WHS legislation outlines the requirement of an organisation and their management team to consult with workers about matters that affect their Work Health and Safety (WHS). A common effective method of consultation is through toolbox talks. However, not all toolbox talks are effective in delivering the message to the workers and involving workers in the decision-making process. This blog will give strategies to assist in delivering effective toolbox talks to ensure workers:
- Involved in the decision-making process
- Have an opportunity to voice their opinions on WHS matters
- Understand and implement the message from the toolbox talk.
A toolbox talk must be documented
It is highly recommended that all toolbox talks be documented as there are a number of benefits that can assist with compliance with WHS legislation and improve the WHS culture which include:
- Evidence of consultation with workers – This is often a question from auditors and state regulators if organisations can provide evidence of consultation with their workers
- Assist with incident investigations – An incident may have occurred relating to a recent toolbox talk. Organisations can analyse who attended, how and when it was delivered to help find a root cause
- Dispute resolution – Toolbox talk evidence can help resolve worker WHS disputes
- Documenting feedback – Toolbox talks are designed to gain feedback from workers. Documenting feedback can help remind supervisors and management on the details of the feedback so they can respond to the worker.
How to document a toolbox talk
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For an effective toolbox talk consider developing a toolbox talk template that can be used for all toolbox talks. A template would typically consist of:
- Training topic
- Date and time
- Presenter name
- Presenter signature
- Training summary – Details of the toolbox talk content
- Questions to ask the workers to promote feedback
- A space to record feedback
- Worker sign off section.
Determining a toolbox topic
A toolbox talk topic is an effective way to clarify what the toolbox is about. Topics could be anything related to WHS within the organisation. When determining a topic, an organisation must consider what WHS issues or hazards are most likely to increase the risk to workers’ health and safety. Examples of topics include:
- Pre-start – Consulting with workers before starting work each day to highlight hazards that may change from day to day eg. A construction site
- Changes to procedures – When the organisation updates their WHS policies and procedures this will give an opportunity for workers input in the process
- Implementing new processors and procedures – The organisation may have developed new WHS processors that workers are required to follow
- Updating training requirements – Workers need training regularly refreshed to maintain competency, toolbox talks allow supervisors and managers to discuss and demonstrate with workers on procedure they are required to follow including Safe Work Procedures (SWP) and/or Safe Operating Procedures (SOP).
- Common workplace hazards – Workers may be exposed to common hazards when fulfilling their day to day duties, toolbox talks can remind workers of the organisations controls in place to reduce the risk of workers sustaining an injury or illness.
An effective way to plan and prepare toolbox talks is to decide on pre-determined toolbox talk topics for a set period, develop a toolbox talk schedule and develop content for each topic.
Delivering a toolbox talk
There are various ways a toolbox can be delivered:
- Speaking in front of workers – This is the most common format where the person conducting the toolbox talk speaks about the content to the workers
- Demonstrating – When explaining a process or procedure it may be worthwhile to demonstrate the procedure as workers can be more engaged and assist with their learning.
Apart from educating workers on processors, procedures and hazards toolbox talks are designed to allow workers to give feedback. Listening to workers feedback is essential to build a strong safety culture and complying with WHS consultation legislation.
The person conducting the toolbox should ask leading or open questions to allow workers to provide input and feedback. Questions should be specific to the topic.
Once workers has provided feedback it is the person conducting the toolbox talk to relay workers feedback to the appropriate personnel whether that would be a manager, supervisor, Health and Safety Representative (HSR) or a member of the WHS Committee. It is then the person receiving the feedback from the person conducting the toolbox talk to discuss the feedback with the relevant management, WHS committee or other consultation arrangement. Once a decision has been made regarding the feedback, the worker who has the feedback should be informed of the result of the discussion.
Once the toolbox talk has been delivered and workers have signed the signup sheet, the toolbox record should be stored in the WHSMS or on an electronic database. A hard copy can be displayed on a WHS noticeboard
How can we help?
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WHS Consultancy
Recovery Partners WHS Consultants are experts in delivering toolbox talks and can assist any organisation in delivering one and/or coach supervisors and managers on how to deliver effective toolbox talks.
Want to find out more?
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Our services are available nationwide. Our consultants love to have a chat, so go ahead and give us a call on 1300 OHS RTW (647 789) or email enquiries@rrp.com.au
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Disclaimer – these articles are provided to supply general safety information to people responsible for OHS in their organisation. They are general in nature and do not substitute for legal and/or professional advice. We always suggest that organisations obtain information specific to their needs. Additional information can be found at https://www.safeworkaustralia.gov.au/Â