Managers,  compliance officers, health and safety officers, and trainers or the members of the safety committee carefully plan and administer safety meetings to highlight and discuss the hazardous or high risk areas. These professionals choose which information necessary to share and how to demonstrate the information in the most direct and effective format in order to establish accident prevention inside the workplace. The safety committee is expected to generate meeting minutes at the end of the meeting and approved minutes are to be distributed to the designated audience. If you’re one of the key people in charge of this event, we have some downloadable safety meeting minutes to guide you. Keep on reading!

FREE 15+ Safety Meeting Minutes Samples

1. Safety Meeting Minutes Template

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2. Construction Safety Meeting Minutes Template

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3. Free Safety Meeting Minutes Template

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4. Free Monthly Safety Meeting Minutes Template

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5. Free Food Safety Meeting Minutes Template

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6. Free Weekly Safety Meeting Minutes Template

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7. Free Workplace Safety Meeting Minutes Template

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8. Safety Team Meeting Minutes Template

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9. Safety Council Meeting Minutes

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10. Safety Committee Meeting Minutes

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11. Health and Safety Committee Meeting Minutes

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12. Sample Food Safety Meeting Minutes

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13. Construction Health & Safety Meeting Minutes

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14. Health & Safety Committee Meeting Minutes Template

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15. Sample Safety Meeting Minutes

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16. Workplace Safety Meeting Minutes

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What is Safety Meeting Minutes?

According to the book “Your Company Safety and Health Manual,” the safety committee of an organization or company encourages teamwork in addressing safety concerns and promotes safety ideas. And it accompanies labor and management in guiding safety awareness activities. This process is vital in assuring that employees contribute equally in keeping a safe work environment. 

 

Recording minutes during your safety meetings is essential in keeping track of your company’s history, and can also be used in court if any lawsuit is raised against your company. 

 

How to Write Safety Meeting Minutes?

Organizations or companies should initiate efforts to include different kinds of safety meetings such as safety training, toolbox talk, safety brief, management level safety meetings, and others in their operations and motivate employees to be involved and aware of these meetings and their outcomes, especially for those in construction work. The safety and health program covers diverse kinds of accident prevention techniques, procedures, and instructions on the ways to protect you from getting injured or injuring others. Below are some useful tips in writing meeting minutes: 

 

1. Record your rough draft 

Listen and engage carefully to what is being said and mentally sort out the significant information from the insignificant, contemplate early about themes and the framework through which the minute of the discussion will be recorded. Then, use a pen and notebook or an online note-taking app in jotting down important information being discussed in the meeting. It is highly recommended to create a typed, digital document of the minutes that you can store in the cloud. Use your safety agenda as well so that you are able to know the structure of the meeting. If you are struggling in recording your rough draft during the meeting, use an audio recorder so that you can review your notes  and fill in any spaces or gaps in your notes. 

 

2. Concentrate on the main points

Avoid writing down everything that is being mentioned at the meeting, as you will tend to quickly lose track of discussions.  Concentrate on the main, substantive points, any decisions made and future actions that have been agreed. List all the meeting attendees. Record any documents handed out and describe all of the decisions made at the meeting. Identify and track action items and plans that are discussed, including any due dates.

3. Keep your notes clear

Use your rough draft and organize your notes by using abbreviations in labeling the essential parts. Don’t get things complicated. Number each item and give it each heading. Leave several spaces in between each one item so that you can easily add other points. Color-coding can be your best friend here as it will surely guide you in underlining and highlighting the main points or decisions from the meeting. Divide the pages well and create columns for recording other necessary details.

4. Create the final version   

When writing down the final version of your notes, remember writing down the key decisions and the key person or assigned people for the specific tasks. Summarizing the issue is recommended here, rather than writing down all the ins and outs of a discussion. If you’re using a notebook, type and save your notes in document softwares or apps like Word, or Google Docs. 

FAQs

What is the purpose of writing safety meeting minutes?

The main purpose of writing minutes of the safety meeting is to seize the fundamental information, acquiring awareness or active participation concerning a specific topic about safety and health. So, recording the important points from your organization or company’s safety program is beneficial in keeping you present on the same page with decisions, updates, and action plans so that work can be expedited.

What are the essential points of safety meeting minutes?

The essential points of safety meeting minutes included are:

  • Date and time of meeting
  • Names of attendees
  • Introduction
  • Items/topics discussed (notes, resources, reports, problems, statistics, education)
  • Reasons for recommendations (and counter arguments voiced)
  • Recommendations (specifying action by whom, by when)
  • Summary
  • Record of decisions made/conclusion/actions required
  • Time and date of next meeting

How long do you keep safety meeting minutes?

If your employees do utility work, or manufacturing, you must keep minutes of all safety meetings for three years. But if not, all other employers do not have to keep minutes as long as all your employees attend the meetings.

How detailed should safety meeting minutes be? 

Minutes should be concise and have a summary of the major points of what happened at the meeting. There can be many things that can possibly happen at a meeting as people offer their opinions, experience, and research which are unnecessary to the record.

 

Safety meeting minutes are communication tools  for the dissemination of vital information, such as the decisions made by the safety committee and other management officers. Plus, systematic writing of minutes is helpful in future use of legal documents, instruments for good management practices, and historic record. If you’re assigned to be a recordkeeper for a safety meeting, the aforementioned tips in this article will definitely enhance your abilities in preparing accurate and professional minutes. Thus, we bring you some downloadable and printable safety meeting minutes samples here in different formats. Just click the templates in this article and start downloading now!

 

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