How Collaboration and Communication Are Key to Safety Efforts

By Ms. Kathy Alward, Staff Writer

Collaboration and communication are crucial to success and ensuring safety in any line of work, but they are especially important in the military for the success and safety of troops and their missions. Most people will agree that safety is a top priority, no matter what the situation; however, according to Power to Create (PTC), a leading software data management company, effective communication and collaboration are vital for seamless operations and customer satisfaction. PTC’s focus is on field-service organizations. In an Air Force context, a field-service organization is one that operates away from central headquarters, conducting operational, technical, or support missions at bases, installations, and deployed locations. These organizations are designed to function in the field—not just in an administrative role—and are able to provide mission support wherever the Air Force requires it.[1]

According to Training Industry, an organization that focuses on the professional needs of the learning professional, established safety procedures may not meet their goal intentions if the teams that are responsible for implementing the goals communicate ineffectively. Ineffective communication has an impact on safety in the workplace. A report by Fierce, Inc., found that eighty-six percent of executives and their employees think that workplace failures are primarily caused by a lack of communication. Training Industry claims that methods are available that can be used to improve safety training and reduce communication errors.

A study conducted by the Aalto University School of Business found that effective communication practices are one of the most important foundations for ensuring workplace safety. The study revealed that good communication creates a culture of awareness and accountability. The study found that employees stay on top of safety policies when clear and frequent communication identifies potential hazards, risks, and procedures. Such communication builds a sense of trust, and workers are more productive when they are not afraid and apprehensive. The study emphasized that workplace safety and compliance training is an ongoing process, and it can be truly effective only if it includes the regular review of current safety protocols and training workers on changes and improvements.

According to Training Industry, mishaps and accidents can be a result of communication barriers that exist in an organization, such as the following:

  • Language differences can cause ideas to get lost in translation and make communication less effective.
  • Cultural differences can influence how people understand and perceive safety information.
  • Psychological barriers, such as resistance to change or worries about potential consequences, can prevent people from fully engaging in training and complying with changes in safety protocols.
  • Organizational barriers, such as a lack of support or feedback, can get in the way of effective communication and safety protocols.

When work conditions change rapidly, keeping the environment as safe as possible can be challenging, according to Safety Stratus, a company working to bring practical innovation to Environmental, Health, and Safety professionals everywhere. Communication, which often involves collaboration, can enhance workplace safety. Safety Stratus identifies three ways that communication can enhance workplace safety, as follows:

  • Communication improves the hazard identification process. Managers must engage in solid conversation with employees who perform certain operations daily and elicit their feedback about hazards they encounter. The Occupational Health and Safety Administration states that involving employees is one of the cornerstones of an effective job hazard analysis because they can speak from experience in performing a similar job and possibly identify hazards that can later be minimized, leading to a safer environment.
  • Employees adhere to safety protocols better with communication, and regular training refreshers can help identify how to implement safety practices properly. Management can collaborate with employees to clarify the rationale of any new safety rules and request feedback to be sure that employees understand the new practices.
  • Open communication channels encourage incident reporting. Mechanisms should be in place that enable employees to report safety incidents in real time. The reporting process should be straightforward and not burdensome to capture all the critical details.

Effective communication and collaboration can be achieved in field service by using some key strategies, according to PTC. PTC suggests the following:

  • Adopt the right tools by using software that integrates communication and collaboration, such as tools that provide real-time messaging, document sharing, and video calls.
  • Establish clear protocols to ensure that everyone is on the same page.
  • Promote continuous learning in peer-to-peer communication and professional development.
  • Use advanced technologies, such as artificial intelligence, to streamline the communication process and enhance efficiency.
  • Recognize and reward teamwork to encourage a collaborative culture and promote a sense of community and mutual support.

According to an article in the Defense Visual Information Distribution Service titled, “16 Key Principles of Effective Communication,” the sixteen key principles of communication include clarity, brevity, empathy, active listening, confidence, body language, timing, adaptability, positive language, feedback, questioning, storytelling, humor, tone, nonverbal communication, and emotional intelligence. In practicing effective communication, leaders should delegate tasks effectively and focus on the most critical issues, according to the article. Leaders should also create a work environment that is productive and positive when everyone is working toward the same objective.

Military personnel can benefit from practicing effective communication and collaboration skills to further ensure safety in all their efforts. They can resolve conflicts and create a more positive environment using effective communication and collaboration.

[1] U.S. Air Force, Department of the Air Force Federal Acquisition Regulation Supplement (DAFFARS), Subpart 5302.1 — Definitions, “Field Operating Agency.” Accessed via Acquisition.gov.