Ensuring safety is a core priority for every business and organization. Employees need to feel safe while at the worksite, just as customers must be able to entrust their safety to the shops and services they visit.
Promoting safety typically falls to a company’s safety committee, which establishes safety protocols through a sequence of safety committee meetings. In each meeting, committee members discuss safety initiatives, programs, and concerns, and work collaboratively to improve the safety of employees and clients alike.
Regardless if this is your first time serving on a safety committee, or if your safety committee was tasked by the governing board to update safety protocols, this step-by-step guide outlines the procedures for hosting a safety committee meeting.
What is a Safety Committee?
A safety committee is often a segment of a company’s board of directors that is responsible for addressing matters of safety and reducing risk. A safety committee will typically work together to set company-wide safety standards, establish protocols to ensure a safe workplace, and analyze potential risks.
Safety committees often address incidents of injury or other harm and make plans to mitigate future hazards. A safety committee may mandate additional safety training, allocate funds and teams for building improvement, and schedule routine equipment maintenance.
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How to Host a Safety Committee Meeting
Follow these 5 steps for hosting a safety committee meeting at your organization.
1. Agenda Preparation
The first step is to create a detailed agenda. Your agenda should outline the topics you plan to address at the first safety committee meeting (and, of course, each meeting thereafter). Your first meeting should include items such as reviewing incident reports, discussing safety procedures, determining the need for safety training, and addressing safety hazards.
A well-thought-out agenda is key to an organized and efficient safety committee meeting. Make sure to distribute the agenda to the committee members before the meeting so they have time to do background research and prepare.
2. Venue Setup
Choose a suitable venue for the meeting that allows for comfortable seating, good visibility for presentations or materials, and any necessary safety equipment you plan to examine. Ensure the space is conducive to a focused discussion and free from distractions.
3. Attendance and Participation
Ensure all relevant stakeholders and members of the safety committee are present. You may need to coordinate the meeting schedule and receive RSVP confirmation as committee members are often very busy.
During the meeting, encourage active participation and engagement from all members in attendance. It’s important for safety committee members to feel comfortable sharing their insights, experiences, and suggestions. Safety is a multifaceted matter and active participants are much more likely to devise well-rounded safety solutions and improvement plans.
4. Discussion and Action Points
As the meeting gets underway, follow the agenda closely and engage Robert’s Rules of Order to facilitate active discussions on each agenda item. Encourage your safety committee members to provide open communication about safety concerns, incidents, near-misses, and potential hazards. Every aspect of safety is important and should be bolstered with the insights and knowledge of your committee.
5. Documentation and Follow-up
Assign a safety committee secretary to take careful notes and keep thorough records of the meeting proceedings. This includes basic minutes, action items, assigned responsibilities, and deadlines.
Once fully drafted, be sure to distribute the meeting minutes to all safety committee members and relevant stakeholders. Then use the minutes to ensure committee members follow up on action items.
6. Plan the Next Meeting
Maintaining safety is an ongoing priority that should be continually and attentively addressed by the committee. After concluding your first meeting, make arrangements for future meetings and communicate the details to all impacted members.
OnBoard Powers Effective Boards
OnBoard’s innovative board meeting management platform helps corporate and nonprofit boards work more efficiently while maximizing security and enhancing collaboration. A safety committee can benefit from OnBoard’s organizational tools and streamlined meeting management features, including:
- Real-time meeting analytics and progress tracking
- A secure messaging system
- Zoom and Microsoft Teams integration
- Detailed diversity reporting
- 24/7 customer support
- Security provided by Microsoft Azure
Download our free Board Meeting Minutes Template to learn how OnBoard helps organizations enhance board governance.
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About The Author
- Adam Wire is a Content Marketing Manager at OnBoard who joined the company in 2021. A Ball State University graduate, Adam worked in various content marketing roles at Angi, USA Football, and Adult & Child Health following a 12-year career in newspapers. His favorite part of the job is problem-solving and helping teammates achieve their goals. He lives in Indianapolis with his wife and two dogs. He’s an avid sports fan and foodie who also enjoys lawn and yard work and running.
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