Safety committee guidelines
What are the expectations?
Each division will have two committee meetings per month. One committee will consist of all managers and one will consist primarily of field/warehouse personnel with 2-3 managers in the meeting to chair, facilitate, and record minutes.
Members of the committees are expected to:
- Lead by example.
- Participate in the implementation of the organization’s safety program.
- Review safety concerns as they arise and help identify corrective actions.
- Recommend actions to reduce the frequency and severity of accidents and illnesses.
- Integrate safety into the day-to-day activities of all employees.
- Assist the organization in complying with government standards concerning safety and health.
- Make recommendations to management on matters pertaining to safety.
What will make your meeting a success?
Many of us have experienced the frustration of wasting valuable time in ineffective meetings. Effective meetings can greatly contribute to a team's success. Team success, in turn, contributes to the success of the organization.
Meetings can be a powerful communication tool and can improve productivity when done right. Certain procedures and techniques can be used to maximize a meeting’s effectiveness and ensure its success. Productive meetings don't just happen; a lot of behind-the-scenes preparation must occur for the meeting to be successful.
The following criteria will allow for a well-planned meeting and timely distribution of information: How do you use your agenda?
Meeting agendas must be established and sent out to all committee members 24-48 hours prior to the meeting to allow for review and additional items to be added.
Document the chairperson, facilitator, and person taking minutes to clarify the roles and responsibilities of each individual.
Who does what?
One of the principal factors that contribute to productive meetings is well-clarified and communicated roles. The focus of each role is different, and usually, a different person is assigned each role. Sometimes, depending on the kind of meeting, one person may perform multiple roles. However, the Chairperson role and the Minute Taker role should be performed by different team members.
Chairperson: Determines the meeting objectives and plans, and is responsible for the overall direction of the meeting. Refines agenda prior to the meeting and distributes to all participants.
Facilitator: Manages how people work together in the meeting and helps meeting participants clear up conflicts and solve problems quickly.
Minute Taker: Keeps track of the vital information from the meeting, makes sure the information is accurate and helps to distribute it among participants after the meeting.
Participants: Individuals with a variety of skills, talents, and personalities who are responsible for generating ideas, analyzing information, making decisions, and implementing action plans.
How do minutes help?
Previous meeting minutes can be analyzed to identify areas of improvement and ensure the expectations are being met.
Participants, both present and absent, should be tracked on the meeting minutes.
Meeting minutes must be sent out within 48 hours after the meeting to all members of the committee and any additional attendees, such as visiting managers or backup participants.
Action items identified in the meeting are required to be documented in the minutes along with the timeline for completion and person(s) responsible.