Weekly Safety/Toolbox Meeting Application Increases Crew Safety
Item #: 20230032
CONTACTS
Implementing Organization: Region Four
Champion: Region Four Leadership
Implementation Leads: Daniel Allred and Patrick Parsons
Development Team: Daniel Allred (R4 Northeast Area Supervisor), Daniel Hinckley (R4 East District District Engineer), Carter Johnson (R4 Rotational Engineer), Patrick Parsons (R4 Eastside Maintenance Engineer)
Article Written By: Daniel Allred
Innovation Council Liaison: Mindi Cowley
Innovation Team Coordinator: Quinten Klingonsmith
STATUS
Implementation Date: September 13, 2022
Adoption Status: Implemented (further adoption advisable)
Adoptability Note: This approach to reporting and tracking safety meetings could be adapted by any of the other regions or divisions.
APPLIES TO
Topic: Safety and Health
Organization(s): Central Construction, Central Maintenance/Facilities Management, Central Materials, Emergency Management, Employee Development, Equipment Operations, Human Resources/DHRM, Incident Management, Motor Carrier Division, Railroad, Region 1, Region 2, Region 3, Region 4, Right of Way, Risk Management, Structures
Job Role(s): Administrative Staff / Commissions, Mechanics / Equipment, Motor Carrier Employee, Roadway Operations / IMT, ROW / Permits, Transportation Technician
Tags: labor productivity, employee empowerment, job satisfaction, occupational safety, injuries, value of life, education and training, ( simplification ), tracking systems, education and training ( employee development ), human resources > personnel management > compensation, relations, personnel performance, retention, recruiting, hiring, supervision, turnover, retirement, risk management, insurance, construction, equipment, facilities, maintenance, mobile app application
PROBLEM
Maintenance and construction crews were failing to consistently hold and report their mandatory weekly safety/toolbox meetings to the safety group.
CHANGE
A Google form was developed for Region Four maintenance and construction crew supervisors to report their weekly safety meetings. This form was rolled out September 13, 2022.
Supervisors report who attended the meeting and topics they discussed, e.g., near misses, equipment damage, and safety lessons.
A separate “scorecard” spreadsheet shows total safety meeting completions by each station per month.
RESULT
This mobile application allows station supervisors to easily fill out and submit their report live as the topics are being discussed.
Before this app was rolled out they had approximately 45% participation in submitting the weekly safety meeting report. Total submissions increased to 728 for FY23.
Higher safety meeting completion rates directly affect the ability of the safety team to do their job and likewise makes crews more conscientious of their surroundings during their everyday routine.
The new process is easier and more efficient, saving many hours over the course of a year. Employee satisfaction is also improved because crews know their leaders and peers are watching out for them and care that they return home safely.
Weekly Safety Meeting App Icon (iPhone)
Weekly Staff Meeting App (Google form)
Safety Meeting Reporting App - Sample Data
Region Four Safety Meeting Scorecard - FY 2023
IMPACT
BETTER MOBILITY
N/A
GOOD HEALTH
Crews that review safety topics weekly have fewer workplace injuries
Information gathered from safety reports helps the region safety team monitor and improve safety
CONNECTED COMMUNITIES
N/A
STRONG ECONOMY
Employee satisfaction is increased when employees know that their leaders and peers care about their safety
The new process is easier and more efficient, saving many labor hours
EFFICIENCIES*
Cost Avoidance: $301,380 over 20 years (Sep 13, 2022 - Sep 13, 2042)
Labor Savings: 353 hours annually
Benefit/Cost Ratio: 20:1
*Benefits are estimated net of initial and ongoing expenses. Savings are averaged over the expected benefit life of the innovation. See details.