Instruction Without Formalism: How Did We Achieve It?

A few years ago, I encountered the same evil that every HSE specialist faces: formalism in training. If you analyze the scale and consequences of formalism in Russia, it becomes terrifying. Up to 200 people a year die in the workplace precisely because they lack basic knowledge of safe behavior. Although, for most victims of formalism, accident investigations revealed entries in briefing logs and signatures. In other words, the formal side of the matter was observed.

Krastsvetmet is a company with an 80-year history, and therefore, long ago, it was no exception to the generally accepted attitude toward occupational safety. Signatures for the sake of a "check mark," inconsistent briefings done however one felt like, efforts spent filling out logs for regulatory authorities, and victims of formalism — it was just like everywhere else in Russia.

To change this situation, about seven years ago, Krastsvetmet launched a pilot project to implement video briefings by profession. We came up with the video briefing format, hired a contractor, and began a massive undertaking of filming simple and clear videos showing safe working methods. Over a couple of years, we prepared a wealth of video content: 20 video briefings for core professions, 5 for secondary professions, 11 videos on types of work, and two video briefings on the use of PPE.

Next, we actively began implementing the filmed content as part of primary and refresher briefings. And you know, the effectiveness of such a briefing became immediately obvious to us. First, one video lasts no more than 10 minutes, whereas reading an instruction takes much longer. Second, a video briefing ensures no important point is missed, as it covers all the requirements of the instruction, whereas a supervisor conducting a verbal briefing might miss something or fail to mention it. Third, visualization works wonders; while watching, the employee uses two perception channels: auditory and visual, which significantly impacts information retention. Fourth, the employees themselves were filmed in the videos, which increases their interest in watching. Fifth, visualizing operations on-site can help clarify instruction requirements written in bureaucratic language.

In short, video briefings were approved not only by managers (it saved them significant time, which is always in short supply in production) but also by employees.

However, we faced a problem when assessing retained knowledge after a briefing in this format. We started thinking about how to ensure that a supervisor could be certain no knowledge gaps remained among employees, and if there were any, how to correct them. Should we turn briefings into courses ending with a test? But tests aren't always effective; you can't fit everything into a test. Besides, correct answers to tests can be passed along between shifts — formalism again?

We thought and thought, and at that moment, in one of the publications about instruction, we suddenly came across a simple technology for engaging briefings; I don't recall which company shared its best practice. There wasn't much information. The essence of the engaging briefing technology was more than simple to understand. We incorporated it into one of our training sessions for managers: "Procedure for Admission to Independent Work. Procedure for Conducting Briefings." There, I tell managers about the goal of an engaging briefing and how to conduct it, and I provide a universal checklist with questions covering all sections of the HSE instruction. Then, through the "Aquarium" training activity, they practice the skill of conducting a briefing using the engaging technology in "Trainee" – "Instructor" pairs.

So, the key features of an engaging briefing are:

• Don't talk too much yourself — it's better to ask questions. Let the employees you are instructing speak; this way, they will remember more;
• Ask what risks they see and listen to what they are thinking;
• If they don't see them, don't give direct hints; ask open-ended questions (open-ended questions are those that require a detailed answer rather than just "yes" or "no");
• Don't speak for the trainees — if the supervisor talks about the risks, the employees might never actually think about them.

The goal of an engaging briefing: after watching the video briefing, ensure there are no knowledge gaps. If there are gaps, correct them on the spot. Ensure the employee has a neural connection of "Danger – consequences – how to avoid consequences" or form one.

Sample engaging briefing checklist:

- Ivan, tell me about the harmful and hazardous factors present at your workplace

- What consequences can a harmful factor lead to, and what about a hazardous one?

- What needs to be done to avoid the impact of a hazardous/harmful factor?

- What needs to be done before starting work on the equipment?

- What must be taken into account when performing work on the equipment?

- What should not be forgotten upon completion of the work?

- Your actions in emergency situations?

The checklist can be deepened or expanded if you have such a need. You can focus the checklist on a single operation. Everything comes with experience; once you start communicating with employees, you will understand which information most often requires reinforcement and deepening, and where gaps systematically occur.

Despite its simplicity, the engaging briefing technology is very effective. It helps involve managers in the instruction process and eradicate that very formal attitude toward briefings and training, which is an evil for many companies. I observe the results of implementing this tool during grade promotion exams or annual knowledge checks for workers. Sometimes a colleague from the corporate university, the secretary of the knowledge assessment commission, jokes: "It seems they know HSE even better than the production technology." And I joke back: "They've simply started to understand these requirements; they've internalized them." What is internalized will never be forgotten.

Colleagues, I recommend this practice as one of the most effective for conducting briefings. If you are ready to fight formalism in training and are determined, this practice will definitely suit you and show results. The price of formalism is very high — people's lives and health — and the main thing is not to forget this. Good luck!