III. Conducting HSE Meetings

Why

Communicating HSE topics within a company can have a significant impact on safety culture. A distinction must be made between formal and informal meetings and meetings that deal exclusively with HSE and those in which HSE topics are addressed. An important aspect of conducting HSE meetings is who calls and organizes them and who actively participates in these meetings. It is also important how often this type of meeting is held.

The meaning of the four states

The characteristics of the four states can be described for this subject area as follows:

	dependent – Meetings are controlled by management or HSE – agenda topics, presentations, schedules, etc. Meetings are held only monthly; attendance is mandatory and participation is encouraged
	independent – Meetings are scheduled by management or HSE, employees are polled for topics and issues, volunteers present relevant topics to fellow employees and are recognized for their efforts. Toolbox discussions are called periodically
	interdependent – Meetings are determined by employee teams based on issues and need. They can be led by anyone; tool box discussions can be called by anyone at any time. Positive recognition for volunteers remains important
	reactive – HSE Meetings are not regularly held, unless they are required by law (e.g. Occupational Health and Safety Committee in Germany – once a quarter)

How

• How often are HSE meetings held in the company / division?
• Who calls HSE meetings?
• Are HSE meetings held to meet legal requirements?
• Who chooses the topics to be discussed in HSE meetings?
• Are meeting minutes taken and are actions taken tracked?
• Are HSE issues also dealt with as an agenda item in other regular meetings?
• What HSE topics are covered in other regular meetings?
• Who presents HSE topics in other meetings?