How to Record a Consultation and Communication Video for Your Health and Safety System

Step 1: Set the Scene and Context

Your consultation and communication video needs to demonstrate that you have effective arrangements for engaging with employees on health and safety matters. The Health and Safety (Consultation with Employees) Regulations 1996 require you to consult with your workforce, but good consultation goes beyond legal compliance—it builds a culture where everyone contributes to workplace safety.

Why Consultation Matters for Your Health and Safety System

Consultation ensures that employees are not just passive recipients of safety rules, but active participants in creating a safe workplace. Your video should establish why proper consultation arrangements are critical:

Duty of Care Connection

Explain on camera how consultation supports your duty of care:

"We owe a duty of care to our workforce, and we have arrangements to fulfil this duty. But effective safety management requires more than just management making decisions—we need to include all staff as part of our arrangements and communicate regularly on issues which affect their health and safety."

Legal Framework

Reference the regulations that govern employee consultation:

"The Health and Safety (Consultation with Employees) Regulations 1996 require us to consult with employees on matters affecting their health and safety. This includes introducing new measures, bringing in new technology, appointing competent persons, planning health and safety training, and the health and safety consequences of changes in the workplace."

Two-Way Communication

Emphasise that consultation is not one-directional:

"Consultation is not just about telling employees what the rules are—it is about listening to their concerns, valuing their input, and working together to identify and control hazards. The people doing the work often have the best insight into the risks they face."

Setting Up Your Recording Location

Choose a location that reflects your communication approach. This might be a meeting room where team discussions take place, near a notice board that displays safety information, or in an office area where you can show communication tools. Have examples of communication materials available to reference.

Step 2: Plan What to Record vs Write

Your consultation arrangements include elements that work well on video and others better suited to written documentation. Planning this split ensures your video is engaging while maintaining complete records.

What Works Best on Video

Communication Methods Overview

Record yourself explaining the different channels you use:

"We use multiple methods to communicate health and safety information to staff. Let me walk you through the main channels we use and explain when each is most appropriate."

Meeting Demonstrations

Show how health and safety features in your team meetings:

"When we have a pertinent health and safety issue to discuss, it is included as an agenda item in team meetings. Let me show you how this typically works and what kinds of topics we cover."

Reporting Encouragement

Explain how you encourage employees to raise concerns:

"We want staff to report any instance they feel affects their health and safety. Let me explain how our reporting process works and what happens when someone raises a concern."

Induction Training Overview

Demonstrate your new starter communication approach:

"Every new employee receives induction training covering health and safety arrangements. I will show you what this covers and how we ensure new starters understand our expectations."

Active Participation Culture

Show how you foster employee involvement:

"We encourage the active participation of all employees in promoting good health and safety practice. This is not just words—let me show you how this works in practice."

What Works Best as Written Documentation

Communication Records

Keep written records of health and safety discussions, including meeting minutes, topics covered, attendees, and any actions arising.

Training Records

Maintain documented evidence of induction training for each employee, including what was covered and confirmation of understanding.

Reported Concerns Log

Keep a written log of concerns raised by employees, investigations undertaken, actions taken, and outcomes communicated.

Notice Board Content

Maintain records of what information has been displayed, when it was updated, and how long items were posted.

Communication Channel Directory

Document the different communication methods used and guidance on when each should be employed.

Explaining Your Documentation System on Video

Reference your written records without reading them out in full:

"Every time we discuss health and safety matters with staff, we record what was covered. This creates a trail showing we are meeting our consultation obligations. I will show you how we capture these records..."

Step 3: Explain the Core Rules and Requirements

Your video should clearly communicate the fundamental principles of consultation in your organisation. Walk through each requirement methodically so viewers understand how your arrangements work.

Identifying Communication Methods

Explain how responsible persons determine the best ways to communicate:

"Our responsible persons identify the best means to communicate with staff on a regular basis. This is not one-size-fits-all—different information needs different channels. Urgent safety warnings need immediate communication, while general updates might be included in regular meetings."

Give examples of considerations:

"We consider factors like shift patterns, work locations, language needs, and the nature of the information when choosing how to communicate. The goal is ensuring everyone receives the information they need in a way they can access and understand."

Including Health and Safety in Meetings

Demonstrate your approach to meeting agendas:

"Health and safety is included as a subject during team meetings when there is a pertinent issue to discuss. This is not a standing agenda item for every meeting, but when there is something relevant—a new procedure, an incident, a change that affects safety—it is discussed properly rather than just circulated in a memo."

Explain what makes a pertinent issue:

"Pertinent issues include things like new equipment being introduced, changes to work processes, recent incidents or near misses, feedback from inspections, seasonal risks, or anything staff have raised as a concern. If it affects employee health and safety, it warrants discussion."

Recording Communication

Walk through your record-keeping approach:

"We record any communication when health and safety matters have been discussed. This is not bureaucracy for its own sake—it creates evidence that consultation is happening and provides a reference for what was agreed."

Show what records capture:

"Our records capture the date of communication, who was involved, what topics were covered, any questions raised, answers given, and any actions arising. This creates a clear audit trail and helps ensure nothing falls through the cracks."

Encouraging Active Participation

Explain your culture-building approach:

"We encourage the active participation of all employees in promoting good health and safety practice. This means creating an environment where people feel comfortable speaking up about concerns, suggesting improvements, and taking responsibility for safety in their own work area."

Describe what active participation looks like:

"Active participation might be pointing out a hazard you have noticed, suggesting a better way of doing something, helping a colleague work safely, or simply following procedures consistently. Everyone has a role to play—safety is not just management's responsibility."

Using Multiple Communication Channels

List your two-way communication methods:

"We use a range of methods to ensure health and safety issues reach all staff. These include notice boards for written information that needs to be visible and accessible, circulars and communications for detailed updates, site meetings for team-wide discussions, one-to-one discussions for individual matters, group discussions for departmental issues, training sessions for learning new procedures, and toolbox talks for quick, focused briefings."

Explain the two-way nature:

"Two-way communication means these channels also allow staff to communicate back to us. If someone has a concern, they know how to raise it and can expect a response."

Encouraging Hazard Reporting

Make your reporting expectations clear:

"We encourage all staff to report instances they feel affect their health and safety to responsible persons so they can be investigated and addressed. There is no such thing as a silly concern—if something worries you, we want to know about it."

Explain what happens when concerns are raised:

"When someone reports a concern, the responsible person investigates it. This might be a quick check or a more detailed assessment depending on the issue. The outcome of reported instances is then communicated to all staff, so everyone knows what was found and what action was taken."

New Starter Induction

Describe your onboarding communication:

"As part of the onboarding process for new starters, all staff receive induction training in line with health and safety arrangements and employment law requirements. This is not just a tick-box exercise—it is a genuine introduction to how we work safely."

Detail what induction covers:

"Induction covers our health and safety policy, key procedures relevant to their role, emergency arrangements, reporting processes, and how they can get involved in our safety culture. The process is recorded so we have evidence that training was provided."

Emphasise the two-way element:

"Crucially, employees are given the opportunity to comment and raise awareness of hazards they encounter whilst undertaking their daily activities. Fresh eyes often spot things that have become normalised—we value this input from day one."

Monitoring and Review

Explain your review process:

"Our consultation arrangements are monitored and reviewed to ensure they remain suitable and sufficient for management of health and safety in the workplace. Communication needs change as the business changes, so we regularly assess whether our methods are still working."

Describe what monitoring looks like:

"Monitoring includes checking whether communications are actually reaching people, whether employees feel they can raise concerns, whether reported issues are being addressed, and whether our induction process is effective. If something is not working, we adapt our approach."

Step 4: Demonstrate or Walk Through the Process

This section guides viewers through how your consultation arrangements work in practice. Use real examples and scenarios to bring the procedures to life.

Demonstrating Communication Methods

Walk through your primary communication channels:

"Let me show you the main ways we communicate health and safety information. This notice board is one of our key channels—you can see current safety notices, emergency information, and recent updates are displayed here. Information stays up until it is no longer relevant, and we date-stamp items so people know how current they are."

Show electronic communication:

"For information that needs to reach everyone quickly, we use [describe your electronic system]. This ensures the message gets to people regardless of their shift pattern or location. Anything communicated this way is also recorded in our communication log."

Demonstrate meeting inclusion:

"In team meetings, health and safety is included when there is something to discuss. It appears on the agenda like this: [show example agenda]. The discussion is recorded in the minutes, capturing the topic, key points raised, and any actions agreed."

Walking Through a Communication Record

Show how you document discussions:

"When we discuss health and safety matters, I record it like this. The date of the communication, who was present—either individually or as a group description—the topic covered, key points from the discussion, any questions that were raised and how they were answered, and any actions that need to follow up."

Explain why detail matters:

"This level of detail might seem excessive, but it serves multiple purposes. It proves we consulted, it reminds us what we agreed, it helps us track recurring concerns, and it provides evidence if we ever need to demonstrate our consultation practices."

Demonstrating Hazard Reporting

Walk through the reporting process:

"Let me show you how an employee would report a health and safety concern. They can speak directly to their line manager or any responsible person, or they can use this [describe your reporting mechanism]. The key thing is there are multiple routes—we do not want barriers to reporting."

Show investigation and response:

"When a concern is received, the responsible person acknowledges it and investigates. The investigation might be as simple as going to look at the issue, or it might require more detailed assessment. We record what was reported, what we found, what action we took, and what the outcome was."

Demonstrate outcome communication:

"Once we have addressed a concern, we communicate the outcome to all staff. This might be in a team meeting, through our communication channels, or on the notice board depending on the nature of the issue. People need to know their concerns are taken seriously and addressed."

Walking Through Induction Training

Demonstrate your induction process:

"New starters receive health and safety induction before they begin work. This is the structure we follow: First, we cover our general health and safety policy and what it means for them. Then we go through procedures specific to their role. We explain emergency arrangements and make sure they know what to do if something goes wrong. We show them how to report concerns and who to speak to. And we encourage them to speak up about any hazards they notice."

Show recording:

"The induction is recorded like this, capturing what was covered, when it happened, and both parties sign to confirm it took place. This is not just for our records—it ensures the new starter knows what was expected of them."

Explain the two-way element in practice:

"During induction, and throughout their employment, we specifically invite employees to share observations about hazards. A new person might notice something we have stopped seeing because we are used to it. We make clear that this input is valued, not criticised."

Demonstrating Active Participation

Show how you encourage involvement:

"Encouraging active participation is not just about saying we welcome input—it is about demonstrating it. When someone raises a concern, we act on it visibly. When someone suggests an improvement, we consider it properly and explain our decision. This shows that participation makes a difference."

Give practical examples:

"For instance, if someone points out that a walkway often has boxes stacked in it, we do not just clear it once—we address the underlying issue. We might change storage arrangements, add signage, or include it in supervisor checks. And we let people know what we did and why."

Show recognition:

"We also recognise good safety practice when we see it. Not with elaborate schemes, but with genuine acknowledgement. A simple 'thank you for pointing that out' or mentioning a good catch in a team meeting reinforces that participation is valued."

Demonstrating One-to-One Discussions

Walk through individual communication:

"Some matters are better discussed one-to-one rather than in groups. If someone has a personal concern about their safety, we make time to discuss it privately. This might be about their specific health conditions, concerns about a particular colleague's behaviour, or issues they do not feel comfortable raising in a group."

Explain confidentiality:

"We respect confidentiality in these discussions where appropriate. If someone raises a concern that needs action but does not want to be identified, we address the issue without revealing the source. The priority is dealing with the hazard, not identifying who reported it."

Step 5: Highlight Common Mistakes

Understanding common errors helps viewers avoid them. For each mistake, explain what goes wrong and how to prevent it.

Mistake 1: Making Communication One-Way Only

Signs this is happening: Information flows from management to employees but there is no mechanism for employees to respond or raise concerns. Staff feel their input is not wanted. Concerns raised informally go unacknowledged and unaddressed.

How to avoid it: Ensure every communication channel allows for response. Actively invite questions and concerns. Acknowledge all feedback received and explain what was done with it.

Mistake 2: Consulting After Decisions Are Already Made

Signs this is happening: Employees are told about changes after they have been implemented. Consultation is presented as informing rather than involving. Staff feel their input would not change anything anyway.

How to avoid it: Involve employees at the planning stage when changes will affect their health and safety. Genuinely consider input before finalising decisions. Explain how feedback influenced the outcome.

Mistake 3: Failing to Record Communication

Signs this is happening: No documentation of health and safety discussions. Uncertainty about what was communicated to whom and when. Difficulty demonstrating consultation to inspectors.

How to avoid it: Record all health and safety communications including topics, dates, participants, and outcomes. Keep records organised and accessible. Build recording into your standard process.

Mistake 4: Relying on Single Communication Channel

Signs this is happening: All health and safety communication goes through one method that does not reach everyone. Some employees miss important information due to shift patterns, location, or access issues. Information reaches some staff but not others.

How to avoid it: Use multiple communication channels appropriate to your workforce. Consider who might miss each method and ensure alternative routes exist. Verify that important messages actually reached everyone.

Mistake 5: Inadequate Induction for New Starters

Signs this is happening: New employees start work without proper health and safety introduction. Induction is rushed or superficial. New starters are unclear about procedures, emergency arrangements, or who to contact with concerns.

How to avoid it: Make health and safety induction thorough and mandatory before work begins. Cover all essential topics properly. Allow time for questions. Document what was covered.

Mistake 6: Not Acting on Reported Concerns

Signs this is happening: Employees report hazards but nothing visible happens. No feedback is given on what was found or what action was taken. People stop reporting because they believe nothing will change.

How to avoid it: Investigate all reported concerns promptly. Take visible action where warranted. Communicate outcomes to the reporter and to all staff. Even if investigation shows no action is needed, explain why.

Mistake 7: Excluding Certain Groups from Consultation

Signs this is happening: Part-time workers, night shift staff, or those at remote locations miss communications. Consultation only happens at times or in ways that exclude some employees. Some groups feel less informed than others.

How to avoid it: Consider all employee groups when planning communication. Ensure methods reach people on all shifts and at all locations. Monitor whether any groups are being inadvertently excluded.

Mistake 8: Treating Consultation as a One-Time Event

Signs this is happening: Initial induction is thorough but ongoing communication is minimal. No regular updates or opportunities for input. Consultation only happens when there is a problem.

How to avoid it: Build regular health and safety communication into your routine. Include pertinent topics in team meetings. Create ongoing opportunities for employees to raise concerns and provide input.

Mistake 9: Not Encouraging Fresh Perspectives

Signs this is happening: Long-standing hazards go unreported because everyone is used to them. New employees quickly adopt the same blind spots as established staff. No active effort to capture new observations.

How to avoid it: Specifically invite new starters to share anything they notice. Periodically ask all staff what concerns them. Value fresh perspectives rather than dismissing them with "we have always done it this way."

Mistake 10: Failing to Monitor Consultation Effectiveness

Signs this is happening: No review of whether communication methods are working. Consultation arrangements unchanged despite evidence they are not effective. No measurement of whether employees feel informed and involved.

How to avoid it: Regularly review whether consultation arrangements are working. Ask employees if they feel informed and able to raise concerns. Measure participation and response rates. Adapt methods that are not working.

Step 6: Summarise the Key Takeaways

Conclude your video by reinforcing the essential elements of your consultation arrangements. This summary helps viewers remember the key points and understand their role in making the system work.

Recording Your Summary

Bring together the main themes:

"To summarise our consultation and communication arrangements: We identify the best methods to communicate with staff on a regular basis, recognising that different information needs different channels. We include health and safety as a topic in team meetings when there are pertinent issues to discuss."

Emphasise recording:

"We record our communications so there is evidence of what was discussed and agreed. This is not bureaucracy—it creates accountability and helps us track that consultation is actually happening."

Reinforce participation:

Cover two-way communication:

"We use multiple channels to ensure two-way communication—notice boards, circulars, meetings, one-to-one discussions, group discussions, training, and toolbox talks. These are not just for pushing information out—they are also routes for staff to communicate concerns back to us."

Address reporting:

"We encourage staff to report any instances they feel affect their health and safety. When concerns are raised, they are investigated and the outcomes communicated to all staff. People need to know their input makes a difference."

Cover induction:

"New starters receive thorough induction training covering health and safety arrangements. They are given opportunities to comment and raise awareness of hazards from day one. Fresh perspectives are valuable."

Conclude with monitoring:

"We monitor and review these arrangements to ensure they remain suitable. Communication needs change as the business changes, so we adapt our methods to stay effective."

Final Statement

End with a clear commitment:

"Effective consultation is not just about complying with the Health and Safety (Consultation with Employees) Regulations 1996—it is about building a workplace where everyone contributes to safety. By following these arrangements consistently, we ensure employees are informed, involved, and empowered to help keep themselves and their colleagues safe."

Bringing It All Together

Your consultation and communication video should demonstrate comprehensive arrangements for engaging with employees on health and safety matters. From identifying the right communication methods, through to recording discussions and acting on concerns, each element supports the overall goal of informed, involved employees.

Remember that consultation is genuinely two-way—it is not just about pushing information out but also about creating channels for employees to communicate back. Your video should reflect this principle by showing how you encourage input and respond to concerns raised.

The key elements to cover are:

Communication methods: How responsible persons identify the best ways to reach staff
Meeting inclusion: How health and safety features in team discussions
Recording: How communications are documented
Active participation: How you encourage employee involvement
Two-way channels: The multiple methods used for communication in both directions
Hazard reporting: How employees raise concerns and how outcomes are communicated
Induction training: How new starters are brought into your safety culture
Monitoring and review: How you check arrangements remain effective

By demonstrating each of these elements clearly, your video provides evidence of a functioning consultation system that keeps your workforce informed, engages them in safety matters, and meets your legal obligations under the Health and Safety (Consultation with Employees) Regulations 1996.