Safe Work Procedure: Conducting a Safety Meeting

Document Number: [SWP-NUMBER] Revision Date: [DATE] Next Review Date: [NEXT REVIEW DATE] Department: [DEPARTMENT NAME]

1. Scope

This procedure covers the process for conducting safety meetings in the workplace. It applies to all employees and supervisors responsible for organizing and participating in safety meetings. The procedure aims to ensure that safety meetings are conducted effectively to communicate safety information, discuss potential hazards, and promote a culture of safety.

This procedure should be used in conjunction with other safety policies and procedures, including the General Safety and Health Standards and WHMIS requirements.

2. Definitions

Safety Meeting A scheduled gathering of employees and supervisors to discuss safety-related topics, review incidents, and promote safety awareness.

WHMIS Workplace Hazardous Materials Information System, a comprehensive system for providing information on the safe use of hazardous products in Canadian workplaces.

SDS Safety Data Sheet, a document that provides information on the properties of hazardous products and how to handle them safely.

3. Responsibilities

3.1 Supervisors

Schedule regular safety meetings.
Ensure all relevant safety information is communicated during meetings.
Encourage employee participation and feedback.

3.2 Workers

Attend scheduled safety meetings.
Participate actively in discussions.
Report any safety concerns or incidents.

3.3 Health and Safety Representative

Assist in organizing safety meetings.
Provide input on safety topics and issues.

4. Potential Hazards and Risks

Hazard	Risk	Control Measures
Lack of participation	Incomplete safety communication	Encourage open dialogue and feedback
Miscommunication	Misunderstanding of safety procedures	Use clear and concise language
Inadequate follow-up	Unresolved safety issues	Document action items and assign responsibilities

5. Personal Protective Equipment (PPE)

While PPE is not typically required for safety meetings, it is important to ensure that any PPE required for specific tasks discussed is available and properly used.

6. Equipment and Tools

No specific equipment or tools are required for conducting safety meetings, but access to a meeting room or virtual meeting platform is necessary.

7. Pre-Job Requirements

7.1 Training and Competency

Ensure all participants are familiar with the safety topics to be discussed and have completed any required safety training.

7.2 Pre-Job Briefing

Review the agenda and objectives of the safety meeting with all participants.

7.3 Work Area Preparation

Ensure the meeting area is safe, accessible, and equipped with necessary materials (e.g., handouts, presentation equipment).

8. Safe Work Procedure Steps

Step 1: Preparation

Prepare the agenda and materials for the safety meeting.

Identify key safety topics to discuss.
Gather relevant safety data and incident reports.
Prepare any visual aids or handouts.

Ensure all materials are accurate and up-to-date.

Step 2: Conducting the Meeting

Facilitate the safety meeting according to the agenda.

Start with a safety moment or recent incident review.
Discuss key safety topics and updates.
Encourage questions and feedback from participants.

Maintain a positive and inclusive atmosphere.

Step 3: Follow-Up

Document the meeting outcomes and action items.

Record attendance and key discussion points.
Assign responsibilities for action items.
Distribute meeting minutes to all participants.

Ensure follow-up on action items before the next meeting.

9. Precautions and Safety Measures

Ensure all participants understand the meeting objectives.
Encourage open communication and respect diverse opinions.
Address any safety concerns raised during the meeting promptly.

10. Emergency Procedures

10.1 General Emergency Response

In case of an emergency during the meeting, follow the building's emergency procedures.

10.2 Specific Emergency Scenarios

Fire - Evacuate the building and proceed to the designated assembly area.
Medical Emergency - Call emergency services and provide first aid if trained.

10.3 Emergency Contact Information

[List of emergency contacts and their phone numbers]

11. Incident Reporting and Investigation

Report any incidents or near-misses discussed during the meeting using the company's incident reporting system.

Investigate reported incidents to identify root causes and implement corrective actions.

12. References and Related Documents

General Safety and Health Standards (Chapter 296-24 WAC)
WHMIS Safety Data Sheet (Canadian Centre for Occupational Health & Safety)

Approved by: [NAME AND POSITION]

Date: [APPROVAL DATE]