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Improve workplace safety training with a toolbox talk checklist

Paperless toolbox talk templates help you optimize your safety training and record your instruction as proof of your committment to health and safety

What do toolbox talks with a template look like?


Toolbox talks for safety instruction generally include a template, used as a guideline for instruction. This template covers topics related to occupational health and safety. Regular toolbox talks reduce incidents at the workplace by making employees more aware of safety practices. A document template also helps employers confirm that instructions were followed.




Table of contents


1. What does a toolbox talk template include?


2. How does a toolbox talk proceed?


3. A digital solution for toolbox talk templates



What does a toolbox talk template include?


Toolbox talks counteract occupational accidents by helping employees perform their daily tasks with workplace safety in mind. These also include risk assessments, which are used to identify health and safety hazards and take appropriate protective measures.


Regular safety training is necessary in the following cases:


  • Before the company or authorised person begins an activity as initial training

  • As an annual refresher and update of existing knowledge

  • At shorter intervals, if required by operational needs and the development of hazards

A toolbox talk template is used to train workers in occupational health and safety. It’s important to keep the template updated regularly. Depending on your business and industry, different issues are important for toolbox talks. That’s why a template is only a structure, which you should adapt based on the:


  1. Document title: Here, record what type of safety training is given, e.g. initial training or annual training.

  2. Personal details: Name and position of the person receiving and of the person giving the training.

  3. Basic safety and health information: This section describes the purpose of the training.

  4. Task summary: Employee tasks and the context for their assignment.

  5. Confirmation: Both parties certify with date and signature that the safety training has taken place with a presentation.

Keep the documentation from your toolbox talks for at least two years, so that there is a record for employers as well.



How does a toolbox talk proceed?


In safety training, toolbox talk templates support existing safety specifications. They proceed using something called the “TOP” method – technical, organizational, and personal. You begin with technical measures, organizational measures are only taken when technical actions have not averted a danger, and personal steps are taken at the very end. A typical toolbox talk template includes:


  • (T) Technical measures: The use of protective devices such as barriers or partitions is one example of technical measures.

  • (O) Organizational measures: Preventing monotonous work processes through breaks and keeping tasks focused are examples of organizational measures.

  • (P) Personal measures: The use of personal protective equipment and instructions for medical examinations are typical personal measures.

Toolbox talk templates are also personal measures. You would use a toolbox talk if the other protective measures are not sufficient to ensure safety and health protection in the workplace.


That’s why legislators require that instruction be given when an employee is hired, changing jobs, or is introduced to new equipment. You can also offer this training online, saving time and personnel.



A digital solution for toolbox talk templates


Digital workplace safety technology can save you even more time conducting your toolbox talks. A mobile app like Lumiform enables paperless documentation of all your inspections via smartphone or tablet, whether you’re online or offline. This makes it easy to streamline and automate occupational health and safety training.


Lumiform makes it easier to meet the changing legal requirements for work instructions by using desktop software to update instructions immediately. Documentation of all your safety processes happens automatically as templates are filled out.


The mobile Lumiform makes toolbox talks even more efficient by:


  • Allowing you to make your own templates using a flexible checklist builder.

  • Providing an overview of all safety instructions that have been carried out, as well as the time they were completed.

  • Saving you time on data analysis and helping you identify priority areas more quickly.

  • Including digital signatures: Verify any security training by adding the digital signatures of all participants. This includes time and date stamps to specify exactly when the toolbox talk took place.

Digitizing your workplace safety training is easy when you use a ready-made toolbox talk template for safety instruction, which you can download and adjust for free.


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