Many companies proudly talk about being inclusive and having open-door policies where everyone’s voice matters. But good intentions aren’t always enough. If people don’t actually feel comfortable speaking up, whether it’s to share a new idea, raise a concern, or admit to a mistake, then those policies aren’t really doing their job.

That’s where psychological safety comes in. This concept is all about creating a workplace where employees feel safe to be themselves without fear of judgment, embarrassment, or punishment. When psychological safety is present, people feel free to contribute, ask questions, challenge the status quo, and even fail, knowing they won’t be penalised or ridiculed for it.

Here, we’ll explore what psychological safety really means, what happens when it’s missing, and practical steps you can take to build a workplace culture where everyone feels heard, respected, and supported.

Case study

Leo, the one who’d get things done

Leo was the kind of account manager every client loved: always available, always agreeable, always smiling. No matter how last-minute the request or how tight the turnaround, Leo found a way to say “yes.” In fact, he’d built a reputation as the one who’d get things done without complaint, even when his manager started noticing the late-night emails, working on weekends, and skipping lunches to catch up on work.

Then, one week, Leo missed an important deadline for a client, which caused a major issue for the company. Perhaps even more alarming was Leo himself, who looked utterly embarrassed and deflated. The confident, outgoing colleague they all knew had retreated into himself.

When his manager pulled him aside for a quiet one-on-one to see what had gone wrong, Leo finally let his guard down. He admitted he’d been drowning in work for months but didn’t want to say so. He thought asking for help would make him look weak, like he couldn’t handle the pressure. However, maintaining a façade that he had everything under control only led to burnout and letting down one of the company’s most important clients.

That conversation shifted everything. His manager realised they’d unintentionally created a culture where saying “yes” felt safer than speaking up. From that point on, they made space for regular one-to-one check-ins, so everyone could give updates on how they were getting on and have an opportunity to raise concerns or pitch ideas before taking them to the wider team.

All in all, this wasn’t a massive overhaul, but a consistent, thoughtful tweak that made sure everyone in the team felt heard. By creating a space where employees don’t need to guard their words and actions, mental energy is freed up and workplace stress decreases significantly. It was also an important lesson for everyone, that saying “no” every once in a while, doesn’t mean letting people down. It means taking care of oneself so you can keep showing up for others and delivering more consistent work in the long run.

Tips to foster Psychological Safety in the Workplace

Creating a psychologically safe workplace is about shaping a culture where people feel heard, respected, and safe enough to be themselves.

Here are some practical strategies to help you get started:

1. Break Down the Power Gap

One major barrier to psychological safety is the perceived distance between leadership and teams. Help bridge that gap by encouraging senior managers to engage more personally with their teams. Whether it’s joining lunch breaks, sitting in on team discussions, or simply showing up for casual conversations, these small acts can go a long way in making leadership feel approachable and human, and not just a name on an email.

2. Make Listening an Active Practice

It’s not enough to say “my door is always open.” Create regular check-ins, both formal and informal, to connect with team members one-on-one. Celebrate their wins, ask how they’re doing, and find out if they need any support.

Also, give people space to share bold, even crazy, “out there” ideas, without fear of being laughed at or dismissed. Such brainstorming sessions can unlock new ways of thinking, even if some ideas don’t stick. Often, it’s those big swings that spark fresh approaches and solutions.

3. Address Conflict, Don’t Avoid It.

Disagreements are normal, but ignoring them can create bigger problems down the line. If you notice tension within the team, step in early. Bring those involved together to talk things out and find common ground. More often than not, conflict stems from people feeling unheard or disrespected. And if problematic behaviour like bullying or exclusion arises, it’s crucial for leadership to take clear, fair action. These moments can shape your team culture, for better or worse.

4. Reward Speaking Up

If someone speaks up in a meeting, whether to raise a concern or suggest a different approach, acknowledge and thank them. Even if the idea can’t be implemented right away, explain why and encourage them to keep sharing. Letting people know their input is valued (even if not always acted on) helps build confidence and trust. One thoughtful response can open the door for more voices to join in. And when people feel their contributions matter, they experience greater meaning at work, a key component of psychological wellbeing.

5. Celebrate Individuality

No workplace is made up of identical people, and that’s a strength. Create opportunities for people to express their uniqueness, whether that’s through a “Dress to Express” day, a team lunch where people can bring foods from different cultures, or informal sessions where employees share something about their background or their hobbies and passions. These simple initiatives help foster a deeper sense of connection and remind people that diversity isn’t just welcomed, it’s celebrated.

6. Normalise Human Error

Mistakes happen. It’s part of being human. But when errors are met with harsh reactions, it creates a culture of fear where people stay silent, stick to the safe route, and stop taking risks. Instead, treat mistakes as learning opportunities. Of course, it’s important to address issues, but do so with empathy and clarity, not blame. When people feel they’re allowed to try (and fail), they’re much more likely to experiment, innovate, and grow.

Create a Psychologically Safe Workplace with Richmond Foundation

When employees feel psychologically safe, they’re more likely to speak up, ask for help, and share their ideas. This not only prevents small issues from snowballing into major mental health challenges, but it also creates a stronger, more connected team.

At Richmond Foundation, our Healthy Minds Consult programme is designed to help organisations create a workplace where well-being comes first. We work closely with management and HR teams to strengthen relationships with employees and provide guidance on how to handle tricky situations in a way that supports psychological safety.

Get in touch with the Healthy Minds Consult team today to learn how we can support your business in creating a healthier, more inclusive, and people-first workplace.