Good intentions might be one of the critical elements of a JHSC - Joint Health and Safety Committee - but it’s not the only one. If you want it to thrive, clear and consistent communication is a must. No matter the task at hand - managing risks, reviewing incident reports, or discussing improvements - the methods you employ to share information will decide the success of your safety initiatives.
The sole purpose of JHSCs is to bring together representatives from both management and workers so they can collaboratively improve health and safety conditions at the workplace. Transparent and multi-directional communication plays a vital role in ensuring the effectiveness of this partnership.
That said, this can be a challenge in today’s increasingly hybrid and remote work settings. The only way out is mastering different modes of communication. By understanding and applying various communication methods, your JHSC can function more efficiently, make better decisions, and promote a stronger safety culture.
Here are 5 key types of communication your JHSC must use to maintain an environment of collaboration and safety.
1. Oral Communication: Speaking Up for Safety
Verbal communication takes many forms and serves as the foundation of the majority of workplace interactions. From in-person conversations to team huddles, safety meetings, training sessions and video calls - each of these types enables real-time clarifications, active discussions, and immediate feedback. This makes them ideal for delivering instructions and addressing urgent safety concerns.
Face-to-face conversations can help you foster trust among team members, whether you’re reviewing safety audits or conducting hazard assessments. For JHSCs, conversation ensures direct engagement, encourages participation, and helps in the resolution of misunderstandings before they turn into problems.
When to use it: To engage everyone in toolbox talks, pre-shift safety meetings, joint committee discussions, or emergency briefings.
2. Written Communication: Creating a Reliable Safety Record
Any information that’s conveyed in a text format - whether via emails, memos, reports, policies, procedures, signages, or safety manuals - falls under the purview of written communication. Written communication supports the process of documentation. It serves as a physical (or digital) record that everyone has access to, thus maintaining consistency.
For JHSCs, written documentation is critical. It serves various purposes, including recording meeting minutes, tracking action items and ensuring all employees can access key safety protocols. Though less immediate and personal than verbal conversations, written communication is an effective and reliable reference that can be looked up whenever needed.
When to use it: To keep trackable records of policy updates, incident reports, inspection records, hazard bulletins and regulatory compliance information.
3. Non-Verbal Communication: Reading Between The Lines
Tone of voice, facial expressions, body language, gestures and posture - these are the core examples of non-verbal communication. Unspoken as they may be, they can still be interpreted as clear signals, thus affecting how safety messages are received.
It’s critical to establish a uniform set of gestures to denote safety actions so that everyone’s on the same page. As for the rest of the time - during committee meetings or safety training sessions - awareness of verbal cues can help gauge engagement, confidence, or hesitation. For example, actions such asa lack of eye contact, a hesitant tone or crossed arms suggest discomfort or confusion.
It’s critical to note here that non-verbal cues can vary across different cultures, so being mindful and sensitive is key.
When to use it: During interviews, performance assessments, safety coaching, or when observing team dynamics on the floor.
4. Active Listening: To Prevent Misunderstanding
Often overlooked, active listening is actually a very critical part of verbal communication. Giving the speaker your full attention, asking questions and paraphrasing responses to confirm understanding are all a part of active listening.
Active listening in JHSCs ensures that the voices and concerns of front-line workers are not only heard but also validated. Committee members can use this technique to understand diverse perspectives, detect hidden safety concerns and build a culture of inclusion and mutual respect.
When to use it: Feedback collection, incident investigation, conflict resolution and safety interviews are ideal situations to use active listening in.
5. Contextual Communication: Delivering The Right Message
At the right time. With contextual communication, you have to take the environment, the circumstances, the nature of communication, and the relationship between participants into account. That’s because it’s possible for even crystal clear messages to be misinterpreted in the wrong setting. Context matters.
For example, delivering a major safety concern in a noisy break room or sending sensitive information via text might lead to reduced impact or misinterpretation. Hence, choosing the right setting, tone, and format is a must for JHSCs. It supports a clear understanding.
When to use it: It’s a good idea to use contextual communication while discussing sensitive topics, introducing policy changes, or delivering safety feedback.
The Bottom Line: Effective Communication Is A Part Of Safety
Transmitting information is critical, but strong communication in JHSCs extends beyond it. It rests on building a mutual understanding of safety goals and responsibilities. Using the five types of communication listed above can help your JHSC become more responsive, inclusive and effective.
At Act First Safety, we believe that communication is one of the most powerful tools for injury prevention and workplace safety culture. Whether you’re just starting your JHSC or looking to improve engagement, investing in communication skills can make all the difference.
Ready To Strengthen Your JHSC?
Take Act First Safety’s industry-leading training programs to enhance workplace safety practices.
Call us at 416-283-7233 or visit our website to learn more. Let’s build a safer workplace—together.
