Construction site safety with recurring safety meetings

Introduction

As a safety manager, coordinating ongoing, dangerous work with contractors, construction management, and sometimes external parties is not easy. Safety meetings can quickly devolve into contractors merely reporting on upcoming work without achieving a clear outcome. With Dalux, you can hold recurring safety meetings where each item has a responsible party, and the meeting minutes are taken care of for you.

The challenge

A site with many ongoing works, including dangerous ones, needs real coordination between contractors, construction management, safety, and sometimes external parties. A safety meeting that only reports on upcoming work is less effective. It should coordinate the work of different disciplines and specify where they will be working.

With that many stakeholders in the room, it is easy for a meeting to end without anyone being clear on who is responsible for what afterward. Notes taken by hand or in a separate document rarely reach everyone who needs them, and open items from one meeting are easy to lose before the next one.

How Dalux solves it

You run your safety meetings from a reusable template, so the agenda is consistent every time. Dalux tracks attendance and sends email invites automatically. Every meeting item can connect directly to the rest of the project information such as safety issues, documents, or drawings.

Any item still open at the end of the meeting carries over automatically to the next one in the series.

The result

With meetings in Dalux you get:

• Consistent templates: Reuse the same template for each safety meeting and carry over open meeting items
• Automate meeting minutes and invitations: Invitations and minutes are handled automatically, so you spend less time on formalities and more time on effective meetings
• Interconnected to Dalux: Every meeting item connects to tasks, documents, and drawings in the project

Set up a safety meeting template built for your project

First, build a meeting template with an agenda consisting of categories and items tailored to your project's needs. For instance, you can name your meeting categories to match your project's safety categories, and include other meeting categories not overed in the safety inspection.

Once the template is set, Dalux handles the invitation process, sending each attendee an email with the meeting details. The meeting invitations also include a calendar invites, that attendance easily can add to their own calendar.

You can prepare for the meeting by adding items in advance. For example, you can flag upcoming work that needs coordination.

When the meeting begins, you can mark each attendee as present or absent and take notes directly on each agenda item. If a topic requires follow-up, you can create a new task from the item. You can also link existing tasks if an ongoing safety issue is brought up in the meeting.

You can also annotate a drawing to show exactly where the work is happening, and attach it to the item as an image. Each item can be assigned a responsible party and a priority, so it is clear who owns what once the meeting ends.

When you end the meeting, the meeting minute are automatically generated and emailed to everyone on the attendance list, whether they were present or not. Any item left open carries over automatically to the next meeting in the series, created as a follow-up, so the whole history of the meeting series stays saved in one place. 

From meeting notes to documented action

A recurring safety meeting in Dalux stays connected to the rest of your project. Meeting items have priority and can be linked to new or existing tasks and project documents and drawings.

Meeting invitations and minutes are handled for you, so you can use your meeting time to coordinate work and resolve issues as they arise. Since everything is stored in Dalux Field, you do not need to save the meeting minutes to separate Dalux Box folders for each subcontractor.

With meetings in Dalux you get:

• Consistent templates: Reuse the same template for each safety meeting and carry over open meeting items
• Automate meeting minutes and invitations: Invitations and minutes are handled automatically, so you spend less time on formalities and more time on effective meetings
• Interconnected to Dalux: Every meeting item connects to tasks, documents, and drawings in the project