Look for any unsafe activities or violations that should be cited for discussion at the meeting. Compare safety violations to safety manual guidelines. General monthly or quarterly safety topics should be put in handouts or other printed material. Preparations should also be made for the attendance of any guest speakers.
Safety meetings should open with a specific topic for discussion. The topic should relate to particular work areas. Employees should be able to contribute input or ask questions as to why safety issues are occurring and to suggest reasonable solutions if applicable. All must reach an agreement to control or eliminate safety issues.
Copies of the documents for the monthly or quarterly meeting should be made and sent to the safety office. Supervisors hold on to original copies from the meeting. If a guest speaker participated in the safety meeting, the date, presenter's name and department should be recorded. Employees must sign an attendance sheet. Total attendance must be recorded. Useful employee comments and suggestions should be recorded for future reference.