Safety meetings share many names – toolbox talks, safety minutes, tailgate meetings… the list goes on. They can have different formats, but the goal across the board is the same: keeping frontline workers alert, safe, and on top of possible hazards.
Holding regular meetings gives you an opportunity to touch base with the frontline, provide essential training, and encourage safer practices. Whether you’re getting your crew together for a few minutes every day or for an hour every month, the following tips from our resident safety expert, Brian Camper, CSM, can help improve any safety meeting you hold.
So what is a safety meeting anyway?
Whether you’re new to the industry, or stuck under a rock, a safety meeting is a short, essential gathering that usually takes place at the start of a work shift. They can be held on a daily basis depending on the need but should at least be held weekly (more on this later!).
Safety meetings are usually mandatory and serve as a reminder of safety rules, best practices, and job hazards. According to OSHA, these meetings are meant to reinforce safety protocols and address immediate safety concerns before starting work. They may last just a few minutes or can run longer based on specific goals and topics. Daily meetings might be short and sweet, but less frequent toolbox talks could be a little beefier depending on tasks and working conditions for that day.
How often should safety meetings be held?
Safety meetings should be held as often as you’re able to. They don’t need to be long — Safeopedia notes a few minutes every day before or after work has been carried out should be enough to get the front line engaged in the topic for that day. If needed, these meetings can be held often depending on working conditions or project complexity.
You may be wondering, “why the hell should I hold these meetings every day? We’ve got important work to do!” We get it — it can be a big ask for everyone to take time to talk about safety. But according to the ASSP, long-term research shows strong safety practices — including daily toolbox talks — can lead to safer workplaces, improved operational efficiency, and greater return on investment. So while it may seem inefficient to hold daily meetings, the results may surprise you.
Who should lead the safety meeting?
Safety Meetings should be organized and led by a safety team member, foreman, or operations manager. Taking charge of these talks can show frontline workers that safety matters and represents the commitment to keeping each project accident-free. With that said, there’s no hard and fast rule about workers getting their time in the spotlight.
On top of asking team members to lead, you should regularly provide opportunities for your audience to show what they know. Set the expectation that anyone could be asked to share their experiences. Asking questions and encouraging participation can help improve how your crew learns what you’re teaching them.
“Talking at people and just reading off your PowerPoint will lose everyone in the room in minutes,” Brian Camper says. “You have to make it conversational, visual and relevant.”
Whether a supervisor is leading each toolbox talk or a frontline worker is asked to share their experiences, taking time to prepare is key. Keep a topic in mind and do some research so you know what you’re talking about. Taking time to guarantee a successful safety meeting will lead to more overall improvement in safe behaviors.
Where should safety meetings be held?
These meetings should be held wherever it’s easiest for people to gather and makes the most sense. Here are a few criteria that might make it easier to decide where you want everyone to gather.
- Near the actual work site
- Somewhere quiet with less distractions
- An office with technology for visual aids
Simply put, meeting in a quieter location is a good idea so everyone can hear and be heard without any distractions. If your project site is relaxed earlier in the day, hold the toolbox talk there. If you’re talking about vehicles, tools or machinery, go where those are. If it’s cold or stormy and you have access to a conference room or any other indoor space, this can be a great meeting place before you tackle work that day.
Pro tip: take feedback from your crew on their preference, too. If everyone is comfortable and ready to listen, you’ll have more success.
Should safety meetings be documented?
Short answer: Sort of.
Long answer: According to Sitemate, OSHA doesn’t specifically require toolbox talks to be held or documented. However, they do ask that all employers provide regular training and instruction on the job. Safety meetings give you the time to do just that.
When it comes to documenting your meetings, it’s a simple case of exceeding basic compliance. Logging when safety meetings are held, who attended, and what each meeting was about can help prove to OSHA you’re meeting their standards. In the event of an audit or inspection, these records can show inspectors you care about safety and are taking steps to keep employees ahead of the curve. They can also help mitigate serious consequences in the event of a catastrophic accident — some accidents are out of your control, and records can prove you took the steps to try and prevent incidents.
Documentation doesn’t just benefit OSHA, though. Safety meeting records can also act as a helpful resource for frontline workers. Need a refresher on a topic that’s been covered? You can look back and see what was covered.
What are some tips for holding effective safety meetings/toolbox talks?
Hosting engaging and informative safety meetings isn’t just something you can do off the rip. Like any safety process or procedure, safety meetings require preparation, clarity, and frontline engagement. Here are a few best practices to make sure your meetings are a success:
- Preparation: Do some research beforehand to make sure you understand the topic you’re presenting on. If you need visual aids, get the equipment ready beforehand and know how it works so you’re not wasting anyone’s time.
- Clarity: Speak clearly and project your voice. Try to avoid filler words like “um” or “uh” as much as you can. Clear communication makes sure everyone understands what’s being taught and keeps them engaged.
- Engagement: Keep the meetings interesting and interactive. Show videos and other visual aids where it makes sense. Ask questions as the occasion arises to keep everyone alert.
- Relevance: Tailor the topic to a specific situation that matters to your crew. If you’re using a presentation deck, make sure what you’re talking about reflects what’s onscreen.
- High Quality: Take time to research your topics and provide quality information. Add relevant photos, videos and other examples to your presentation so you’re not just showing off bullet points or text.
- Brevity: Respect everyone’s time by keeping meetings short. 10 minutes is usually a good length and will allow the frontline to get back to their job quickly.
- Participation: As previously mentioned, don’t be afraid to ask questions and reward participation. Invite others to share personal anecdotes or lead meetings. This will go a long way in encouraging frontline engagement.
- Incentives: Even grown men deserve a treat. Providing breakfast, gift cards, and other small perks can help get butts in seats and encourage participation during the meeting.
- Comfortability: Be open and approachable. Make sure everyone knows they’re safe to talk about hard topics if they need to.
Simplify Toolbox Talks with Safety Mojo
Planning, executing and documenting safety meetings can be time-intensive. Instead of burning time developing everything by hand, offload repetitive tasks and encourage improved engagement with Safety Mojo. In addition to simple, streamlined safety management, you can also document all toolbox talks in-app and easily gather digital signatures from everyone in attendance.
- Record topics discussed, meeting duration, and the date the safety meeting was held.
- Attach supplementary documents for future reference.
- Send digital forms to frontline workers to gather digital signatures, improving engagement and compliance.
- Add topical documents to Ask Mojo to improve searchability after the meeting.
Want to learn more about leading successful safety meetings? Visit our YouTube channel to watch our full conversation with Brian Camper.
Need Toolbox Talk Topics?
If you’ve ever had to plan consistent safety meetings, you probably know how much of a struggle it can be to come up with fresh ideas. If you’ve gone through the entire book and you’re struggling to come up with new ideas, we’ve got your back. Below are 50+ topics for safety meetings covering seasonal hazards, processes and procedures, lifestyles, and equipment, just to name a few. Pick a topic, research, and follow our advice to plan impactful safety meetings.
Seasonal and Environmental Hazards
- Heatstroke Protection
- Winter Driving Tips
- Bug and Insect Protection
- Air Quality & Hazardous Gases
- Earthquakes
- Fire Prevention Tips
- Frostbite
- Mold and Mildew Exposure
- Working in the Rain
- Lightning Safety
Health and Job Site Hazards
- Alcohol & Drug Usage
- Asbestos Exposure
- Open Holes and Building Shafts
- Combustible Materials
- Demolition Risks
- Diabetes
- Dust Exposure
- Electrical Safety
- Workplace Ergonomics & Lifting Technique
- Eye Safety
- Hand Protection and Safety
- Lead and Heavy Metal Exposure
- Exposure to Deadly Bacteria
- Noise & Vibration Exposure
- Avoiding Impalement Hazards
Tools and Equipment
- Power Tool Safety
- How to Wear PPE
- Defensive Driving Year-Round
- Proper Respirator Usage
- Equipment, Machine and Tool Guards
- Fall Protection Anchor Systems
- How to Use a Fire Extinguisher
- Proper Footwear Tips
- Forklift Safety
- Head Protection Tips
- Hoisting/Crane Signals
- How to Signal a Driver
- Ladder Safety
- Refueling Safety
- Safe Power Tool Usage
Safety Processes and Procedures
- Accident Prevention
- Incident Reporting Steps
- Emergency Response Drills
- Evacuation Procedures
- The Human/Monetary Cost of Accidents
- How to Handle Notifiable Events
- First Aid Tips
- Quality Hazard Assessments
- Working Safely Without Supervision
- What to do After a Near-Miss
- Best Practices for Work Permits
- Road Work Safety
- Understanding Safety Signs
- Avoiding Slips, Trips and Falls
- Avoiding Workplace Complacency
