Strengthening Safety Communication: 4 Breakdowns to Eliminate Now
Safety messaging is essential for preventing workplace injuries, but communication gaps can cause critical guidance to get lost. Learn four common reasons safety messaging breaks down and how safety managers can restore clarity, trust, and engagement.
- By Mia Barnes
- Feb 12, 2026
Safety managers are responsible for preventing workplace injuries, and they can do so through a variety of techniques. Safety messaging can be an effective way to promote practices that help employees maintain their health and well-being. However, gaps can prevent employee A's advice from reaching employee B. Workers may pay less attention to safety practices and rely on themselves amid complex project network issues. Addressing the following common reasons safety messaging breaks down can help restore more effective communication.
Hard-to-Understand Safety Language
Organizations shouldn’t assume that employees immediately understand workplace safety requirements and practices. Not all workers get the technical jargon that more experienced crew know how to decipher, and they may not ask for clarification for fear of how they will be perceived.
You may also face language barriers if some of your workforce speaks English as a second language. Employers should offer safety training that all workers can understand, taking into account both vocabulary and language. Figure out what your crew currently knows, as well as what they don’t know. Make sure that you gather this knowledge without demeaning your workers. To demonstrate good intentions, it’s critical to communicate that your priority is their safety and well-being.
Once you have a concrete understanding of what kind of vocabulary and language the workers are most comfortable with, you can build a more cohesive and understandable safety training program. As a rule, focus on using common safety terms and encourage asking questions.
Improper Record Keeping and Relaying
Internal miscommunication can occur when sharing or documenting safety messages with the crew. For instance, manual documentation can make it difficult to track which safety practices are still in use and which have been discontinued. There are also other categorizations, such as safety training, on-site hazards and more, that need to be carefully recorded to help shape safety management.
Organizing physical records can strengthen the project network. However, migrating to digital records may also be beneficial, as it’s easier to streamline and retrieve data as needed. Plus, it tends to be more secure. Either way, printing and posting guidelines or offering physical copies allows workers to refer to safety guidelines and keep them top of mind throughout the day.
Other elements, such as signs, labels and floor markings, can also enhance safety messaging in the long run. Just remember to be intentional with their installation. Floor markings for equipment should be at least three feet wider than the largest equipment within the aisle. The line itself should have a width of two to six inches and should be clearly visible. Yellow indicates caution, while red signals danger.
Lack of Changes from Feedback
Communication is a two-way street, and it’s critical to receive feedback from workers regarding how they uphold safety practices and what could be improved. Unfortunately, the cycle of safety messaging can break down due to a lack of follow-through on workers' feedback.
People value recognition for their contributions, which is why it’s important to understand their concerns and recommendations to make workplaces safer. Fulfilling their recommendations is also a way to spark stronger employee engagement, which helps keep the workforce 18% higher than competitors.
Actively listen to people’s feedback and review it to develop actionable plans. Make sure that employee input is highlighted as a reason for the changes and celebrate these shared efforts as a way of protecting everyone’s health and well-being. Beyond that, continue cultivating a safety culture that encourages people to speak up. Regular check-in sessions can help you gather feedback for continuous improvement.
Anxiety and Negativity Surrounding Feedback
Some employees don’t talk about risks they notice on-site. They may feel anxious about speaking up or worry that others may think they are overreacting. If they’re speaking up about another co-worker, they may fear retaliation or the perception of being a snitch. Adding an anonymous suggestion box can help people share what they notice without creating friction among team members.
Some workers may be negative about receiving feedback from superiors. Being told that you’re doing a task improperly is hard not to take personally. However, managers need to break through that negativity and continue communicating with them, as it could help prevent injuries and fatalities.
A 2023 survey found that 19% of workers feel not too or not at all satisfied about the amount of feedback they receive, which suggests that they are open to knowing their areas of improvement. Be careful with your words and use positive reinforcement.
Recognize and Resolve Safety Messaging Gaps
At the core of it all, employees need to focus and trust safety messaging within project networks. Managers must capture their attention and work together with them. With clear communication and practices, it’ll be easier to attain safety.