You may have experienced being called out on a weekly or monthly basis to attend your workplace’s assessment meeting, an emergency meeting, or a toolbox meeting. If so, then that means your company’s safety committee complied with the mandatory talks set by the Occupational Safety and Health Administration (OSHA). We know how important this type of discussion is. Therefore, you have to make sure that the lineup of topics that should be talked about gets covered. In this regard, our 12+ Safety Meeting Agenda Examples would surely help you get an idea of how such documents look like and what they include. Check them out in PDF and Microsoft Word file formats.
A safety meeting agenda is a list of safety-related topics that will be discussed in a meeting. Elise Veerman said in her 2017 article for Gaiku that preparing such a list is a must. She elaborated that it is beneficial in a way that it informs attendees in advance on what subjects will be discussed, who will be discussing those, and how long the meeting would take. In the same manner, the agenda allows attendees to come prepared, so they can focus and participate more in the discussion. Needless to say, the safety checklist provides more advantages than an average professional would expect. And, its preparation must also be done carefully to maintain its effectiveness.
Surely, many of the professionals already knew of the advantages of having agendas set for meetings. Little did they know, provision of such documents also has its cons to balance the scale. The disadvantages stand under the aspects of flexibility and dependence. In terms of flexibility, an agenda limits the scope of a certain discussion, making windows of opportunities for ideas less likely to be delivered. The website, eHow.co.uk, said that imposing agendas will cause employees to fail to keep the flexibility of their work. For dependence, employees who have been following agendas for a while will surely become reliant to the point where they can no longer generate and pitch ideas for the company.
As stated above, there is a need for an individual to be careful in preparing the agenda of any safety meeting. This is so the advantages that the checklist brings remains intact. You may be wondering how you can prepare such agendas properly to avoid complications in the upcoming safety meeting. Lucky for you, we have long anticipated that matter and have come up with the complete list of the walk through in preparing a safety meeting agenda. Here’s how.
Agenda must be developed days before the actual safety meeting. This should be done to ensure that there is ample time left for you to make a professional-looking document. Additionally, doing so also provides you enough time to make any alterations if things do not go according to you or your teammates’ liking.
Before you can develop a thorough agenda, you have to get all the necessary pieces of information. These include the complete list of topics and attendees, like stakeholders and minutes takers. Why? This is so you can inform the selected subject presenters ahead about their designated topics. Informing the minutes takers is also a must for them to create their outline for the said meeting. Minutes takers are professionals who are assigned to document all the specifications discussed in a safety meeting for attendees’ future reference. With an advanced knowledge about the agendas, they can set their note-taking tool ahead of time, resulting in the higher success of accomplishing their tasks.
Formal reports or other formal documents, such as a safety meeting agenda, have to incorporate introductory statements that describe what the paperwork is for. Hence, the composition and incorporation of the said statements are mandatory.
If you think gathering the topics is enough to get your agenda done, then you are mistaken because a good safety meeting’s agenda must follow a logical order. We all know that safety protocols are done in the right order to prevent chaos when unwanted events occur. So, when your agenda is set illogically, the domino effect of negative results will surely come to play from the meeting to the actual executions of written safety plans.
One of the things that you should take into account in making a safety meeting agenda is the time allotment. This goes for the safety-related topics and their respective presenter. Allotting time for each presenter keeps your meeting relatively interesting. It also gives presenter ideas on how long their safety reports should be.
Minutes of a meeting are written recordings that detail all the relevant information during a certain assembly. Usually, the said assembly designates a specific person who possesses the qualities of a good note-taker to produce the record. The particular professional is also known as the minutes taker.
In most cases, agendas do not exceed more than one-page. However, a brief description of every item would surely help attendees and people concerned to prepare effectively for the upcoming meeting.
Research shows that the longer the meeting takes, the less interesting it gets. According to MeetingKing, a 15-minute meeting retains 91% of the attendees’ attention. And, the attention rate drops more as the meeting gets longer, leaving 64% of the attendees interested in a meeting that lasts for 45 minutes or more.
“By failing to prepare, you are preparing to fail.” This is one of the famous quotes of Benjamin Franklin that has been widely used by writers. And, the reason why it is often made use of is because of how relatable the message is, even when it comes to arranging your safety meeting agenda. By giving more preparation time in the development of such a document, its success rate, and that of the meeting that it is bound to will, undoubtedly, increase.