Traditional 10 Basic Steps
What are the ten basic steps involved in conducting a paper based toolbox meeting?
Most businesses do not realise that there are ten distinct steps required in order to successfully and correctly undertake toolbox meetings. These are as follows:
Activity 1: Generate meeting content.
Personnel Involved (any/all of):
Business Manager, Administration Officer, Foreman.
Specifics: Toolbox meeting topics need to be written and new topics need to be added each year. If toolbox meeting topics have been purchased, these costs can be removed.
Frequency: Average once per year.
Activity 2: Update meeting content to check for compliance against current legislation/relevance.
Personnel Involved (any/all of):
Business Manager, Administration Officer, Foreman.
Specifics: Each year toolbox meeting topics need to be reviewed and updated to maintain compliance with legislation, best practice and relevance to business activities.
Frequency: Average once per year.
Activity 3: Generate schedule for toolbox meetings.
Personnel Involved (any/all of):
Business Manager, Administration Officer, Foreman.
Specifics: A suitable schedule of meeting topics or groups of topics needs to be assigned to foremen dependant upon work locations, work type, employee skill levels and known/expected site issues.
Frequency: Average once per year.
Activity 4: Select Meeting Topics.
Personnel Involved:
Administration Officer/site foreman.
Specifics: This may be conducted by office personnel or site foreman. Usually occurs once per quarter dependant upon review.
Frequency: Average four times per year.
Activity 5: Allocate meeting topics to foremen.
Personnel Involved:
Administration Officer.
Specifics: Allocation and data entry of toolbox meeting topics into foreman’s toolbox meeting file/folder.
Frequency: Average once a week (or the same frequency per toolbox meeting per foreman).
Activity 6: Issue toolbox text and signature sheet paperwork to foremen.
Personnel Involved:
Administration Officer.
Specifics: Admin officer physically transfers toolbox meeting paperwork to foreman – this happens prior to each meeting.
Frequency: Average once a week (or the same frequency per toolbox meeting per foreman).
Activity 7: Toolbox text and signature sheet paperwork taken to site.
Personnel Involved:
Foreman.
Specifics: Allowance for foreman to travel from the office to site. This cost can be removed if this trip was also for other business related matters.
Frequency: Average once a week (or the same frequency per toolbox meeting per foreman).
Activity 8: Signature Sheet return to office.
Personnel Involved:
Foreman.
Specifics: Allowance for foreman to travel from site back to the office. This cost can be removed if this trip was also for other business related matters.
Frequency: Average once a week (or the same frequency per toolbox meeting per foreman).
Activity 9: Filing and storage of signature sheet.
Personnel Involved:
Administration Officer.
Specifics: Completed toolbox meeting paperwork needs to be safely filed/stored away after each and every meeting.
Frequency: Average once a week (or the same frequency per toolbox meeting per foreman).
Activity 10: Retrieval of signature sheet for audit purposes, management request etc.
Personnel Involved:
Administration Officer.
Specifics: Allowance made for retrieval of completed toolbox meeting paperwork usually as a result of audit, review, accident, near miss, project completion and/or insurance purposes.
Frequency: Average three times per year.