Why have a Weekly Safety Meeting?

Weekly Safety Meetings are a fundamental part of safety awareness and can be one of the best motivators to drive safety in the workplace. Having a Weekly Safety Meeting will continue to encourage employee awareness and involvement by reviewing safety concerns, and promoting new safety initiatives and processes.

  1. PURPOSE
  • A process that empowers leaders to effectively deliver safety messaging to front line workers.
  • A method to increase the relevance of safety messaging along with a corresponding call to action for attendees.
  • Assurance to workers that frontline safety concerns are logged, addressed, communicated, and closed in a timely manner.
  • Governance for tracking and gathering feedback to ensure the process is sustained and improved over time. 
  1. HOLDING A SAFETY MEETING

LEAVE YOUR TITLE AT THE DOOR 

The person facilitating the safety meeting ensures the meeting is held at the specified time, acts as the facilitator for the meeting, and ensures the meeting adheres to the procedures below.

This includes the following:

  1. Arrive early to ensure meeting room and material is set up.
  2. Before the meeting starts, assign attendees who will be accountable for the following tasks during the safety meeting.
  3. A scribe to record meeting minutes, ensure the attendance sheet is completed and record items on the action log.
  4. Set housekeeping and meeting expectations (for example, NO cell phone usage).
  5. Set meeting norms and environment, such as:
  • Keep subsequent discussions on topic and related to safety
  • Articulate that Leadership should be encouraging engagement and collaboration from the audience.
  • Suggest that people DO NOT read information-intensive slides or documents word for word but rather summarize the information and highlight key points and messages.
  • Include a call to action to promote individual accountability for each issue raised.
  • Review the status of outstanding actions identified in previous safety meetings.
  • Ensure new issues and concerns are logged, including assigning owners and completion target dates if appropriate at this time.
  • Review submitted quality assessment worksheets with the assessors at the end of the meeting.

Notes:

  • REMEMBER TO LISTEN AND LEARN FROM YOUR AUDIENCE!
  • WHAT THEY SAY WILL LET YOU KNOW HOW THEIR DAY WILL TURN OUT!
  • KEEP YOUR MEETING POSITIVE, IF SOMEONE WANTS TO TURN IT NEGATIVE ELIMINATE THE OPPORTUNITY.
  • REMEMBER TO TELL EVERYONE TO TURN THEIR PHONES OFF!
  • REMEMBER QUALITY NOT QUANTITY

How to prepare a Weekly Safety Meeting:

  • Prepare the Weekly Safety Meeting presentation around the current Safety Program activity.
  • Confirm a room/area for the Weekly Safety Meeting to be held.
  • Complete date/time/location on a Meeting Location Poster or similar media.
  • Install the completed Meeting Location Poster in areas highly visible to the workforce such as lunchrooms, bulletin boards and common areas to ensure maximum attendance.
  • Prepare injury stats from the week prior.
  • Prepare the Weekly Safety Meeting Minutes.
  • Prepare Weekly Safety Meeting Attendance Sheet.
  • Schedule BU leader or Area Champion, or similar to present the Weekly Safety Meeting and prepare a Safety Moment.
  • Identify a person with a previous activity Safety Program related injury or opportunity that may be willing to share their story at the Weekly Safety Meeting.
  • Review the previous Weekly Safety Meeting concerns/actions and be informed of the status.

Conducting the Weekly Safety Meeting:

  • All attendees are to sign the attendance sheet and have a Safety Moment. (5 Minutes)
  • Review concerns/actions from previous Weekly Safety Meeting record all incomplete actions and concerns. (10 Minutes)
  • Discuss injury stats for the week prior. (10 Minutes)
  • Conduct Weekly Safety Meeting around the current Safety Program Activity. (15 Minutes)
  • Invite person with previous program related incident to share their story at the meeting. (5 Minutes)
  • Encourage participation from all attendees and provide them opportunities to raise safety concerns and workplace conversation successes. (10 Minutes)
  • Discuss the quality of FLRA/FLHA, Tool Box Talks and Safety Moment Documents.

PICK 1 PER MEETING MAKE IT QUALITY NOT QUANTITY (5 Minutes)

  • Record safety concerns/action that need to be addressed, assign owners and give target dates for completion. (15 Minutes)
  • Discuss any other initiatives, processes and opportunities. (15 Minutes)

STAY ON TOPIC – DO NOT LET ANYONE TAKE OVER YOUR MEETING.

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