Companies are often tempted to duplicate their regulatory requirements in their health and safety standards–usually to show due diligence and avoid liability. But simply repeating legal text doesn’t help workers or supervisors understand what they actually need to do which undermines the entire purpose of the legislation: protecting workers.
So what should you do instead? Here are 5 practical tips:
- Focus on key expectations–not every legal detail
Don’t try to restate every clause of the law. Instead, identify the core responsibilities, controls, and actions that workers and supervisors need to follow to meet the intent of the legislation.
- Use plain language
Ask: What do workers and supervisors need to understand and follow to meet the intent of the legislation?
Legal jargon creates confusion. Use clear, direct language to state what needs to happen, who’s responsible, and when. This improves understanding makes your documents more defensible if something goes wrong.
Ask: Would someone new to the role or unfamiliar with the regulation easily understand this?
- Structure Content for Use–not just reference
Don’t bury expectations in long paragraphs. Use bullet points, tables, checklists, and clear headings to make content easy to scan and apply in the field. A well-structured document supports human performance and reduces the risk of error.
Ask: Can workers quickly find and apply the information they need–even in high-pressure situations?
- Be clear on what’s mandatory vs. recommended
Set clear expectations. Say what must be done rather than what should be considered. This removes ambiguity and helps workers and supervisors prioritize correctly.
Ask: Are we being clear about what’s required by law, what’s company policy, and what a best practice or recommendation?
- Link to regulations – don’t duplicate them
When needed, cite or link to the applicable regulation rather than copying it into the document. This shows alignment with legal requirements without overwhelming users with legalese–and makes updates easier when regulations change.
Ask: Are we linking to the right sources and keeping the focus on practical application, rather than legal text?
Well-written HSE standards don’t repeat the law–they translate it into clear, practical guidance that supports safe work. When you shift from legalese to leadership, you create documents that actually help:
- They guide decisions,
- Clarify responsibilities, and
- Make it easier for workers to do the right thing.
That’s how you move from compliance on paper to real-world safety performance.