Tips for running successful toolbox meetings

Health & Safety Tips & Tricks

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As a business owner, you should give your team ample opportunities to raise Health & Safety questions and take an active role in ensuring everyone on site remains safe. One way many trade businesses tackle this is through Toolbox Meetings (often called Toolbox Talks).

A Toolbox Talk is an informal daily or weekly chat, usually done in the workplace, about the work that will be done that week. Your team can raise any concerns they have, as well as discuss incidents that have happened since the last talk.

Running effective Toolbox Talks helps you to fulfil your duties under Health & Safety legislation. In many cases, a regular Toolbox Talk can help reduce your compliance workload by helping you to focus on priorities relevant to your current work.

We’ve got Greg from HazardCo here to speak about his tips for running successful Toolbox Talks.

What is a Toolbox Talk / Toolbox Meeting?

There are varied ideas around what a Toolbox Meeting is, what should be incorporated in it and why it needs to be done.

At HazardCo we see it as an opportunity for a PCBU (usually, the business owner) to engage with workers onsite (including other contractors), to discuss current and future health and safety risks, as well as health and safety related needs.

In the new legislation, there are two-way communication and agreement duties around engagement on matters of health and safety. The law aside, good communication and cooperation between workers and contractors operating on the same worksite is key to good productivity. If done well, toolbox meetings can help ensure everyone goes home safe at the end of the day.

It is very important that when one worker’s activities on site adversely impact another, that these activities are coordinated between workers. A good forum to do this is through Toolbox Meetings.

Tips for successful Toolbox Meetings

A Toolbox Meeting should not just be a bunch of workers or contractors discussing a particular risk. While this is useful, a Toolbox Meeting gives you an opportunity to discuss several health and safety related subjects in the one meeting.

We have a simple template that helps guide the discussion around key subjects. While not all the points will be relevant every day or at every site, it’s an excellent prompt for initiating discussion.

Toolbox Meeting subjects can include:

  • Recent findings from a site review and what actions are needed to improve risks that aren’t being adequately controlled.
  • Risks associated with a current or upcoming task, and what controls you need to put in place to manage these.
  • Findings from any recent events (injury/illness/incident/near miss) that need to be discussed to prevent the event from occurring again.
  • Emergency planning for the workplace.
  • Worker and job induction procedures.
  • Expected training, competency and supervision standards for the workplace.
  • Specific worksite rules – such as no 3-step ladders or dry sweeping.
  • The minimum required PPE and when it’s to be used.
  • Management of hazardous substances.
  • Worksite facilities for health and safety.
  • Feedback from contractors and workers on any issues around health and safety. This is the most important aspect of a Toolbox meeting, and shouldn’t be missed.

When should you have your Toolbox Talk?

Ideally a Toolbox Meeting should be conducted weekly, as work and the associated risks change regularly. Contractors come and go from a site, so there is always something new that might influence others.

First thing on a Monday morning is an ideal time for a Toolbox Talk – to reflect on what happened last week and discuss what's coming up for the week ahead to get everybody on the same page.

Benefits of a Toolbox Meeting

Toolbox Meetings are an effective leadership tool that affords a worksite manager the opportunity to guide the worksite and demonstrate their commitment and the company’s dedication to running a safe worksite, promoting teamwork and driving the message of “safety first”.

They’re also a great opportunity for workers to voice their concerns or support, and this should be actively encouraged.

If you’re serious about managing safety in the workplace, then toolbox talks should be a vital part of your process. If done well, they reinforce safety messages and drive behaviour that supports a culture of safety before anything else.

Thanks so much for the tips, Greg! If you’re looking for an option to manage and systemise your health and safety, check out the systems available through HazardCo.

And if you want to know more ways to cut out the admin and systemise your business, check out what Tradify can do for you.