Overview

This is the second in a series of articles introducing the reader to “toolbox” meetings, a brief, effective method of communicating safety information. These short meetings are designed to heighten employee knowledge and awareness by highlighting specific hazards and the safeguards necessary to protect themselves from injury. This article provides the reader with advice and presentation tips for successful and effective meetings. A sample outline for a typical toolbox meeting is provided.

Be Prepared

The topic, the time, and the place have all been chosen and the employees have been notified. Now what? Remember the basic goals of the safety meeting: “To increase employee knowledge and awareness.” This is achieved by effectively communicating the selected message to every employee in attendance and where good preparation requires more than just reading a prepackaged “safety topic of the month.”

People are different and learn in different ways, so it may be necessary to incorporate various presentation styles to reach as many people as possible. Some people learn by hearing, others by seeing, and some by both. Depending on the topic, doing the procedure or task will reinforce both types of learning. For example, if the topic is the inspection of a forklift, it may be possible to actually have a forklift available to examine. A well-presented talk will capture and hold employee attention.

Before getting in front of the employees, preparation will ensure a successful meeting. Take some time to read over the material to be covered. Become comfortable with any regulations or agency policies that apply to the subject. If an employee asks an unfamiliar question, be able to use reference material either during or after the meeting.

If possible, be prepared to use examples from the agency accident history, as well as trade or safety publications. If the subject involves tools or equipment, make sure you have examples on hand or easily accessible. Take a walk around in the days prior to the meeting and observe employees in their daily routines. If possible, be ready to praise any good, safe behavior or activities noticed.

Who Is Your Audience?

Age, experience, and level of education are important factors when considering who you are talking to and the best method to achieve the goals of the meeting.

Age is a factor that may affect how an employee receives the information discussed at the meeting. Younger employees may have difficulty taking their jobs and safety seriously. Older workers often feel they already know everything and do not pay attention. The challenge is finding a way to demonstrate how important safety is to each of them, young, old, and everyone in between.

Training for inexperienced workers may call for a slower, step-by-step approach. However, because of familiarity, experienced employees will better understand the specific references to equipment and procedures. But, if the training involves changes to tasks or procedures, experienced workers may oppose changes to a routine job even if designed to improve safety for the worker. In these cases, acceptance is usually affected by how well the changes are promoted to the employees with regard to employee health and welfare. To help with this, have experienced employees take part in the program. This allows for more focus on the less-experienced, while helping to maintain the interest of the experienced workers.

Employees may have differing levels of education, which can also affect how well the message is communicated. Employees with a limited formal education or who do not understand much English may need a presentation that uses visual illustrations and hands-on exercises. It is important not to embarrass these employees, but to make sure the material is presented in a manner they can understand. Speak clearly and use simple words. It may be necessary to provide someone to interpret for those employees who do not have a good understanding of English.¹

Involve the Employees

These meetings are intended to be informal, so invite discussion and questions from the group. Some may have related examples or stories to share that may help illustrate a point. Workers are often a valuable resource for related ideas and suggestions. Encourage employees to offer any ideas that may come to mind during the program or later on. Also, set aside time at the end of the meeting for questions and ideas related to other safety concerns. Answer as many questions as possible and write down those for which answers are not known, find out, and get back to the employee later.²

If the program uses demonstrations or other activities, involve the employees. Explain procedures to the employees step by step at an easy pace, demonstrate, and then let each employee try the task. Provide immediate feedback and address any problems or questions. Positive feedback can make a good impression and improve the possibility of employee retention of the information or process. Employees will usually respond better to a positive approach.

Maintain Control

Start the meeting on time and outline what the meeting is about and why it is important. By talking about the subject rather than reading some pre-printed material, discussion will often be generated. Although discussion is important, it must be managed so the meeting will progress as needed to assure that the planned material will be covered in the allotted time. Keep the meeting heading in a positive direction. Briefly listen to any employee safety concerns, but do not let the meeting become a forum for complaints. Offer to talk to the complainants after the meeting.³ Remember to end on time.

Be a Good Listener

Communication flows in both directions. It is not only important that the employees listen to the presenter or leader, but also that the employees are heard. A good speaker will sometimes repeat what the employee has said, letting them know that they have been heard and their thoughts are important.

A good listener:

• Listens and does not interrupt or ask questions until the person has finished.


• Looks at the person speaking.


• Clarifies to make sure they understood correctly.⁴

Although employees may not actually read toolbox meeting handouts, they may be offered to interested participants at the end of the program. Handouts distributed prior to the meeting can be distracting, affecting the ability of the employees to pay attention to the material being presented. However, it may be important for the employees to receive certain things such as copies of new guidelines or procedures to follow along during the meeting.⁵

Evaluate Meeting Success

During the meeting, ask employees questions about the material covered to make sure the intended message has been received. If time allows, a short quiz or demonstration may help to find out if the training was successful. Following the meeting, ask for feedback. Solicit comments on how well the meeting went and ideas on how to make future meetings better. Ask one or two employees to help with or even lead future meetings. Follow-up on any complaints or concerns mentioned during the meeting. After a few days observe the employees to see if the procedures are still being used. After an additional period of time, make more observations to further assess information retention.
Make adjustments and eventually these meetings will flow in the most efficient and effective manner in relation to the workforce.

A sample toolbox safety talk can be accessed using the following link: “Tips for maintaining your back!”

¹ Business and Legal Reports. “How to Train Effectively.” Retrieved May 31, 2007 from,
http://hr.blr.com/ppt_admin/How_to_Train_Effectively.pdf

² Employers’ Advisors Office, Ministry of Labour & Citizen Services, Government of British Columbia. “Toolbox Meetings” Retrieved May 31, 2007 from,
http://www.labour.gov.bc.ca/eao/newsletter/EAO%20Jan-Feb%202007%20Newsletter.pdf

³ Texas Department of Insurance, Workers’ Compensation Division. Training and the New Safety Supervisor. Retrieved May 8, 2007 from,
http://www.tdi.state.tx.us/wc/information/videoresources/documents/t5trainnew.pdf

⁴ Business and Legal Reports. “How to Train Effectively.” Retrieved May 31, 2007 from,
http://hr.blr.com/ppt_admin/How_to_Train_Effectively.pdf

⁵ TAPCO Enterprises LLC. Toolboxtopics.com, Toolbox Meeting Tips. Retrieved May 8, 2007 from,
http://www.toolboxtopics.com/Contributed/Toolbox%20Meeting%20Tips.htm

References

Builders Mutual Insurance Company (n.d.). Toolbox Safety Talks, Construction Site Safety Talks. Retrieved May 7, 2007 from,
http://www.buildersmutual.com/cd/package.html

Business and Legal Reports (n.d.). “How to Train Effectively.” Retrieved May 31, 2007 from,
http://hr.blr.com/ppt_admin/How_to_Train_Effectively.pdf

California department of Industrial Relations, Division of Occupational Safety and Health (2/2006). Setting Up a Tailgate/Toolbox Safety Meeting. Retrieved May 8, 2007 from,
http://www.dir.ca.gov/dosh/dosh_publications/setup.pdf

Emergency 911 Ring (n.d.). Tail Gate Safety Meeting Topics. Retrieved May 7, 2007 from,
http://www.webworldinc.com/wes-con/safety2.html-ssi#author

Employers’ Advisors Office, Ministry of Labour & Citizen Services, Government of British Columbia (2/2007). “Toolbox Meetings” Retrieved May 31, 2007 from,
http://www.labour.gov.bc.ca/eao/newsletter/EAO%20Jan-Feb%202007%20Newsletter.pdf

Industrial Training & Design Ltd. (12/2003). Conducting Effective Toolbox Sessions. Retrieved May 8, 2007 from,
http://www.itd2.com/newsletter/Dec03/toolbox.htm

Nonprofit Risk Management Center (n.d.). Workplace Safety Tool Kit. Retrieved June 1, 2007 from,
http://nonprofitrisk.org/ws-ps/wsp-ps.htm

TAPCO Enterprises LLC (n.d.). Toolboxtopics.com, Toolbox Meeting Tips. Retrieved May 8, 2007 from,
http://www.toolboxtopics.com/Contributed/Toolbox%20Meeting%20Tips.htm

Texas Department of Insurance, Workers’ Compensation Division (1/2007). Training and the New Safety Supervisor. Retrieved May 8, 2007 from,
http://www.tdi.state.tx.us/wc/information/videoresources/documents/t5trainnew.pdf