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Safety Meeting Program Management

Document Type: Program
Version: 1.0
Last Updated: February 2026
Distribute To: Safety Directors, Superintendents, Foremen

Purpose​

Establish a comprehensive safety meeting program including toolbox talks, weekly meetings, and documentation requirements.

Safety Meeting Types​

Daily Pre-Task Briefings:​

  • Before each day's work
  • 5-10 minutes
  • Task-specific hazards
  • All crew members

Weekly Toolbox Talks:​

  • Same day each week
  • 15-20 minutes
  • Rotating safety topics
  • Documentation required

Monthly Safety Meetings:​

  • All project personnel
  • 30-60 minutes
  • In-depth topics
  • Training component

Special Safety Meetings:​

  • New hazard introduction
  • After incidents
  • Regulatory changes
  • High-risk activities

Toolbox Talk Requirements​

OSHA Expectations:​

While OSHA doesn't mandate specific meeting frequency, regular safety training is required. Industry standard is weekly toolbox talks.

California Requirements:​

  • IIPP requires safety communication
  • Documented safety training
  • Specific hazard training

Topics to Cover:​

Rotate Through:

  • Fall protection
  • Ladder safety
  • Electrical safety
  • Excavation/trenching
  • PPE requirements
  • Housekeeping
  • Heat illness (seasonal)
  • Cold stress (seasonal)
  • Hand and power tools
  • Material handling
  • Struck-by hazards
  • Caught-between hazards
  • Fire prevention
  • Emergency procedures
  • Hazard communication

Weekly Toolbox Talk Process​

Step 1: Select Topic​

Based On:

  • Current project hazards
  • Seasonal conditions
  • Recent incidents (industry-wide)
  • Regulatory focus areas
  • Planned work activities

Step 2: Prepare Materials​

Options:

  • Pre-built talks (Safety Meetings App)
  • Custom presentations
  • Videos
  • Demonstrations

Step 3: Conduct Meeting​

Best Practices:

  • Same time each week (consistency)
  • Keep it brief (15-20 min)
  • Engage workers (questions, discussion)
  • Relate to current work
  • Use real examples

Step 4: Document Attendance​

Required Information:

  • Date and time
  • Topic covered
  • Presenter
  • All attendees (signatures)
  • Duration

Step 5: File Documentation​

Retain:

  • Meeting record
  • Attendance roster
  • Topic materials
  • 3+ years minimum

Safety Meeting Documentation​

Attendance Sign-In:​

================================================================
         TOOLBOX TALK ATTENDANCE
================================================================

Date: ______________  Time: ______________

Project: ___________________________________________________

Topic: ____________________________________________________

Presenter: _________________________________________________

Duration: ____________ minutes

================================================================

ATTENDEES (print and sign):

| # | Name (Print) | Signature | Company |
|---|--------------|-----------|---------|
| 1 | | | |
| 2 | | | |
| 3 | | | |
| 4 | | | |
| 5 | | | |
| 6 | | | |
| 7 | | | |
| 8 | | | |
| 9 | | | |
|10 | | | |

(Continue on back if needed)

================================================================

Discussion Notes:
___________________________________________________________
___________________________________________________________

Questions Raised:
___________________________________________________________

Follow-up Required:
___________________________________________________________

================================================================

Presenter Signature: _____________________  Date: ___________

================================================================

Digital Safety Meetings​

Benefits of Digital:​

PaperDigital (Safety Meetings App)
Manual documentationAutomatic records
Signatures can be forgedDigital verification
Paper gets lostCloud storage
Hard to compile reportsInstant reporting
Time consuming5-minute meetings
English onlySpanish available

Safety Meetings App Features:​

  • Pre-built library: 100+ topics ready to use
  • Digital signatures: Workers sign on device
  • Photo documentation: Attach photos to meetings
  • Spanish support: Bilingual content
  • Attendance tracking: Automatic roster
  • Compliance reports: Instant OSHA-ready reports
  • Cloud storage: Never lose a record

Meeting Effectiveness​

Common Problems:​

ProblemSolution
Low attendanceMandatory, same time weekly
Workers disengagedMake it interactive
Same topics repeatedUse annual calendar
No documentationUse digital app
Language barriersSpanish materials
Too longKeep to 15-20 min

Engagement Tips:​

  • Ask questions, don't lecture
  • Use current examples
  • Involve workers in demonstrations
  • Relate to their work today
  • Keep it relevant
  • Vary the format

Annual Safety Meeting Calendar​

Sample Calendar:​

WeekTopicRelated Hazard
1Fall ProtectionHeights
2Ladder SafetyFalls
3Electrical SafetyElectrocution
4PPEMultiple
5HousekeepingSlips/Trips
6Hand ToolsLacerations
7Power ToolsMultiple
8Heat IllnessHeat
9Excavation SafetyCave-in
10Scaffold SafetyFalls
11Fire PreventionFire
12Emergency ProceduresAll
...Continue rotating

Seasonal Adjustments:​

  • Spring: Heat illness preview, allergies
  • Summer: Heat illness, hydration, sun
  • Fall: Weather changes, early darkness
  • Winter: Cold stress, ice, holidays

Subcontractor Integration​

Requirements for Subs:​

  • Participate in GC safety meetings
  • Conduct own additional meetings
  • Provide documentation
  • Language-appropriate materials

Coordination:​

  • Share meeting schedule
  • Avoid duplication
  • Cover project-specific items
  • Collect sub documentation

Compliance Tracking​

Track:​

MetricTargetTrack
Meetings heldWeeklyCalendar
Attendance rate100%Sign-in sheets
Topics coveredPer calendarTopic log
Documentation complete100%Audit

Audit Checklist:​

  • Meetings held weekly
  • All workers attended
  • Topics appropriate
  • Documentation complete
  • Signatures obtained
  • Records retained
  • Toolbox Talk Procedure
  • Safety Orientation
  • IIPP (Injury and Illness Prevention Program)
  • Training Requirements

Software Integration​

Safety Meetings App:

  • Pre-built toolbox talks (100+)
  • Digital signature capture
  • Attendance tracking
  • OSHA compliance reports
  • Spanish language support
  • Cloud storage
  • Photo documentation
  • Instant reporting

Template provided by support.construction. Consistent safety meetings save lives.