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An employee is planning their organization's health and safety calendar

Syncing with Safety: Planning a Health and Safety Program Calendar

Planning a health and safety calendar

A proactive approach to workplace safety is your best defence against incidents, injuries, and the risks of noncompliance. It builds a workplace environment where safety is part of everyday culture, not an afterthought. One of the most effective tools to guide your team through workplace safety is a health and safety calendar. This simple, powerful tool helps you plan, track, and promote crucial safety activities throughout the year, from occupational health and safety awareness training to compliance deadlines.

A health and safety calendar provides a clear overview of your commitment to workplace safety throughout the year. Think of it as your annual safety playbook. It keeps safety at the forefront for your team, reinforces safe operating procedures, and shows your organization’s dedication to its employees’ wellbeing.

The benefits of using a safety calendar 

A health and safety program calendar is a highly effective organizational tool. Its purpose is to help create a safer, compliant, and more productive workplace where every worker takes responsibility for safety. This straightforward tool is part of many successful safety programs, and for good reasons. 

A health and safety program calendar: 

  • Improves awareness: It serves as a regular reminder, reiterating important seasonal safety information. When your employees receive consistent updates, tips, and training reminders, safety transitions from being an occasional activity to a routine part of the job. This consistent exposure helps embed safe behaviours into your company culture, making everyone more invested in remedying potential hazards immediately. 
  • Helps prevent accidents and injuries: By systematically planning for safety, you can address risks before they lead to incidents. A calendar helps you schedule timely health and safety training, hazard assessments, and equipment inspections. This proactive planning reduces the likelihood of accidents, protecting your employees, and preventing the costly disruptions that follow an injury. A safety calendar also provides data on when and where safety activities and training were planned and took place. 
  • Builds an effective workplace safety culture: A visible commitment to safety shows your employees that you value their wellbeing more than anything else. When safety is woven into daily operations, your team members are more likely to take ownership of their safety and the safety of their colleagues. 
  • Simplifies regulatory compliance: Staying on top of provincial and federal regulations can get complicated. A calendar for your health and safety program can help track important deadlines for inspections, regulatory report filings, and mandatory training sessions like WHMIS. This organized approach helps you avoid the steep penalties and legal issues that can arise from noncompliance. 

What to include 

An effective safety calendar requires more than just a list of awareness dates and generic themes. As such, it must be customized for your organization. Combining different elements creates a dynamic health and safety program calendar that keeps your team engaged and informed on important topics throughout the year. 

Here are some core components to consider: 

  • Monthly topics: Focus on a different safety topic each month. For example, you could dedicate January to winter driving safety, July to heat stress management, or October to Fire Safety Month topics. This keeps the content fresh and relevant. 
  • Weekly tips: Share brief, practical safety tips related to the monthly theme. These can be shared in e-mails, posted in common areas, or discussed in team meetings. 
  • Important dates: Highlight all critical safety-related dates. This includes deadlines for compliance reports, scheduled safety drills, equipment inspections, and (when applicable) joint health and safety committee meetings. 
  • Training opportunities: Mark all scheduled health and safety training sessions. Include dates for general occupational health and safety awareness training, joint health and safety committee training (when applicable), specialized training, and any other required safety certification courses your employees will need. 
  • Emergency procedures: Include reminders about emergency preparedness plans, business continuity protocols, evacuation routes, and the location of first aid and fire extinguishing equipment. Regular reinforcement ensures everyone knows what to do in a crisis. 
  • Health and wellness initiatives: Safety extends to overall wellbeing. Promote initiatives related to mental health, ergonomics, and healthy living to support your employees holistically. 
  • Interactive elements: Make safety engaging with quizzes, contests, or challenges. Friendly competition can be a terrific way to reinforce key safety messages and reward participation. 

How to create an effective safety training calendar 

Building a calendar that truly works for your business requires a thoughtful, systematic approach. It’s about understanding your unique challenges and engaging your team in the process. Follow these steps to craft a health and safety training calendar that enhances your safety culture and keeps your workplace protected.

Helpful steps to create an OHS training calendar:

  1. Safety needs assessment: Conduct a thorough workplace review to identify hazards, examine past incidents, and address industry-specific risks and regulations. This will help you focus on key safety priorities. 
  1. Set clear objectives: What do you want your calendar to achieve? Clearly define its objectives, whether those are reducing accident rates, updating current safe operating procedures, or providing more hazard-specific training options. 
  1. Gather input from your team: Involve managers, supervisors, employees, and (when applicable) joint health and safety committees in the planning process. They can provide firsthand insights into daily risks and suggest relevant topics.

Plan and prepare

  1. Select your themes: Based on your needs assessment and team feedback, choose monthly or quarterly themes. Align these with seasonal risks (like heat stress in summer) or upcoming operational changes or new training that will be required. 
  1. Develop content and materials: Gather the content for each theme. This includes developing safety communications, finding educational resources, and assigning and preparing training sessions. 
  1. Design a user-friendly layout: Whether your calendar is digital or physical, it needs to be clear and easy to read. Use basic colours, simple icons, and a clean layout to make the information accessible and visually appealing.

Promote and measure results

  1. Promote and distribute the calendar: A calendar is only effective if people are aware of it. Announce it by e-mail and in company meetings, and post it in public areas, encouraging everyone to review its important dates and information. 
  1. Monitor, evaluate, and improve: Check regularly to see how the calendar is being used. Gather feedback from your team with feedback forms or employee surveys. Use this information to improve your calendar for the next year, keeping it a consistent part of your health and safety program. 

Building a safer workplace is an ongoing process. A health and safety calendar is a valuable tool to guide your team. By planning and integrating safety into your daily operations, you protect your people, ensure compliance, and help your business grow. 

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