After the “Recording and Reporting” step, comes Communication and Consultation. OK, we must communicate – that is clear, but this can be a hassle. If we communicate too much no one will know what to listen to nor remember it. If we communicate too little, no one will understand the context or details of the information. Moreover, it can take a lot of time to write report after report, often more or less with similar information, which can be demotivating and error-inducing (by accidentally leaving out important information). In this short blog, we will look at the different ways how we can communicate.
How to customize information based on your audience
Communicating the right amount of information can only occur if you consider your audience. What do they need to know? If your target audience is upper management, you will not need to include the details on how the nuts and bolts are screwed tight. If your target audience is the maintenance department, they would need to know exactly that. It is therefore vital to tweak the message according to the audience – note that the underlying message can be the same though! For both audiences the message is safety first, it is just that their scope differs. Keeping this in mind will help you filter the information either by expanding or condensing it at the right places.
There are multiple ways to manipulate the display of the information in BowTieXP so that it may better match with your target audience. We will highlight briefly through GIF just two ways here.
1 – The Selective visibility filter
By holding CTRL while in EDIT mode, the software allows you to hide specific elements.
2 – The Advanced filter
Using either filter will enable you to tweak your message according to a specific audience.
Consult efficiently with the help of reports templates
Once the audience and message are outlined – we must define the frequency of our communication. Do we tell them every hour, every day, every week, month or year? If the frequency is yearly, writing a report will not be too much trouble. If the frequency is weekly, writing a report will likely be time-consuming to do it over and over again. If this is done manually every time, it won’t be long before your employees are demotivated which will likely lead to less clear communication – or, worse, confusing communication! Efficiency in writing is therefore important.
In our software, we offer template reports that will help you to write efficiently. Find some examples of templated reports in the screenshot below.
It is also possible to make your own custom report. If you’d like to know more about this, please contact us at firstname.lastname@example.org.