What are Safety Meetings?
Safety Meetings can help to promote a strong safety culture. These meetings are used to address potential safety issues which may arise on a worksite. These can be used to address unsafe habits or behaviours, and are also a great opportunity to discuss information and answer any questions a worker may have regarding safe practices on a worksite.
Our component allows you to digitize the process of tracking these meetings. You can use Safety Meetings to track attendance, maintain an electronic record of meeting minutes, and link them to any relevant procedures, inspections, hazards or action items, while ensuring that Safety Meetings are performed regularly.
Now that I've explained why this feature is so amazing, let's get into it!
How do I create a Safety Meeting?
1. Create a Meeting Type
You'll want to start off by creating a meeting type. You can customize the settings for each meeting type like whether you want workers to be required to review the meeting if they were absent, or whether submissions should be automatically approved.
Select Safety Meetings from the dashboard
Then select Create Meeting Type
Here, you will be able to enter the name of your meeting type. You can also toggle links to Procedures, Inspections, Hazards and Action Items, as well as choosing to add a text area for meeting notes. Once you toggle these to on, you will also see an option to mark the linked items as required.
On the right hand side, you can set the meeting start and end time, and add a description if needed.
Once you've configured the meeting type, go ahead and hit Save!
2. Assignments & Frequency
Now that you've created your Safety Meeting type, let's make sure that workers can access them. In order for these to be visible to workers, the meeting type needs to be assigned to the locations where they will occur. Once you set an assignment as required, a dropdown to set the desired frequency will appear. This frequency will be used to determine whether a meeting is current or past due, just like in forms.
3. Create or View the Safety Meeting
For this step, you'll want to switch to your worker side. Looking at the tile, you will see if there are meetings past due or coming due for your location.
This will open up a list of all the Safety Meetings that have been assigned to your location. On the right, along with the other columns, you will see a View or Create button depending on if the meeting has been scheduled or not.
Clicking Create or View from this page will allow you to preview the meeting prior to submitting it. You can change the date, choose who the meeting is completed & hosted by, and add additional notes.
Meetings you have submitted will be visible from your History tab.
The next step is to add Attendees.
4. Add or Remove Attendees
From the Attendance tab, click the Add Attendees button. A pop-up will appear, and you can search workers by their name, location or position. Clicking on a worker's name will move them down to show they have been selected.
Once you have added all the workers, you can mark them as present from this pop up, or mark them as present individually after they have been added to the list of attendees.
5. Submit Meeting
Now that all your meeting details are complete, it's time to click Submit Meeting!
It is important to note, that once submitted, the meeting will no longer be editable and will only be visible in your Meeting History. Workers who have not been marked as present at the time the meeting is submitted will be able to view and acknowledge the meeting content from their own portals
You will be taken back to the Safety Meeting list, and here you will see the meeting status has been updated.
From this page, you can set the default settings for meeting types. The settings can be changed individually on the created meeting types as well. If the default is changed here, it will not override existing individual settings.
Don't forget to Save.