Improve fire safety communication among employees in my business so that staff understand risks, know what to do in an emergency and play an active part in preventing fires. In this guide you will learn how to set clear responsibilities, build a simple communications plan, choose the right channels and measure outcomes so that fire messages reach everyone reliably and consistently.

Why clear fire safety communication matters

Good communication reduces confusion in an emergency and helps prevent fires in the first place. Employers have a legal duty to carry out and keep up to date a fire risk assessment and to provide adequate information, instruction and training to employees. (hse.gov.uk)

Poor messaging leaves people unsure about evacuation routes, assembly points and who is responsible for tasks such as checking doors or shutting down plant. Conversely, clear messages save time, reduce panic and make drills more effective. For many businesses, communication is the difference between a managed evacuation and an incident that causes avoidable injury or damage. (hse.gov.uk)

Improve fire safety communication among employees in my business: a practical checklist

Use this checklist to review or create your communications plan. Each item is practical and designed for busy managers.

Appoint accountable leads. Nominate a senior staff member to own fire communications and a team of fire marshals for day-to-day tasks.

Map your audiences. Include full-time staff, part-time workers, contractors and visitors. Consider people with disabilities and those whose first language is not English.

Set core messages. Keep them short and specific: how to raise the alarm, where to go, who assists people with reduced mobility and how to report concerns.

Choose multiple channels. Combine inductions, toolbox talks, signage, email alerts, staff intranet, SMS and face-to-face briefings.

Schedule regular training and drills. Make a plan for induction training, refresher sessions and at least one live evacuation drill each year.

Test and record. Log communications, drill outcomes and adjustments required. Use the log to show due diligence for audits and inspections.

These steps align with the employer responsibilities set out in UK guidance on workplace fire safety and small premises guidance. (hse.gov.uk)

Define roles, responsibilities and simple protocols

Clarity beats complexity. Start by documenting who does what before, during and after a fire.

Leadership responsibilities. The responsible person should ensure messages are issued and that training is delivered.

Fire marshals. Train a small team to lead evacuations, check escape routes and report any missing persons to the assembly point coordinator.

Communications officer. Allocate someone to contact emergency services and communicate with staff and visitors after the alarm.

Contractors and visitors. Require sign-in procedures and brief them on basic fire instructions relevant to their visit.

Brief job descriptions help everyone act quickly. Short, printed role cards are effective and simple to update.

Use the right mix of channels for everyday and emergency messaging

Different channels suit different needs. Use several so that important messages are harder to miss.

Induction sessions. Cover fire procedures with every new starter on day one.

Toolbox talks and briefings. Use ten-minute meetings to reinforce seasonal risks or lessons from drills.

Digital alerts. Send immediate SMS or email alerts when a drill is imminent or to warn staff of real incidents.

Visual signs and wayfinding. Ensure routes, exits and assembly points are signed clearly and inspected regularly.

Public address and voice alarm systems. For complex buildings consider voice alarm and emergency voice communication systems that support managed evacuations; relevant British Standards explain design and use. (knowledge.bsigroup.com)

Always test digital systems and ensure backup procedures exist if a primary channel fails.

Make messages inclusive and easy to act on

If people cannot understand instructions, they cannot follow them. Design messages that everyone can use.

Keep language plain. Use short sentences and active verbs: “Leave the building by the nearest exit” is clearer than “Evacuation may be necessary.”

Use pictograms and colour coding. Photos and icons help non-native speakers and people with lower literacy.

Translate key materials. Translate evacuation routes and core instructions into the main languages used by your workforce.

Support people with additional needs. Record details of staff who need assistance and assign a trained colleague to help them during an evacuation.

These measures not only protect people but demonstrate reasonable adjustments and good practice to enforcement authorities. (hse.gov.uk)

Train, drill and review — make learning continuous

Training without testing is only theory. Drills expose weak points and help build muscle memory.

Induction training. Cover basic fire prevention and evacuation steps with every new employee.

Annual refresher. Deliver short refreshers and update staff when procedures change.

Live drills. Run realistic evacuation drills at least annually and vary times so different shifts practice.

Scenario-based exercises. Test specific failures such as blocked evacuation routes, absent fire marshals or alarms out of service.

After-action review. Gather participants, record what went well and what needs to change, and then update procedures.

Record training attendance and drill outcomes. These records form part of the evidence that you have fulfilled your duty of care. (hse.gov.uk)

Integrate fire safety messaging into everyday operations

Make safety a normal part of work life rather than an occasional instruction. Regular, low-effort communications are more effective than rare, intensive campaigns.

Daily safety minutes. Start shift handovers with a short fire-safety reminder.

Noticeboards. Keep a small, up-to-date noticeboard with evacuation plans and marshal lists.

Intranet and newsletters. Share short case studies about near-misses and lessons learned.

Maintenance updates. Let staff know when systems are offline and what interim actions to take.

Seasonal reminders. Highlight extra risks during winter heating months or when hot work is scheduled.

Integration builds habit and means that new procedures sit alongside normal tasks for staff.

Record keeping, monitoring and continuous improvement

Measuring performance shows where messages work and where they do not.

Keep a communications log. Note dates of briefings, email bulletins, tests and drill results.

Use simple KPIs. Track drill participation rates, the time taken to clear premises and the number of fire-safety concerns reported.

Conduct pulse surveys. Short surveys after trainings and drills reveal whether staff felt prepared.

Share findings. Publish a short quarterly update that shows improvements and planned actions.

Good records support compliance and provide evidence in the event of regulatory scrutiny. (hse.gov.uk)

When to involve external experts and what to ask for

Sometimes internal teams need specialist support. External providers can audit your messaging, run realistic drills and design bespoke training.

Fire risk assessment review. If your risk assessment is out of date, commission a review that includes communication failings and recommendations. Consider our fire risk assessment services for tailored audit and action plans.

Training and drills. Ask for scenario-based training that matches your building profile and workforce. We run bespoke sessions and live drills – see our fire safety training and evacuation drills.

Alarm and voice systems. For complex sites ask suppliers about designs that meet current British Standards for alarm and voice evacuation systems. (knowledge.bsigroup.com)

Engaging external experts can accelerate improvements and provide credible, auditable evidence of compliance.

Typical communications plan example

Below is a short example plan you can adapt. Keep it simple and realistic.

Month 0: Update fire risk assessment and publish one-page summary for staff. (hse.gov.uk)

Month 1: Deliver induction session for new starters; publish marshal rota.

Month 2: Run first-quarter drill at varied time; collect feedback and record results.

Month 4: Publish drill report and update signage where needed.

Month 6: Deliver refresher toolbox talks for all teams.

Month 12: Full evacuation drill and review annual training records.

This cyclical approach keeps communications fresh and ensures lessons are acted on.

Conclusion and next steps

Improving fire safety communication among employees in my business starts with clear ownership, simple messages and practical testing. Begin by reviewing your fire risk assessment and mapping how information currently flows. Then set one achievable change for the next 30 days, such as running a short toolbox talk or checking signage. If you need support, speak to our consultants for a tailored review and training plan. You can contact our team to arrange a practical audit or a bespoke training session.

Remember that the law requires employers to provide information and training and to keep risk assessments up to date. Good communication protects people, reduces downtime and demonstrates corporate responsibility. (hse.gov.uk)

“Clear messages save time, reduce panic and make drills more effective.”

FAQ

Q: How often should I run evacuation drills?

A: Run at least one full evacuation drill every year, and more frequently for high-risk operations. Vary times and scenarios to test different shifts and conditions. (hse.gov.uk)

Q: What must I include in staff fire-safety training?

A: Training should cover how fires start, prevention measures, how to raise the alarm, evacuation routes, assembly points and assigned duties such as fire marshals. Record attendance and refresh regularly. (hse.gov.uk)

Q: Which channels work best for emergency alerts?

A: Use multiple channels: audible alarms, public address or voice alarm systems for large sites, plus SMS and email alerts where staff carry phones. Ensure redundancy if a primary channel fails and follow British Standards for alarm systems. (knowledge.bsigroup.com)

Q: Do I need to translate fire-safety materials?

A: Translate core instructions if significant numbers of staff have limited English. Use simple wording, pictograms and assigned buddies to assist those who may not understand written materials. (hse.gov.uk)

Q: Where can I find official guidance on workplace fire safety?

A: The HSE provides practical advice on employer responsibilities and fire safety measures, and GOV.UK offers guidance for smaller non-domestic premises. (hse.gov.uk)

External resources

For general employer duties and training expectations see the HSE introduction to fire safety. (hse.gov.uk)

For practical guidance on small premises consult the GOV.UK guide to making small non-domestic premises safe from fire. (gov.uk)

For standards on alarm and voice evacuation systems refer to BSI guidance on fire-related standards. (knowledge.bsigroup.com)

If you would like a tailored communications audit or help running a realistic drill, contact our team to arrange an on-site review and a clear action plan.