What I need to display on information board?

A Health and Safety Information Board is a crucial component of workplace safety management. It consolidates essential information to ensure that employees and visitors are aware of workplace risks, emergency procedures, and their rights under EU workplace safety regulations. The content of these boards varies depending on the industry (factories, workshops, construction sites, etc.), but they must always align with EU Directives such as the OSH Framework Directive (89/391/EEC) and national labor laws. Below is a breakdown of what should be displayed on an effective workplace safety board.

General Workplace Safety Information

• Health & Safety Policy Statement – A signed statement outlining the company’s commitment to workplace safety, risk prevention, and employee well-being.
• Workers’ Rights & Responsibilities – A summary of employees’ legal obligations, such as using Personal Protective Equipment (PPE) correctly and reporting safety hazards.
• Employer Responsibilities – Information about risk assessments, workplace safety training, and compliance with EU safety standards.
• Safety Contacts & Reporting Procedures – Contact details for health & safety officers, workplace safety committees, and the method for reporting accidents or near-misses.
• PPE Requirements – Notices detailing mandatory protective equipment (e.g., safety helmets, gloves, ear protection) required for specific areas or tasks.

Emergency Procedures & First Aid

• Emergency Contact Numbers – Display 112 (EU-wide emergency number), fire brigade, medical assistance, and internal emergency coordinators.
• First Aid Information – Locations of first aid kits, medical rooms, and contact details for trained first-aiders.
• Fire Safety & Evacuation Plan – A clear evacuation plan with exit routes, assembly points, and firefighting equipment locations, complying with EU Fire Safety Directives.
• Alarm Signals & Shutdown Instructions – Information on fire alarms, gas leaks, and hazardous area shutdown procedures.
• Accident Reporting & Incident Documentation – Instructions on how to report accidents, access safety logs, and submit incident reports.

Legal Notices & Mandatory Workplace Information

• EU & National Safety Regulations – Summaries of OSH regulations, workplace safety laws, and national health & safety policies.
• Employer Liability Insurance Certificate – Proof of workplace insurance coverage for employees.
• Workplace Inspection & Compliance Notices – Any government-issued safety warnings, compliance updates, or regulatory changes.
• Trade Union or Worker Safety Representative Contacts – If applicable, display union representatives’ contact information for workplace safety concerns.
• Prohibition & No-Smoking Signs – Mandatory signage, including “No Smoking” and “No Unauthorized Entry” zones.

Hazard Warnings & Safety Signs

• Mandatory PPE Signs – Icons indicating where hard hats, high-visibility clothing, gloves, or respirators must be worn.
• Warning & Danger Signs – Safety signage highlighting high voltage areas, machinery hazards, flammable substances, and restricted zones.
• Emergency Exit & First Aid Signs – EU-standard safety symbols for fire exits, muster points, and medical assistance.
• Chemical Hazard Labels (CLP/GHS Standard) – If hazardous substances are used, chemical classification labels and material safety data sheets (MSDS) should be available.

A well-maintained Health & Safety Information Board ensures that all employees are aware of workplace hazards, emergency protocols, and their legal rights. By incorporating emergency procedures, PPE requirements, hazard warnings, and mandatory notices, companies comply with EU safety standards and foster a safer work environment. Employers must regularly update the board to reflect changes in safety regulations and ensure that workers are properly informed and protected.

A Health and Safety information board in an EEA workplace should consolidate key safety details for employees and visitors. It must be useful in both factory/workshop and construction site settings, aligning with EU directives and European best practices. The EU OSH Framework Directive (89/391/EEC) sets out broad obligations for employers to inform and protect workers​, while specific directives (on signage, workplaces, PPE, pregnant workers, work equipment, etc.) provide more detailed requirements. Below is a structured list of recommended content for such a board, covering general safety information, emergency procedures, legal notices, and hazard warnings. These recommendations follow the EEA-wide framework; however, companies must always verify and comply with the specific national legislation in the EEA country of operation to ensure full legal compliance. Guidance on checking national requirements is provided at the end.

General Workplace Health and Safety Information

This section of the board should communicate fundamental health and safety information, including the rights and responsibilities of both workers and employers, the workplace’s risk management approach, and references to safety documentation (like policies and risk assessments). Key items to display include:

• Health & Safety Policy Statement: A clear, signed statement of the company’s intent regarding health and safety. This is often the first page of the full H&S policy, outlining the employer’s commitment to a safe workplace​. (Many EEA countries require employers with a certain number of employees to have a written H&S policy; displaying it on the board is a best practice.)
• Workers’ Rights and Responsibilities: A summary of workers’ OSH rights (e.g. the right to a safe workplace and to information/training​) and duties (e.g. the duty to take care of their own safety and use equipment properly). For example, under the EU Framework Directive workers must use machinery and PPE correctly and not disable safety devices, and must report serious dangers to the employer. Including a brief “rules for workers” section on the board, drawn from company rules and EU principles, reinforces these responsibilities.
• Employer Responsibilities & Safety Policy Highlights: A summary of the employer’s key duties (e.g. to assess risks, prevent hazards, and provide training/information)​. Reference that a written risk assessment has been done and that preventive measures are in place (with information on where detailed risk assessments or the “Safety Statement” can be found). This shows compliance with the Framework Directive’s requirement to evaluate risks and inform workers​. If certain groups have special protections (young workers, pregnant or nursing workers, etc.), note that in this section. For instance, employers must specifically assess risks for pregnant workers and inform them of any necessary safety measures (per the Pregnant Workers Directive 92/85/EEC)​. The board can include a note that “If you are pregnant or breastfeeding, inform management so appropriate accommodations can be made,” underscoring that particularly sensitive risk groups are protected by EU law​.
• Internal Safety Contacts and Reporting: List contact information for the safety officer or H&S responsible person, and if applicable, the workers’ safety representative or committee. EU laws emphasize worker consultation in safety matters​, so the board should tell workers who to contact with H&S concerns. Also, outline how to report accidents, near-misses or hazards (e.g. “Report incidents to your supervisor or via the incident log book located [location]”). Provide the location of important safety documents (like Material Safety Data Sheets for chemicals or the full H&S manual) so employees know where to find detailed information.
• Personal Protective Equipment (PPE) Information: Note any mandatory PPE in the area (e.g. “Safety helmets and shoes must be worn in the workshop”). While detailed PPE rules will be indicated by signs (see Hazard Warnings below), the board can remind workers of their obligation to use provided PPE properly​. This ties in with Directive 89/656/EEC on PPE, which requires employers to provide appropriate PPE and training. For instance, if certain jobs require hearing protection or fall-arrest harnesses, the board should state this and refer to the relevant safety procedures or risk assessment.

By covering the above, the board addresses general awareness of workplace risks and the shared duties of employers and employees under the EU Framework Directive. It should encourage a safety culture where everyone knows the rules and where to find more information.

Emergency Procedures

Every Health and Safety board must prominently display what to do in an emergency. This includes fire safety instructions, first aid arrangements, accident reporting and evacuation plans. All emergency information should be consistent with EU and national regulations (like the workplace directive 89/654/EEC and Framework Directive 89/391/EEC which require emergency preparedness). Key components are:

• Emergency Contact Numbers: List important phone numbers such as Europe-wide emergency number 112, any in-house emergency line, and contacts for on-site first aiders, fire wardens, or security. If the site has an internal emergency coordinator, include their phone/radio number. This ensures anyone can quickly find who to call in an urgent situation.
• First Aid Information: Identify the trained first aiders by name and how to contact them (phone extension, etc.), and the location of first aid kits or the first aid room. Employers are required to make appropriate first-aid arrangements​, so the board should clearly state “First Aid Kit located in [Room]” and for example “First Aiders: [Name A], [Name B] (tel. …)”​. This allows prompt response to injuries. Also mention nearby medical facilities if relevant (e.g. “Nearest hospital: [name/address]”).
• Fire Safety and Evacuation Plan: Post concise fire emergency instructions: what to do if a fire is discovered or alarm sounds. For example: “On hearing the alarm, shut down equipment if safe, leave the building by the nearest exit, do not use lifts, and proceed to the assembly point.” Specify the assembly point location for evacuations. If possible, include a simple map or floor plan showing emergency exit routes and assembly point(s)​. (Directive 89/654/EEC requires that emergency routes/exits be clearly marked and kept free, so the map helps employees visualize this.) List the names of designated fire wardens/marshals who will assist in evacuation​. Also include the location of fire-fighting equipment (e.g. “Fire extinguishers – by main door and warehouse entrance”). This fulfills the duty to inform workers about fire-fighting arrangements​.
• Alarm Signals and Shutdown Procedures: If the site has distinct alarm sounds (fire bell, gas leak alarm, etc.), explain them on the board. For example: “Alarm: Continuous siren = evacuate building. Intermittent bell = shelter in place.” If workers must perform critical shutdowns (like turning off machinery or gas valves) before evacuating, list those instructions clearly. (EU rules say employers must establish procedures for serious, imminent danger and nominate workers to implement them​. Posting these procedures helps ensure everyone knows the plan.)
• Accident and Incident Reporting: Briefly describe the procedure for reporting accidents and near-misses. For instance: “All accidents, however minor, must be reported to [Person/Office] and recorded in the accident logbook (located at [location]).” This encourages a reporting culture and complies with the requirement to record accidents (per Directive 89/391/EEC Article 9). Also mention that serious incidents will be investigated and reported to authorities as required.

By clearly displaying emergency procedures, the board helps ensure a swift and organized response to crises. Workers should be able to quickly read the board and know how to get help, evacuate, or respond to fires and injuries, which supports the EU mandate that workers be informed and trained in first aid, fire-fighting and evacuation​. Regular drills can be referenced (“Fire drills are conducted every 6 months – last drill: [date]”) to reinforce this information.

Display of Relevant Legal Information and Notices

Health and safety notice boards typically also show any legally required postings and important notices. While the exact documents to post can vary by country (since each EEA state implements EU directives via national law), there are common themes derived from EU regulations and best practices. The board should include:

• Summary of Health & Safety Law or Workers’ Rights: Many countries require or recommend posting a summary of occupational safety and health law. For example, in the UK employers must display the official Health and Safety Law Poster​, which outlines workers’ rights and responsibilities under the law. Other EEA countries may have a similar mandatory poster or at least an obligation to inform workers of their rights. It is good practice to have a brief notice that “Employees have the right to a safe workplace and the duty to work safely – as guaranteed by EU Directive 89/391/EEC and national law.” This could be covered by the law poster or a custom summary in the local language.
• Company Insurance and Certificates: If applicable, display the Employer’s Liability Insurance certificate (or equivalent proof of mandatory insurance). In some jurisdictions (e.g. UK) this is a legal requirement to show employees that insurance is in place in case of work injuries​. Even where not explicitly required by law, posting it is a best practice to demonstrate compliance and assurance. Similarly, if the company has any other relevant certificates (like a safety management system certification ISO 45001, or mandatory operating licenses, etc.), those can be posted or referenced.
• Health and Safety Policy (signed): As noted earlier, a signed health & safety policy statement is recommended on the board​. In some countries having this accessible is required once you have a certain number of employees. It shows management’s commitment and informs staff of the organizational structure for safety (who is responsible at top level).
• Notices from Authorities or Workers’ Reps: If the workplace has had any official H&S inspections or if there are any enforcement notices, the board may need to display these (some national laws require that improvement or prohibition notices from labor inspectors are communicated to workers). Additionally, if workers have elected a safety representative or committee, a note about when meetings occur or how to contact the safety rep should be on the board (to fulfill consultation requirements​).
• Other Mandatory Posters/Notices: Depending on national transpositions, there may be specific postings required – for example, information about working hours, emergency contact numbers, or the existence of an occupational health service. While not directly from EU directives, these often relate to labor law. As a general practice, include any poster that is commonly required: e.g. No Smoking signs (often required by national smoke-free laws to be posted at entrances), an evacuation floor plan (sometimes mandated by fire regulations), or a brief of the company’s Risk Assessment findings (in some countries, employers must inform workers about the risks identified – a summary on the board fulfills this by referencing the main hazards and controls in place).

Note: The board should be kept up-to-date. If laws change or certificates expire, the postings must be replaced. The EU OSH Framework guarantees minimum requirements across the EU​, but specific posting obligations (like which exact poster to use) are set by national law, so the content in this section must be tailored to the country. For instance, while all EU employers must inform workers of safety risks and measures​, the UK requires a specific HSE poster, France requires displaying the labour code’s Article R information in the workplace, etc. Companies should therefore ensure they have all notices required by their country’s authorities in addition to the general items above.

Hazard Warnings and Safety Signs

The information board should either display, or be adjacent to, the standard safety and hazard signs relevant to the area. European Directive 92/58/EEC requires employers to provide safety and health signs at work wherever a risk cannot be adequately controlled by other means​. This means any notable hazard should have a clear sign or warning notice. On a combined safety board, you may include:

• Mandatory Signs: Symbols reminding workers of required protective measures. For example, a “Wear Hard Hats” sign at the entrance to a construction zone, or “Eye Protection Must Be Worn” on a workshop board if grinding or chemicals are present. These blue-and-white circular signs (per EN ISO 7010 standard) convey the PPE requirements graphically. They tie in with the PPE Directive (89/656/EEC) by reinforcing which personal equipment must be used for safety.
• Warning Signs: Triangle-shaped, yellow/black signs alerting people to hazards – e.g. a “Danger: High Voltage” near electrical panels, “Forklift Operating Area” in a factory, or “Caution: Slippery Floor” if appropriate. Such warnings should match the standardized symbols (like the lightning bolt for electrical danger, the forklift silhouette for industrial vehicles, etc.). Using the harmonized symbols is crucial; a given warning sign should be recognizable whether the worker is in Spain or Sweden​.
• Prohibition and Safe Condition Signs: Include any red circular prohibition signs (e.g. “No Smoking” or “No unauthorised entry”) that apply in the area, as required by rules or risk assessments. Also, safe condition signs (green/white) such as first aid location or emergency exit signs should be posted. While these are usually placed at specific locations (exits, first aid kits) rather than on an info board, the board can feature a legend or examples so employees know their meaning. For instance, a small poster could show all the common safety symbols used on site with explanations (this can be especially useful for new workers or if literacy/language barriers exist, as pictograms transcend language). According to EN ISO 7010 (the European standard for safety signs), the shapes and colors of these signs are uniform across the EEA, providing instant recognition​.
• Chemical Hazards and Other Notices: If the workplace handles hazardous substances, the board might display relevant hazard labels (per CLP/GHS regulations) or at least warn of their presence (“Hazardous chemicals used here – see container labels and MSDS for details”). Any site-specific hazards (like “Asbestos present – do not disturb without authorization” if applicable, or “Laser in use – avoid direct eye exposure”) should have warning signage as required by EU rules and corresponding EN/ISO standards. Additionally, machinery and work equipment should have any essential warning labels attached – e.g. moving parts warnings, lock-out tag-out instructions – as mandated by the Work Equipment Directive 2009/104/EC (which states that work equipment must bear the warnings and markings essential for safety​). Ensure that such warnings are also summarized or noted on the board if critical (“Use lockout procedure before maintenance – see machine label”).
  
  Example of a standard “Fire exit” safe-condition sign (green running man symbol with arrow) used throughout the EEA. All emergency routes and exits must be indicated with such signs per EU rules​

EN ISO 7010 has harmonized these symbols across Europe, so that this sign is immediately understood in any member state​.

By following the EN ISO 7010 standard for all safety signage, employers ensure consistency and compliance. The board should reinforce that these pictograms are to be obeyed. In practice, many companies put a mini-chart on the H&S board titled “Safety Signs and Their Meanings,” showing icons for mandatory actions, warnings, fire equipment, and escape routes. This serves as a quick reference for anyone unfamiliar with a symbol. Remember that signage is not a substitute for risk elimination – it’s a last resort warning. However, it is legally required and vital for communicating dangers instantly, as emphasized by Directive 92/58/EEC​. Regularly check that all posted signs are intact, visible, and in the language(s) understood by your workers (pictograms help overcome language barriers, which is one reason they are standardized​).

Ensuring Compliance with National Requirements

While the above recommendations provide an EEA-wide framework for a comprehensive safety information board, companies must verify the specific legal requirements of the country in which they operate. EU directives set minimum standards, but each EEA member state transposes these into its own laws and may add stricter rules​. To ensure full compliance:

• Consult National Legislation and Guidance: Identify the national occupational safety and health laws or regulations that apply to workplace postings. For example, check the labor code or workplace safety regulations of the country for any stated requirements (such as obligatory posters or notices). Many countries publish official guidance on what must be displayed – often available on the website of the national safety authority or labour inspectorate. (E.g. the French “Code du Travail” mandates posting certain excerpts of the law; Germany’s accident prevention regulations may require specific signage; the Netherlands’ labor inspector might have a checklist for required notices, etc.) Using official sources ensures you cover all country-specific mandates.
• Use EU-OSHA National Focal Points: The European Agency for Safety and Health at Work (EU-OSHA) has focal points in each member state, usually the national OSH authority. These often provide information in English and the national language about local requirements. For instance, they may have downloadable templates of required posters or summaries of national OSH laws. Reaching out to these resources can clarify what your information board needs in a given country.
• Contact Local Authorities or H&S Experts: When in doubt, directly contact the local labour inspectorate or a certified H&S consultant in the country. They can confirm which notices are legally required (e.g. some countries require displaying emergency numbers and company-specific emergency plans, others require posting names of safety reps, etc.). Engaging with them is also good practice to keep up with changes.
• Training and Worker Input: Ensure that the content on the board is explained to workers (especially if any part of it is required by law to be communicated). Involve worker representatives in reviewing the board’s content – they might know if something is missing or not clear. Remember that posting information is one aspect; the law also requires that workers understand it. Translation might be necessary if you have a multilingual workforce – pictograms help, but key text (like emergency instructions) should be provided in languages workers read.
• Regular Review: Make it a routine (e.g. during annual risk assessment review or audits) to verify that your H&S board complies with current legislation. Laws can change, and so can your workplace (new equipment might introduce new hazards that require new signs or info). Keeping the board updated is part of compliance. If operating in multiple EEA countries, maintain a checklist per country, since – while the core topics will be similar – the specifics (formats, language, titles of documents) will differ.

In summary, the health and safety information board should be a one-stop reference for workers to find all crucial safety information at a glance. By structuring it to cover general H&S policies, emergency procedures, legal rights/notices, and hazard warnings – and aligning each with EU directives and standards – you create a board that meets EEA best practices. Always cross-check against your local legal obligations, as Member States may have additional posting requirements or different emphases​. Compliance with national law is mandatory, so use the general guidance above as a foundation and then build in the country-specific details. This approach will ensure your workplace H&S board is both legally compliant and effective in promoting safety awareness.

Sources: European Union OSHA Framework and sectoral Directives; European Commission and EU-OSHA guidance documents; EN ISO 7010 standard for safety signs; Best practice recommendations from various EEA national safety authorities. (Always refer to the latest official publications for each Member State’s exact requirements.)​