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Toolbox Talk Procedure

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Foremen, Superintendents, Safety Director

Purpose​

Establish a consistent process for conducting, documenting, and tracking toolbox talks (safety meetings) to maintain safety awareness and OSHA compliance.

Requirements​

Frequency​

  • Minimum: Weekly (required)
  • Recommended: Daily pre-task briefings (5 minutes)
  • Additional: When new hazards introduced, after incidents, seasonal changes

Duration​

  • Toolbox Talks: 5-15 minutes
  • Pre-Task Briefings: 3-5 minutes

Who Must Attend​

  • All field personnel
  • Subcontractor foremen (at minimum)
  • Visitors on site during meeting time

Who Conducts​

  • Foreman (typical)
  • Superintendent
  • Safety representative
  • Guest speakers (specialty topics)

Toolbox Talk Process​

Step 1: Topic Selection​

Choose topics based on:

  • Current work activities
  • Site-specific hazards
  • Recent incidents or near-misses
  • Seasonal hazards (heat, cold, holidays)
  • OSHA Focus Four (falls, struck-by, caught-in, electrocution)
  • New equipment or processes
  • Employee requests

Topic Sources:

  • Pre-prepared toolbox talk library
  • Safety Meetings App (100+ topics)
  • OSHA website resources
  • Insurance carrier materials
  • Industry associations

Step 2: Preparation (5-10 minutes)​

  1. Review the topic material

    • Read through content
    • Identify key points (3-5 max)
    • Think of job-specific examples
    • Prepare any props or demonstrations

  2. Gather materials

    • Printed topic sheet (or tablet/app)
    • Attendance sign-in sheet
    • Props if needed (PPE, equipment, etc.)
    • Incident reports to share (if relevant)

  3. Choose location

    • Quiet area away from active work
    • Weather-protected if needed
    • Everyone can see and hear

Step 3: Conduct the Meeting​

Opening (1-2 minutes)

  • State the topic clearly
  • Explain why it's relevant TODAY
  • Connect to current job hazards

Content (3-5 minutes)

  • Cover main points (3-5 key items)
  • Use simple, clear language
  • Show examples when possible
  • Relate to actual job conditions

Discussion (2-5 minutes)

  • Ask questions to engage crew
  • Encourage sharing of experiences
  • Address concerns or suggestions
  • Clarify misunderstandings

Closing (1 minute)

  • Summarize key takeaways
  • Remind of commitment to safety
  • Thank everyone for participating

Step 4: Documentation​

Required Documentation:

  • Date and time
  • Topic covered
  • Key points discussed
  • Attendee signatures
  • Presenter name

Sign-In Sheet Must Include:

FieldRequired
DateYes
TopicYes
PresenterYes
Printed NamesYes
SignaturesYes
Company (for subs)Yes

Step 5: Follow-Up​

After the Meeting:

  1. File completed sign-in sheet
  2. Address any action items raised
  3. Follow up on concerns mentioned
  4. Plan next topic based on feedback
  5. Report attendance to safety director

If Issues Identified:

  • Address hazards immediately
  • Document corrective actions
  • Follow up to verify completion
  • Share lessons learned company-wide

Toolbox Talk Best Practices​

DO:​

✅ Keep it short (15 minutes max)
✅ Make it relevant to current work
✅ Encourage participation
✅ Use real examples from the job
✅ Vary topics to maintain interest
✅ Start on time, every time
✅ Document every meeting
✅ Follow up on action items

DON'T:​

❌ Read word-for-word from sheet
❌ Make it a lecture
❌ Allow interruptions
❌ Skip documentation
❌ Embarrass or single out workers
❌ Rush through without engagement
❌ Ignore questions or concerns

Sample Toolbox Talk Topics​

OSHA Focus Four (Priority Topics)​

  1. Fall Protection - Guardrails, PFAS, ladders
  2. Struck-By - Falling objects, vehicles, equipment
  3. Caught-In/Between - Equipment, trenches, machinery
  4. Electrocution - GFCI, cords, overhead lines

Seasonal Topics​

  • Heat illness prevention (summer)
  • Cold stress (winter)
  • Wet weather hazards (spring/fall)
  • Holiday safety (before long weekends)

General Construction​

  • Housekeeping
  • Hand and power tools
  • Material handling/lifting
  • Ladder safety
  • Scaffold safety
  • PPE inspection
  • Fire prevention
  • Hazard communication

Trade-Specific​

  • Concrete/masonry hazards
  • Steel erection safety
  • Electrical safety
  • Excavation/trenching
  • Roofing hazards
  • Welding/cutting safety

Toolbox Talk Attendance Sheet Template​

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

Date: _____________  Time: ____________

Project Name: _________________________________

Project Number: _______________________________

Topic: ______________________________________

Presenter: ___________________________________

Key Points Discussed:
1. ________________________________________
2. ________________________________________
3. ________________________________________

Discussion/Comments:
___________________________________________
___________________________________________

ATTENDANCE:

| # | Printed Name | Company | Signature |
|---|--------------|---------|-----------|
| 1 |              |         |           |
| 2 |              |         |           |
| 3 |              |         |           |
| 4 |              |         |           |
| 5 |              |         |           |
| 6 |              |         |           |
| 7 |              |         |           |
| 8 |              |         |           |
| 9 |              |         |           |
|10 |              |         |           |
|11 |              |         |           |
|12 |              |         |           |

Total Attendance: _______

Presenter Signature: _______________________

Superintendent Signature: __________________

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

Engaging Your Crew​

Techniques to Increase Participation​

Ask Open-Ended Questions:

  • "What hazards have you seen related to this?"
  • "How could we handle this situation better?"
  • "What's the most dangerous part of this task?"

Use Real Examples:

  • "Last week on this job, we had..."
  • "I once saw a situation where..."
  • "The company had an incident that..."

Involve the Crew:

  • Ask experienced workers to share
  • Rotate who leads discussions
  • Take topic suggestions
  • Recognize safe behaviors

Tracking and Reporting​

Weekly Report to Safety Director​

  • Number of toolbox talks held
  • Topics covered
  • Total attendance
  • Issues/action items identified
  • Near-misses reported

Monthly Metrics​

  • Toolbox talk completion rate (target: 100%)
  • Average attendance
  • Topics covered
  • Correlation with incidents

Subcontractor Requirements​

GC Expectations of Subcontractors​

  • Conduct their own toolbox talks
  • Submit documentation weekly
  • Attend GC site-wide meetings
  • Report safety concerns

Documentation from Subs​

Collect weekly:

  • Attendance sheets
  • Topics covered
  • Any incidents/near-misses
  • Safety Orientation Procedure
  • Incident Reporting Procedure
  • JHA Procedure
  • Pre-Task Planning Guide
  • Safety Audit Checklist

Software Integration​

Safety Meetings App Features:

  • 100+ pre-built toolbox talk topics
  • Digital attendance tracking
  • Automatic documentation
  • Signature capture
  • Compliance reporting
  • Topic scheduling
  • Attendance history

Template provided by support.construction. Customize with your company information.