A toolbox talk is a simple way to discuss health and safety issues in the workplace. It’s done in a casual setting where even with a person leading the discussion, everyone involved can participate and provide their input. Ultimately, the goal is to bring to people’s attention the specific risks and hazards that they face on site.
The term “toolbox talk” got its start from the construction industry where workplace health and safety hazards are more immediate, but it is useful for any industry that values its workers well-being.
The Importance of Toolbox Talks
Effective toolbox talks result in four major benefits.
Identify health and safety issues early — There may be problems that an established health and safety policy overlooks that a toolbox talk identifies. Workers who are directly affected by such issues can bring them up during the talk to management.
Reduce near misses and accidents — When workers are directly informed of health and safety issues through toolbox talks, they are much more likely to avoid incidents. In fact, daily toolbox talks have been shown to reduce workplace incidents by 82% compared to monthly safety meetings.
Comply with safety standards — While there is no law that outright states toolbox talks are required, important occupational safety legislation such as the Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999 require employers to provide training, instruction, and information. Toolbox talks greatly contribute in that regard.
Builds rapport between workers and management — Having regular toolbox talks creates a deeper connection within the organisation, which is invaluable. Leaders understand their workers better, while workers are more inclined to share their knowledge and experience, fostering a culture of openness and safety.
Planning a Toolbox Talk
The benefits of an effective toolbox talk are clear, but it’s not always the case when it comes to delivering one. The problem can be that because it’s done in a more relaxed manner than a formal training session, the person in charge of giving a toolbox talk may not plan for it properly. What ends up happening is that it turns into a meandering monologue that goes nowhere, with nobody learning anything.
Here’s what you can do to ensure your toolbox talks maintain focus:
- Pick a relevant topic
A toolbox talk has to be about something specific and relevant. The point is to inform and refresh workers on a health and safety issue that directly affects them and the task they are currently doing. Going on and on about ladder safety when your team is on a project that has nothing to do with working at height is a waste of everyone’s time. Pick a topic that would be useful to your team for the work they will be doing for the day.
- Do the research
You may consider yourself knowledgeable on the topic you want to talk about, given your experience in the field as a team leader. However, you can’t rely only on what you already know when you’re talking about the health and safety of your team. Spreading outdated info can be bad for both practical and legal reasons.
- Write a short outline
A toolbox talk is not a scripted speech that you rehearse and deliver line by pre-written line. However, having a semblance of structure to your toolbox talk will help keep it focused and ensure you say what you need to say without taking more time than necessary. Write an outline that covers all the points you have to hit, which you can refer to during the talk itself.
Giving a Toolbox Talk
It’s one thing to plan a toolbox talk in private, but it’s a whole other thing to actually give it in public. Follow these tips to effectively deliver a toolbox talk:
Be Brief
Toolbox talks are generally done before work begins, so you don’t want them to be eating into precious hours when workers are being productive. People’s attention spans are also limited. Keep it short. Your team will more likely retain information when you get to the point.
Follow Your Plan
You’ve already done all the work of preparing with your research and outline. Don’t let it go to waste by going on irrelevant tangents. Getting immediate feedback is part of a toolbox talk, but you can address issues that are adjacent to the current topic in future talks, or if it’s urgent, you can do it after the talk.
Relate to Your Audience
Keep in mind that toolbox talks are directed to the people doing the everyday work. You are not talking to boardroom executives. Speak to your team in the way they can easily understand. Tell stories about your own experience with the topic if possible, as that’s something people can relate to. Make eye contact as well to show concern, attention, and confidence.
Focus on Proactivity and Positivity
Nobody likes being lectured. Instead of telling your team off for doing something wrong and potentially building resentment, use toolbox talks as opportunities to encourage proactivity that prevents incidents. By staying positive, you are more likely to keep your team’s attention, and they are more inclined to do what they can to maintain a safe and healthy workplace.
Ask Open Questions
You want to have an open dialogue with your team when giving toolbox talks. Get them to actively participate by asking them open questions. ‘How would you deal with this particular situation?’ and ‘Who else has experienced this problem?’ are more likely to result in valuable insight and feedback than ‘Does everybody understand?’, which everybody will say yes to even if they don’t, just to get it over with.
Topics to Talk About
Having trouble coming up with a topic to cover for your next toolbox talk? Consider the following subjects:
First Aid — The ability to quickly respond to accidents where people get hurt and need immediate treatment will always be useful. You can talk about where your team can find first aid supplies on site and how to use them.
Accident Reporting — The HSE requires accidents to be reported as soon as possible. Informing your staff about the process prepares them for such situations. With proper accident reporting, it can prevent the same mistakes from happening and reduce incidents.
Housekeeping — An orderly workplace environment is a safe workplace environment. Talk to your team about keeping their spaces neat to prevent avoidable incidents like tripping, to ensure the right tools are where they should be when they’re needed, and to minimise stress that comes with a messy workplace.
Safe Use of Equipment — In industries where equipment pose a risk, such as forklifts in construction or chainsaws in forestry, workers can always get a refresher on their gear. You can discuss best practices and maintenance to keep their equipment in optimal condition.
Environmental Hazards — Some jobs have ever-present hazards that workers have to always be wary of. Toolbox talks about electrical safety, toxic materials, or working at height can serve as good reminders even for seasoned staff.
Need toolbox talks tailored to your workplace’s specific needs? Contact the Health & Safety Dept today. We offer bespoke toolbox talk design and comprehensive support services for occupational health and safety policies.
