{"id":31612,"date":"2026-10-03T08:00:00","date_gmt":"2026-10-03T07:00:00","guid":{"rendered":"https:\/\/e-lia.io\/?p=31612"},"modified":"2026-09-25T10:00:25","modified_gmt":"2026-09-25T09:00:25","slug":"how-to-make-safety-instructions-accessible-for-low-literacy-employees","status":"publish","type":"post","link":"https:\/\/e-lia.io\/en\/blog\/how-to-make-safety-instructions-accessible-for-low-literacy-employees\/","title":{"rendered":"How to make safety instructions accessible for employees with low literacy"},"content":{"rendered":"<p>Safety instructions are only effective if employees genuinely understand them. Yet many instructions are written at a reading level that is too high for a large proportion of the workforce. Low literacy in the workplace is more common than you might think, and employees who perform perfectly well in their role can still struggle with long, formal texts. This is not a personal shortcoming, but a reality that organisations need to take into account.<\/p>\n<p>In this guide, you will learn step by step how to make safety instructions accessible for employees with low literacy. From assessing your current content to validating understanding on the shop floor. Every step is directly applicable, regardless of the sector in which you work.<\/p>\n<h2>Map the reading level of your safety content<\/h2>\n<p>Before you change anything, you need to know where you stand. Many organisations have safety instructions that have remained unchanged for years and were written by specialists accustomed to formal language. The result is often content that is technically correct but in practice is neither read nor understood.<\/p>\n<p>Start with a straightforward inventory of your existing materials. Think of work instructions, <a href=\"https:\/\/e-lia.io\/en\/toolbox-talks\/\">toolbox meetings for workplace safety<\/a>, onboarding documents, and safety procedures. For each document, ask yourself the following questions:<\/p>\n<ul>\n<li>How many words per sentence does the text contain on average?<\/li>\n<li>Is technical jargon or are abbreviations used without explanation?<\/li>\n<li>Is the text written from the reader&#8217;s perspective, or from the organisation&#8217;s?<\/li>\n<li>Are there employees who can read the instruction aloud and then explain what they need to do?<\/li>\n<\/ul>\n<p>A practical way to assess the reading level is to ask a small group of employees to read through an instruction and then describe what they understood from it. The answers quickly reveal where the problem areas lie. Note which documents are used most frequently and start your revisions there.<\/p>\n<h2>Simplify language and sentence structure step by step<\/h2>\n<p>With a clear picture of your current content, you can begin simplifying. This does not mean leaving out information. It means conveying the same message in more accessible language.<\/p>\n<ol>\n<li>Replace long sentences with short sentences containing one action or message per sentence.<\/li>\n<li>Use everyday words instead of formal or technical terms. Write &#8220;wear gloves&#8221; instead of &#8220;personal protective equipment must be worn&#8221;.<\/li>\n<li>Use the imperative for instructions: &#8220;Switch off the machine&#8221; works better than &#8220;The machine is to be switched off&#8221;.<\/li>\n<li>Avoid double negatives and passive constructions that can cause confusion.<\/li>\n<li>Use bullet points for steps that must be carried out in sequence.<\/li>\n<\/ol>\n<p>Have the revised text read by someone without specialist knowledge, preferably someone who is representative of your target group. Does that person immediately understand what is expected of them? Then you are on the right track. If questions remain, revise the text further until the instruction stands on its own.<\/p>\n<h2>Replace text with visual and auditory elements<\/h2>\n<p>Text is not always the most effective way to convey safety information. Visual aids can make safety information more accessible and easier to understand, particularly for employees who struggle with reading. Combine text with supporting elements that reinforce the message.<\/p>\n<p>Consider the following adjustments:<\/p>\n<ul>\n<li><strong>Pictograms and icons:<\/strong> use recognisable symbols alongside or instead of written explanations for hazardous situations or required protective equipment.<\/li>\n<li><strong>Step-by-step images:<\/strong> show how an action is carried out correctly, in the right order.<\/li>\n<li><strong>Short instructional videos:<\/strong> a video of one to two minutes in which a colleague or safety officer demonstrates the instruction is easier for many employees to follow than a written procedure.<\/li>\n<li><strong>Audio fragments:<\/strong> for employees who struggle with reading but learn well by listening, a spoken instruction can be a practical solution.<\/li>\n<\/ul>\n<p>After adding visual elements, check whether the combination of image and text is consistent. An image that shows something different from what the text describes creates confusion rather than clarity.<\/p>\n<h2>Adapt the format to the workplace and the device<\/h2>\n<p>The way in which employees receive safety instructions is at least as important as the content. A printed A4 sheet in a folder rarely reaches employees on the shop floor at the right moment. Think about where and when employees need the instruction, and adapt the format accordingly.<\/p>\n<ol>\n<li>Determine on which device employees are most likely to view the instruction: a smartphone, a shared tablet, or a screen in the canteen.<\/li>\n<li>Ensure the instruction is readable on a small screen, with large text, sufficient white space, and short paragraphs.<\/li>\n<li>Avoid PDF files that are not mobile-friendly. Choose formats that are directly readable without zooming or scrolling.<\/li>\n<li>Consider microlearning: short modules of a few minutes that employees can complete at any time, including between tasks.<\/li>\n<\/ol>\n<p>A useful rule of thumb is that an employee should be able to understand the instruction while standing, wearing gloves, in a busy workplace. If the format does not allow for that, it is not suitable for the shop floor.<\/p>\n<h2>Translate instructions into employees&#8217; native languages<\/h2>\n<p>Low literacy and language barriers are two different challenges, but they reinforce each other. An employee whose native language is not Dutch will understand a safety instruction written in Dutch less well, even if that instruction is already written in simple terms. Translating into employees&#8217; native languages is therefore a direct way to improve accessibility.<\/p>\n<p>Proceed as follows:<\/p>\n<ol>\n<li>Identify which languages are spoken in the workplace. Check with line managers or HR.<\/li>\n<li>Prioritise the most common languages and start by translating the most frequently used safety instructions.<\/li>\n<li>Have translations checked by a native speaker who is also familiar with the work situation. Technical terms can take on a different meaning in translation.<\/li>\n<li>Ensure that employees can receive the instruction in their own language without having to request it themselves.<\/li>\n<\/ol>\n<p>When working with employees from many different countries, translating instructions manually can be time-consuming. AI-assisted translation tools can help with this, but always verify that the translation is accurate in terms of content before sending the instruction.<\/p>\n<h2>Validate understanding with knowledge checks and practical assessments<\/h2>\n<p>Sending or displaying a safety instruction is no guarantee that employees also understand its content. Actively validate understanding so that you know whether the adjustments you have made are actually working.<\/p>\n<p>Use a combination of the following methods:<\/p>\n<ul>\n<li><strong>Knowledge checks:<\/strong> after each instruction, ask two or three short questions to test whether the key points have been understood. Use multiple-choice questions or images as answer options to keep the threshold low.<\/li>\n<li><strong>Practical assessments:<\/strong> have employees carry out the action and observe whether they apply the instruction correctly.<\/li>\n<li><strong>Conversations on the shop floor:<\/strong> ask line managers to briefly discuss what employees have learnt after an instruction. This does not need to be a formal conversation.<\/li>\n<\/ul>\n<p>Record the results of knowledge checks so that you can see which employees have completed the instruction and whether there are groups that need additional support. If many employees answer the same question incorrectly, this is a signal that the instruction is not yet clear enough on that point. Revise the content and repeat the check.<\/p>\n<h2>How we help with accessible safety instructions<\/h2>\n<p>At E-lia, we understand that safety instructions only work if they genuinely reach and are understood by the employee. Our platform is specifically built for employees on the shop floor who do not have a business laptop or email address. Via WhatsApp, we send instructions directly to employees&#8217; phones, without them needing to download an additional app or create an account.<\/p>\n<p>What we can concretely do for you:<\/p>\n<ul>\n<li>Send safety instructions, toolbox meetings, and work instructions as interactive modules via WhatsApp<\/li>\n<li>Automatically translate into more than 50 languages, so that every employee receives the instruction in their own language<\/li>\n<li>Add knowledge checks to every module, so that you can see who has understood the instruction<\/li>\n<li>Track progress and participation via a live dashboard, so that you can intervene in a timely manner<\/li>\n<li>Build modules in an average of ten to fifteen minutes, with AI support for content and translations<\/li>\n<\/ul>\n<p>Would you like to see how this works for your organisation? <a href=\"https:\/\/e-lia.io\/en\/contact\/\">Get in touch with us<\/a> and we will show you how to make safety instructions accessible for every employee on the shop floor. Or <a href=\"https:\/\/calendly.com\/sid-82\/demo-e-lia-leren-via-whatsapp?month=2026-09\">schedule a free demo directly<\/a> and discover the platform in practice.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Safety instructions rarely reach employees with low literacy. Discover how to change that.<\/p>\n","protected":false},"author":4,"featured_media":31502,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[],"class_list":["post-31612","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-geen-onderdeel-van-een-categorie"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.6 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to make safety instructions accessible for employees with low literacy - E-Lia<\/title>\n<meta name=\"description\" content=\"Making safety instructions accessible for low-literacy workers: simplify language, use visuals, and validate understanding. 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