxes, or direct conversations, these inputs allow you to fine-tune your strategy in real time. It’s not just communication; it’s collaboration. And when your team feels heard, they’re more engaged and committed. In the end, a feedback loop isn’t optional—it’s essential.

Always use two-way communication to improve safety updates. Timely feedback and review and corrective actions on time, based on the feedback will help to maintain a systematic approach. Also, encouraging staff to raise questions to conduct different audits etc will help to improve safety as well.

Invita al personal a hacer preguntas y ofrecer sugerencias sobre las actualizaciones. Esto asegura que cualquier duda sea aclarada y que todos se sientan parte del proceso.

Two-way communication is critical for safety updates, as it promotes engagement and builds trust within the team. Establishing a feedback loop, whether through surveys, suggestion boxes, or direct conversations, empowers staff to voice their concerns and ensures that safety measures are understood and improved in real time. This collaboration fosters a sense of inclusion and accountability. By encouraging questions and suggestions, you not only enhance clarity but also strengthen commitment, leading to better outcomes. Ultimately, feedback is not just a tool—it’s essential for continuous improvement.

Continuous improvement in facility management also involves regularly assessing and upgrading the technology used to manage safety protocols. Introducing digital systems, such as mobile apps or online portals for reporting safety issues, can streamline communication and make it easier for staff to stay informed. Regularly evaluate these tools to ensure they are user-friendly and up-to-date. By integrating modern technology into your continuous improvement strategy, you enhance efficiency and keep the team engaged in maintaining a safe and productive environment.

Revisa regularmente la efectividad de tus métodos de comunicación y ajusta lo necesario en función de las necesidades de seguridad y los comentarios recibidos. Esto permite una mejora continua en la transmisión de la información.