Ensuring Your Safety Documents Are Fit for Purpose and User-Friendly

I have worked in safety for over 21 years, including five years with the safety regulator. During that time, I have often gone into workplaces to investigate a fatality or serious injury incident or conduct an audit, only to be overwhelmed by the sheer volume and complexity of safety policies and procedures "in place", and I work in safety. Hence, I get it; I understand why companies think they need to do it; however, imagine how overwhelming it is for workers who don't work in safety and are trying to make sense of these documents and how they support them in their work when all they seem to do is complicate the job, and that's if you can even understand what the documents are trying to say and do.

Safety shouldn't and doesn't need to be complicated. Yet, often, a lack of understanding of what is required or the fear of being prosecuted or penalised by the regulator in some way can lead to relevance and practicality being replaced by complexity and overwhelm, inadvertently exposing the company and your people to further risk.

My point is simple: for safety to be truly effective, it must work with your people, not against them. It should be a tool that supports them in their work, delivered and presented in a way that they find useful. You don't need complex documents and quality should always take precedence over quantity.

The Gap Between Legal Compliance and Practicality

Work Health and Safety Legislation requires a Person Conducting a Business or Undertaking (PCBU) to manage risk within its operations; however, it is not prescriptive and does not mandate what safety documentation is needed, except for Safe Work Method Statements (SWMSs) required for high-risk construction work. The legislation also does not dictate how safety documentation, including policies and procedures, should be presented, providing organisations with the flexibility to design and present their safety management system in a way that works best for their organisation and their people.

In many organisations, significant resources are invested in developing safety management system documents, focusing on creating "legally" compliant documents to protect the organisation in the event of an incident or to pass a certification or similar audit. These documents are often crafted by external lawyers who are experts in defending cases in court or technical writers who are experts in writing technical-style documentation; Whilst they are experts in their field, they often have limited operational safety experience, little to no understanding of how the human brain processes information and in many cases little to no knowledge of your people and what they do. Their primary focus is crafting documents that, at face value, meet legal requirements and would stand up in court in the event of an incident; however, this approach is sometimes at the expense of practicality, which can expose the company and its employees to more significant risks if no one understands or can follow these documents.

Finding the Balance

We are not saying you should not have documented safety policies and procedures. What we are saying is that you shouldn't just develop them (or buy them; we will get to that in a minute) 'for the sake of having them'; they need to add value, so you need to understand why you need them, what their intended purpose is, how they are going to support the business and, more importantly, your people to keep them physically and psychologically safe. You need to right balance.

Developed and implemented correctly, that means in a way that works for your people; safety policies and procedures can support them and help your business demonstrate that you have 'done everything reasonably practicable' in the event of an incident. But if you do not do it correctly and in a way that works for your people, you may inadvertently create a risk that manifests in the form of confusion, non-compliance, or even incidents, all of which can be avoided with user-friendly safety documentation.

Steps to Ensure Your Safety Documentation Is Fit for Purpose, User-Friendly and Legally Compliant

When developing and implementing safety policies and procedures, you must ensure they are inclusive, user-friendly and fit for purpose. This can be achieved by using plain language, avoiding excessive technical terms, and providing clear step-by-step instructions.

Whether you engage someone to create them for you or buy 'off the shelf' documents, don't fall into the trap of thinking that you have 'ticked the box' and your business is compliant. Here are some simple steps you can take to improve the quality and usability of your safety documentation.

1. Get the right people to develop or review your documentation

If you have outsourced the development of your safety documentation to your company lawyers, external consultants, or technical writers, ensure that they not only know what is required but they also take the time to get to know and understand your people and your business first and then develop the system to meet their needs. Remember: It is one thing to develop documentation that "explains how you meet legislative requirements"; it is another to demonstrate that it is effective and works for your people and your business.

?? Get the right person: Your lawyers might know the law, but they may not know your people or your business. Technical writers might be great at writing technical documents, but safety documentation needs to be practical more than technical. Make sure that the people developing your documentation have practical safety experience and understand the psychology of how people take in, process, retain and retrieve information.

?? Tailor Off-the-Shelf Documents: The same goes for purchasing " off-the-shelf" documentation. Remember, "off-the-shelf" documentation is general in nature and does not consider your business's or your people's specific needs. Whilst it may be 'cheaper' initially, it may cost you more overall if you do not take the time to review the documentation and tailor it to your business and your people.

2. Consider What Is Required and Why:

Before creating new documents (or reviewing your current ones), assess what is necessary. Determine if the information can be integrated into existing materials even if they sit outside of the 'safety remit' (i.e., operational, HR, or quality documentation) to reduce the administrative burden for the organisation and complexity and cognitive overload for your people.

?? Assess Necessity: Evaluate the need for each document. Ask if it serves a clear purpose and adds value to the safety system and, more importantly, your people.

?? Integrate Information: Where possible, integrate information into existing documents, systems, or processes instead of creating separate ones. This helps reduce the number of documents employees need to refer to, reducing complexity and the risk of conflicting information and minimising cognitive overload risk.

?? Streamline Content: Simplify and streamline content to avoid redundancy. Focus on clear, concise instructions that are easy to follow.

3. Understand Your Audience:

To create safety documentation that truly resonates, it's crucial to engage with your employees to understand their needs and preferences. This also means being aware of the different learning styles, language and literacy levels, cultural backgrounds, and neurodiversity within your workforce. When you understand your audience needs this enables you to tailor your safety documents to be relevant and easily understandable, ensuring your people can follow them correctly.

?? Learning Styles: People learn differently—some are visual learners, others are auditory, and some learn best by doing (kinesthetic). Catering to these different styles can improve comprehension and retention.

?? Language and Literacy: Use simple language. Avoid jargon and technical /legal terms that everyone may not understand.

?? Cultural Sensitivity: Be mindful of cultural differences that may affect how information is perceived and understood.

?? Neurodiversity: Recognise that individuals with neurodiverse conditions (such as ADHD, autism, and dyslexia) may process information differently. Use clear, concise language and provide multiple engagement means to accommodate diverse cognitive needs.

4. Apply Neuroscience Principles

The human brain is a complex organ but it has limitations. It is also hardwired to respond to certain stimuli, such as colours, images, and structured information. Use insights from neuroscience to make your documents more engaging and easier to process.

?? Engagement: Incorporate elements that capture attention and maintain interest. Use headings, bullet points, and short paragraphs to break up the text.

?? Memory: Use repetition and patterns to help information stick. Visual aids can enhance memory by providing a visual reference.

?? Cognitive Load: Reduce the cognitive load by avoiding information overload. Present information in manageable chunks.

5. Simplify and Clarify:

Avoid legal jargon and overly technical language. Use plain language that is easy to understand. The goal is to ensure that anyone, regardless of their background, can read and comprehend the documents quickly.

?? Plain Language: Write in a straightforward manner. Use everyday words and avoid complex sentence structures.

?? Clear Instructions: Provide step-by-step instructions where applicable. Use active voice and direct language.

?? Consistency: Maintain consistent terminology and format throughout the documents to ensure everything is clear.

6. Use Visual Aids:

Incorporate pictures, diagrams, and flowcharts to break up text and aid comprehension. Visual aids can simplify complex information and make it more accessible.

?? Diagrams and Flowcharts: Using these to illustrate processes and procedures provides a visual representation that can be easier to follow than text alone.

??Images and Icons: Using relevant images and icons to highlight key points and instructions can help convey important information quickly.

??Colour Coding: Using colour to differentiate sections and highlight essential information can help organise content and guide the reader's attention.

7. Create Multiple Formats:

Develop safety documentation in various formats to accommodate different learning styles and preferences. These can include, for example, written documents, videos, audiobooks, e-books, podcasts, interactive modules, and infographics.

?? Written and Digital Formats: Provide both printed and digital versions of documents. Digital formats can include interactive elements that enhance engagement.

?? Videos: Create short videos that explain key procedures and safety protocols. Videos can be particularly effective for demonstrating tasks.

?? Interactive Modules: Develop interactive training modules that allow employees to engage with the content actively. These can include quizzes and simulations.

8. Match the Formality to your Organisational Culture:

Ensure the documents' tone and style reflect your organisation's overall persona and align with your company's brand and culture.

?? Tone and Style: Match the tone of the documents to the organisational culture. A more casual and approachable tone may be appropriate for some workplaces, while others may require a more formal approach.

?? Branding: Incorporating the company's branding elements, such as logos and colour schemes, into the documents creates a cohesive look and feel.

?? Engagement: Use design elements that resonate with employees. This can include storytelling, and relatable examples to make the content more engaging.

The Marketing Approach

We can learn a lot from marketing to make documents more engaging. There is a whole psychology behind things like font, colour, how messaging is delivered, etc. Remember, the legislation does not tell us that documents must be long and tedious, but they must be effective.

Marketing principles emphasise understanding the audience and delivering messages that resonate with them. Similarly, safety documentation should be designed with the end user in mind. By making documents visually appealing, easy to read, and relevant to the audience, you increase the likelihood that they will be understood and followed.

Ensuring your safety management system documents are fit for purpose and user-friendly is not just about meeting legal requirements but practical usability. By understanding your audience and applying principles from neuroscience and marketing, you can create compliant but also engaging and effective documents. Remember, the ultimate goal is to ensure your employees' safety, which can only be achieved if they understand and follow the procedures.

How We Can Help

At Insync Workplace Solutions , we have years of practical experience in safety and a deep understanding of how the human brain works. We combine this knowledge to develop safety documentation that works for your people and your business. Our approach ensures that your safety documents are legally compliant, practical, user-friendly, and tailored to meet your organisation's and its people's specific needs. Let us help you create a safer, more effective workplace. Contact us today to learn more about our services and how we can support your safety management needs.