How to Record a Workplace Signage Video for Your Health and Safety System

Why Record a Workplace Signage Video?

Safety signs are a fundamental part of workplace safety management. They warn people of hazards, prohibit dangerous actions, provide mandatory instructions, and guide people to safety equipment and exits. Where risk assessments—including fire risk assessments, food safety compliance assessments, and general health and safety assessments—identify the need for signage, employers have a legal duty to display appropriate signs.

A video recording supports effective signage management in several important ways. It allows you to show employees the actual signs displayed in your workplace and explain what each one means. It demonstrates why compliance with signage matters—the real consequences of ignoring safety signs. It ensures consistent understanding across your entire team. And it reinforces that signs are not just decoration but active safety controls.

By recording a workplace signage video, you help employees understand what different types of signs mean, why specific signs are displayed in specific locations, what actions signs require them to take, and why ignoring signs puts themselves and others at risk. When everyone understands and follows safety signage, the signs actually work.

Step 1: Set the Scene and Context

Opening Your Video

Begin by establishing the legal duty to display safety signs and why signage matters as a safety control. The tone should be clear and practical—signs exist for good reasons, and understanding them is part of working safely.

Sample opening script:

"Welcome to our workplace signage training. In this video, we'll explain why safety signs are displayed throughout our premises, what different types of signs mean, and why following them is essential for everyone's safety.

Safety signs are not optional decorations. Where fire risk assessments, food safety compliance assessments, or general risk assessments identify the need for signage, we have a legal duty to display appropriate signs. These signs warn you of hazards, prohibit dangerous actions, give you mandatory instructions, and show you where to find safety equipment and emergency exits.

Displaying safety signs allows us to manage safety, reduce risk, and communicate safety protocols. But signs only work if people understand and follow them. That's what this training is about.

By the end of this video, you'll understand the different types of safety signs, know what specific signs in our workplace mean, and understand why compliance with signage is essential."

Explaining Why Signage Matters

Help employees understand that signs are active safety controls, not background features.

Talking points:

• Signs communicate hazards you might not otherwise know about
• Signs give instructions that protect you and others
• Signs are placed based on risk assessment findings
• Ignoring signs can lead to injury, illness, or worse
• Signs are a legal requirement where assessments identify the need
• Consistent compliance makes signs effective as safety controls

Types of Safety Signs

Explain the different categories of safety signs so employees can recognise what type of message a sign conveys.

Sample script:

"Safety signs fall into different categories, each with a distinct purpose and appearance.

Prohibition signs tell you what you must not do. They typically feature a red circle with a diagonal line through a symbol. A no smoking sign is a classic example. When you see a prohibition sign, don't do whatever it's prohibiting.

Warning signs alert you to hazards. They typically feature a yellow triangle with a black symbol. These signs don't tell you what to do—they tell you to be aware of a danger. A warning sign for a wet floor or a chemical hazard falls into this category.

Mandatory signs tell you what you must do. They typically feature a blue circle with a white symbol. These are instructions, not suggestions. A sign requiring safety footwear or hearing protection is mandatory—you must comply.

Emergency information signs guide you to safety equipment and exits. They typically feature green rectangles with white symbols. Fire exit signs and first aid location signs fall into this category.

Fire equipment signs indicate the location and type of fire-fighting equipment. They typically feature red rectangles with white symbols.

Understanding these categories helps you respond correctly. A warning sign requires awareness. A prohibition sign requires you to stop. A mandatory sign requires you to act."

Step 2: Plan What to Record vs Write

Content That Works Best on Video

Signage training is ideal for video because you can show the actual signs in your actual workplace. This makes training immediately relevant rather than theoretical. Prioritise these elements:

Record on video:

• A tour of key signs in your workplace and what each means
• Examples of each sign category (prohibition, warning, mandatory, emergency)
• Why specific signs are placed in specific locations
• What compliance looks like for different sign types
• The consequences of ignoring particular signs
• How to report damaged or missing signs

Document in writing:

• A complete inventory of signs and their locations
• Detailed legal requirements for signage
• Maintenance schedules and inspection checklists
• Procedures for reporting signage issues
• Training records and requirements
• Contact details for ordering replacement signs

Structuring Your Recording

Plan your video to flow from understanding sign types through to practical compliance in your specific workplace. A logical structure might be:

1. Why safety signs matter
2. Types of safety signs and what they mean
3. Tour of key signs in your workplace
4. Why compliance is essential
5. Reporting damaged or missing signs
6. Training and ongoing responsibilities

Step 3: Explain the Core Rules and Requirements

The Legal Duty to Display Signs

Explain that displaying safety signs is a legal requirement where risk assessments identify the need.

Sample script:

"Where fire risk assessments, food safety compliance assessments, or general risk assessments identify the need for signage, we have a legal duty to display appropriate safety signs.

This isn't about putting up signs because they look professional. It's about fulfilling a legal obligation to warn, prohibit, or instruct employees, visitors, and others who enter our premises.

The signs you see displayed throughout our workplace are there because an assessment identified that they're needed. Each sign serves a specific purpose in managing safety, reducing risk, or communicating safety protocols."

Workplace Assessment for Signage

Explain how Responsible Persons assess the workplace to identify signage needs.

Talking points:

• Responsible Persons assess the workplace to identify where safety signage is needed
• This assessment considers hazards, required actions, and information needs
• Different areas may need different signs based on their specific risks
• Assessment is ongoing—as the workplace changes, signage needs may change
• Staff observations can contribute to identifying signage gaps

Acting on Competent Person Advice

Explain that advice from visiting professionals regarding signage is acted upon.

Sample script:

"We act on the advice of visiting competent persons, Environmental Health Officers, and the Fire and Rescue Service if they identify areas where the display of safety signage can be improved.

These professionals have expertise in identifying where signage is needed and whether current signage is adequate. When they make recommendations, we take them seriously and implement improvements.

If an Environmental Health Officer suggests additional food safety signage, or the Fire and Rescue Service recommends improved fire safety signs, these recommendations become part of our signage arrangements."

Resources for Signage

Explain that appropriate resources are provided for purchasing and installing signs.

Talking points:

• Resources are provided for the purchase and installation of signs
• Signs are not compromised by budget constraints where they're legally required
• Installation is done properly so signs are visible and durable
• Resources cover both initial signage and replacements when needed
• Quality signs that are fit for purpose are prioritised

Sign Suitability and Maintenance

Explain that signs must be sufficient for their purpose and properly maintained.

Sample script:

"Signage purchased must be sufficient for its purpose. This means the right type of sign, the right size for the location, appropriate materials for the environment, and clear enough to be understood.

Once signs are displayed, they must be maintained and checked regularly. Signs can fade, become damaged, or be obscured. A sign that can't be seen or read can't do its job.

Regular checks ensure signs remain visible and legible. Damaged or faded signs are replaced. Signs that become obscured by equipment or materials are repositioned or the obstruction is removed.

If you notice a sign that's damaged, faded, or obscured, report it. Don't assume someone else has noticed."

Monitoring Compliance

Explain that the workplace is monitored to ensure signs are adhered to.

Talking points:

• The workplace is monitored to ensure signs are followed
• Monitoring checks whether people comply with prohibitions, warnings, and mandatory instructions
• Non-compliance is addressed—signs only work if people follow them
• Monitoring helps identify whether additional training or reinforcement is needed
• Consistent compliance makes signage effective as a safety control

Training Requirements

Explain that training is provided and recorded where necessary.

Sample script:

"Training is provided and recorded when it's identified as being necessary. This video is part of that training.

Training ensures everyone understands what different signs mean and why compliance matters. It's documented so we have records of who has received training and when.

Some specific signs may require additional training—for example, signs related to particular hazards or procedures that need detailed explanation. Where this is identified, appropriate training is provided."

Step 4: Demonstrate or Walk Through the Process

Tour of Key Signs

Walk through your workplace showing key signs and explaining their purpose. This is where video adds the most value.

Sample script structure:

"Let me show you some of the key safety signs in our workplace and explain what they mean.

[At a prohibition sign location] This is a prohibition sign—you can tell by the red circle with the diagonal line. It prohibits [specific action]. This sign is here because [reason based on risk assessment]. If you're in this area, you must not [prohibited action].

[At a warning sign location] This is a warning sign—the yellow triangle alerts you to a hazard. It's warning you about [specific hazard]. This hazard exists here because [reason]. When you see this sign, be aware of the danger and take appropriate precautions.

[At a mandatory sign location] This is a mandatory sign—the blue circle means you must do something. In this case, you must [required action]. This requirement exists because [reason]. Compliance isn't optional—if you're in this area, you must [action].

[At emergency information sign location] This green sign provides emergency information. It shows you [exit route/safety equipment location]. In an emergency, this sign guides you to safety. Make sure you know where these signs are and what they point to.

[Continue for other key signs in your specific workplace]"

Understanding Sign Placement

Explain why signs are placed where they are—connecting signs to the risks they address.

Sample script:

"Signs aren't placed randomly. Each sign is positioned based on risk assessment findings.

Prohibition signs are placed where the prohibited action would be dangerous. If you see a 'no mobile phones' sign, there's a reason mobile phones are prohibited in that specific area—perhaps interference with equipment or a fire risk.

Warning signs are placed where the hazard exists. A 'caution: hot surface' sign is placed where hot surfaces are present. The sign warns you before you encounter the hazard.

Mandatory signs are placed where the required action is necessary. A sign requiring safety goggles is placed before you enter an area where eye protection is needed.

Emergency signs are placed to guide you toward exits and safety equipment. They're positioned so you can follow them to safety even in smoke or confusion.

When you understand why signs are placed where they are, you understand the risks in that area."

What Compliance Looks Like

Demonstrate what compliance with different sign types looks like in practice.

Talking points:

• Prohibition signs: Compliance means not doing the prohibited action—no exceptions
• Warning signs: Compliance means being aware and taking appropriate precautions
• Mandatory signs: Compliance means taking the required action before or while in that area
• Emergency signs: Compliance means knowing where they lead and following them in emergencies
• Compliance is immediate—you follow signs from the moment you see them

Reporting Signage Issues

Explain how to report problems with signs.

Sample script:

"If you notice any issues with safety signage, report them promptly.

Signs that need reporting include those that are damaged or broken, signs that have faded and are hard to read, signs that have been obscured by equipment, furniture, or materials, signs that are missing entirely, and signs that seem incorrect or confusing.

Report signage issues to your manager or the relevant Responsible Person. Don't assume someone else has noticed or that it can wait. A sign that isn't visible or readable isn't doing its job.

When you report, describe where the sign is, what the problem is, and—if you know—what the sign should say. This helps ensure the issue is addressed quickly and correctly."

Step 5: Highlight Common Mistakes

Mistake 1: Ignoring Prohibition Signs

Signs this is happening:

• Staff perform prohibited actions despite clear signage
• Prohibition signs are treated as suggestions rather than requirements
• There's a culture of "it'll be fine just this once"
• Staff don't understand why the prohibition exists
• Non-compliance goes unchallenged by colleagues and managers

How to avoid it:

Ensure all staff understand that prohibition signs are not negotiable. Explain the reasons behind each prohibition so people understand the real risk. Monitor compliance and address non-compliance immediately. Create a culture where following signs is expected and enforced. Never accept "just this once" as a justification.

Mistake 2: Not Maintaining Signs Properly

Signs this is happening:

• Signs have faded and are difficult to read
• Damaged signs remain in place rather than being replaced
• Signs are obscured by equipment, boxes, or other materials
• No one checks whether signs are still visible and legible
• Replacement signs aren't ordered when needed

How to avoid it:

Include signs in regular maintenance checks. Ensure signage is maintained and checked regularly as required. Replace faded or damaged signs promptly. Keep signs clear of obstructions. Maintain a stock of common replacement signs or have a quick ordering process. Treat signs as active safety equipment that needs maintenance like any other.

Mistake 3: Not Acting on Professional Advice

Signs this is happening:

• Environmental Health Officers or Fire Service recommend signage improvements that aren't implemented
• Advice from visiting competent persons is noted but not acted upon
• Cost or inconvenience is used to justify not improving signage
• Recommendations are forgotten after the visit ends
• The same signage deficiencies are noted on repeat visits

How to avoid it:

Establish a clear process for acting on advice from visiting competent persons, Environmental Health Officers, and the Fire and Rescue Service. Document recommendations and track implementation. Allocate responsibility for ensuring recommendations are followed through. Treat professional advice as a priority, not a suggestion.

Mistake 4: Inadequate Assessment of Signage Needs

Signs this is happening:

• Hazards exist without corresponding warning signs
• Mandatory requirements apply but no signs indicate them
• Risk assessments don't specifically consider signage needs
• Signs are placed based on assumption rather than assessment
• Some areas have signage while similar areas don't

How to avoid it:

Ensure Responsible Persons properly assess the workplace to identify where safety signage is needed. Include signage as a specific element of fire risk assessments, food safety assessments, and general risk assessments. Review signage when activities or layout change. Walk the premises specifically looking at signage adequacy.

Mistake 5: Signs That Aren't Fit for Purpose

Signs this is happening:

• Signs are too small to be seen from where people need to see them
• Signs use text or symbols that aren't understood by staff
• Signs aren't appropriate for the environment (fading in sunlight, not visible in dark areas)
• Signs are in locations where they're easily missed
• Signs are present but don't actually communicate effectively

How to avoid it:

Ensure signage purchased is sufficient for its purpose. Consider size, visibility, durability, and comprehension when selecting signs. Place signs where they'll be seen before people encounter the hazard or enter the area. Test whether signs are actually visible and understood from the positions where people will see them. Replace inadequate signs with appropriate alternatives.

Mistake 6: Not Providing Training on Signage

Signs this is happening:

• Staff don't understand what different sign types mean
• Employees can't explain why specific signs are displayed
• There's no record of signage training being provided
• New starters aren't trained on workplace signage
• Staff from different backgrounds may not recognise standard symbols

How to avoid it:

Provide and record training when it's identified as being necessary. Ensure all staff receive basic training on sign types and meanings. Cover your specific workplace signs in induction training. Document who has received training and when. Provide additional training for staff who may need it due to language or other factors.

Mistake 7: No Monitoring of Compliance

Signs this is happening:

• Signs are displayed but no one checks whether they're followed
• Non-compliance is common and unchallenged
• The same violations occur repeatedly
• Signs are seen as formality rather than active controls
• Staff know signs can be ignored without consequence

How to avoid it:

Monitor the workplace to ensure signs are adhered to as required. Include signage compliance in regular observations. Address non-compliance when it occurs. Make clear that signs are requirements, not suggestions. Create accountability for following signage rules. Track whether particular signs are repeatedly ignored and address root causes.

Mistake 8: Missing Signs After Changes

Signs this is happening:

• New hazards are introduced without corresponding signs
• Changes to layout or activities aren't reflected in signage
• Temporary situations become permanent without proper signage
• Signs from previous arrangements remain after circumstances change
• Risk assessments are updated but signage isn't

How to avoid it:

Review signage whenever the workplace changes—new activities, new equipment, new layout, new hazards. Include signage review in change management processes. Remove signs that no longer apply. Add signs where new risks are identified. Treat signage as a living system that adapts to the workplace.

Mistake 9: Relying on Signs Instead of Addressing Hazards

Signs this is happening:

• Signs warn of hazards that could be eliminated
• Warnings are permanent when they should be temporary while hazards are fixed
• Signs are seen as sufficient control without considering other measures
• The presence of a sign is used to justify not addressing underlying problems
• Hazards persist indefinitely with only signage as control

How to avoid it:

Remember that signs are one control measure, not a substitute for addressing hazards. Where hazards can be eliminated, eliminate them rather than just warning of them. Use signs as part of a broader control strategy, not the only control. Review whether long-standing warning signs indicate hazards that should have been fixed.

Mistake 10: Inconsistent Signage Standards

Signs this is happening:

• Similar areas have different signage without clear reason
• Sign types and styles vary randomly across the premises
• Some areas are well-signed while others are neglected
• There's no standard approach to what signs are used where
• External areas or rarely-visited spaces lack appropriate signage

How to avoid it:

Develop consistent standards for signage across the whole premises. Ensure Responsible Persons assess the entire workplace, not just high-traffic areas. Use consistent sign types and styles for similar situations. Apply the same signage standards to all areas—including storage, external spaces, and areas visited less frequently.

Step 6: Summarise the Key Takeaways

Closing Your Video

End with a clear summary that reinforces the key messages about signage and compliance.

Sample closing script:

"Let's summarise the key points from this training.

Where fire risk assessments, food safety assessments, or general risk assessments identify the need, we have a legal duty to display safety signs. These signs warn, prohibit, or instruct employees, visitors, and others. Displaying safety signs allows us to manage safety, reduce risk, and communicate safety protocols.

Responsible Persons assess the workplace to identify where we need to display safety signage. This assessment ensures signs are placed where they're needed.

We act on the advice of visiting competent persons, Environmental Health Officers, and the Fire and Rescue Service when they identify areas where signage can be improved.

Resources are provided for the purchase and installation of signs. Signage must be sufficient for its purpose, and once displayed, it must be maintained and checked regularly.

The workplace is monitored to ensure signs are adhered to. Signs only work if people follow them.

Training is provided and recorded when identified as necessary. Understanding what signs mean and why they're there is essential for compliance.

Your responsibilities are clear: understand what different signs mean, follow all safety signs you encounter, never ignore prohibition or mandatory signs, report damaged or missing signs promptly, and help maintain a culture where signage is respected.

Signs are there to protect you and others. Follow them.

Thank you for watching, and thank you for your commitment to workplace safety."

Final Checklist

Before finalising your video, confirm you have covered:

• The legal duty to display safety signs where assessments identify the need
• Signs to warn, prohibit, or instruct employees, visitors, and clientele
• Displaying signs to manage safety, reduce risk, and communicate protocols
• Responsible Persons assessing where signage is needed
• Acting on advice from competent persons, EHOs, and Fire Service
• Resources for purchase and installation of signs
• Signage sufficient for its purpose, maintained and checked regularly
• Monitoring to ensure signs are adhered to
• Training provided and recorded when necessary
• Different sign categories and their meanings
• Your specific workplace signs and their purposes
• How to report signage issues

Additional Recording Tips

Showing Your Actual Signs

The most effective signage training shows your actual workplace signs. Walk through your premises filming the signs employees will encounter. This makes training immediately relevant.

Testing Understanding

Consider including brief checks throughout the video—show a sign and ask what it means before explaining. This engages viewers actively rather than passively.

Addressing Different Audiences

Consider whether different groups need different emphasis:

• New starters need comprehensive coverage of all signs
• Existing staff may need refresher focusing on compliance
• Staff in specific areas may need detailed coverage of area-specific signs

Keeping It Current

Update your video when significant signage changes occur. A video showing signs that no longer exist or missing signs that have been added undermines credibility.

Conclusion

A well-produced workplace signage video helps communicate the importance of safety signs and ensures everyone understands what different signs mean and why compliance matters. By covering the legal requirements, workplace assessment, sign maintenance, compliance monitoring, and training, you create a comprehensive resource that makes signage effective as a safety control.

Remember that the video is part of a broader approach. It should be supported by proper workplace assessment, adequate signage provision, regular maintenance checks, monitoring of compliance, and action on professional advice. Signs only work when they're appropriate, visible, understood, and followed.

Your workplace signage video demonstrates that you take your legal duties seriously and that you expect all staff to understand and follow safety signs. When everyone knows what signs mean and follows them consistently, signage becomes an effective tool for managing safety across your entire workplace.