Strengthen Workplace Safety with an Effective Safety Committee

What is a Workplace Safety Committee?

A workplace safety committee is an internal cross-functional team that includes representatives from various departments, established to support the organization’s environmental, health, and safety objectives. The group facilitates hazard identification, risk assessments, and corrective action planning through regular toolbox talks, safety audits, and root cause analyses.

Importance and Benefits

The concept of forming a health and safety committee at work developed alongside modern occupational health and safety laws, which were driven by industrial accidents and growing awareness of workers’ rights. Aside from the fact that having this committee is mandated by law, this committee provides multiple benefits:

• Enhanced hazard identification and control - Bringing together different perspectives and experiences helps uncover potential hazards more thoroughly. Collaboration leads to practical and more effective preventive measures and mitigation strategies.

• Improved employee engagement - When workers are actively involved in the committee, they feel a greater sense of ownership over workplace safety. This involvement promotes stronger compliance with safety procedures and encourages proactive risk reporting.

• Better incident management and reduced injuries - By addressing hazards early and implementing effective controls, organizations foster a strong safety culture that reduces harm, lost workdays, and associated costs. This is the ultimate goal of committee efforts.

Composition of the Committee

Workplace safety is everyone’s responsibility. The committee’s effectiveness hinges on the collaboration and dedication of its team members, each contributing unique perspectives and expertise. Here’s a detailed breakdown of what they do and their main responsibilities:

Chairperson

As the leader and facilitator of the committee, the chairperson guides discussions during safety meetings to focus on objectives, encourage participation from members, and ensure accountability.

• Preside over meetings and set the agenda

• Facilitate discussions and mediate conflicts

• Ensures task assignment and tracking for timely completion

Secretary

Accurate recordkeeping is vital to the workplace health and safety committee. The secretary provides a clear history of decisions, action items, and discussions, allowing for effective follow-ups.

• Record accurate minutes of all meetings

• Distribute the meeting agenda to members and invited stakeholders

• Maintain organized records of all documents, reports, and communications

Management representatives

Department heads of different operational areas should be part of the occupational safety and health committee because they bridge the gap between the team’s findings and the practical realities of the operations.

• Provide necessary resources for safety initiatives

• Approve and support the recommendations for implementation

• Communicate the plans to their departments

Worker representatives

Considered the most crucial members, worker representatives provide firsthand insights into the daily operations, real-world challenges, and practical effectiveness of existing measures.

• Represent the safety concerns and suggestions of their fellow workers

• Actively participate in safety-related workflows

• Communicate plans to other frontliners

EHS advisor or safety officer

The environmental, health, and safety advisor is the team’s technical expert. Every company should have a dedicated professional handling these tasks, upholding safety in all aspects of the organization.

• Provide expert advice on regulations, industry standards, and best practices

• Lead or assist in hazard identification, risk assessments, and incident investigations.

• Develop and review procedures, training materials, toolbox topics , and emergency preparedness plans.

Legal Foundations

In many jurisdictions worldwide, occupational safety and health committees are legally mandated, highlighting that safety is a shared responsibility. The following section provides a brief overview of relevant country-specific regulations:

United States

While OSHA emphasizes the employer’s role in maintaining a safe workplace, there’s no federal law that specifically prescribes the creation of a safety and health committee. Individual states have more specific requirements:

• Oregon OSHA Rules (OAR) 437-001-0765

• Washington Department of Labor and Industries - WAC 296-800-130

• Minnesota Statutes 182.676

• New York State’s Workplace Safety Committee Law - Section 27-d of NY Labor Law

• California Code of Regulations (Cal/OSHA) Title 8, section 3203

United Kingdom

The UK’s approach to occupational safety is fundamentally shaped by the Health and Safety at Work Act 1974. To lessen ambiguities and confusion, the following were ratified:

• The Safety Representatives and Safety Committees Regulations (SRSCR) 1977 explicitly outlined the employer's duty to establish a safety committee, if requested in writing by safety representatives from recognized trade unions.

• The Health and Safety (Consultation with Employees) Regulations 1996 required employers to consult with employees if there are no trade union-appointed representatives.

Australia

The country operates under the Work Health and Safety (WHS) Act, a national framework that harmonizes with state and territory-specific regulations. The WHS Act requires a “person conducting a business or undertaking” (PCBU) to establish a health and safety committee if requested by a health and safety representative or by five or more workers. The PCBU can also establish one voluntarily.

Canada

The occupational health and safety legislation of Canada is administered at both the federal and provincial or territorial levels:

• The Canada Labor Code, Part II (Federal Jurisdiction), which governs federally regulated workplaces, mandates the establishment of joint health and safety committees (JHSCs) based on the number of employees.

• Each province and territory has its own  OHS Legislation, with varying thresholds and specifics for JHSCs, such as Ontario’s Occupational Health and Safety Act (R.S.O. 1990, c. O.1 ) and British Columbia’s Workers Compensation Act (R.S.B.C. 1996) .

European Union

Consistent with its broader legislative approach, the EU establishes the framework for health and safety, which member states subsequently transpose into their national laws. This particular directive notably emphasizes consultation,safety communication, and worker participation.

Overcoming Challenges in Structuring a Workplace Safety Committee

While many organizations recognize the value of a workplace safety committee, forming an effective one can be a struggle. When this happens, the opportunity to proactively manage safety risks is lost, making the company vulnerable to preventable incidents. Here are some challenges and how to overcome them:

• Lack of management support - Without adequate resources, the team would not be able to function effectively and fail to drive cultural change within the company. To secure executive sponsorship, assign a senior leader as a visible advocate to attend meetings, champion safety, and allocate time and budget.

• Unclear roles and responsibilities -  Confusion results in unproductive meetings and unaddressed safety concerns. Establish a written charter that outlines duties, decision-making authority,  meeting schedules, and reporting processes. Training is vital here as well.

• Poor members selection - Committees dominated by management have limited insight into everyday risks since they lack frontline perspective.  Include a diverse mix of employees from different levels and departments to build motivation and credibility.

• Irregular or ineffective meetings - Momentum can be lost when meetings feel like a waste of time without follow-ups. Aside from preparing agendas early, automate scheduling and action item tracking to ensure nothing is overlooked.

• Lack of follow-through on actions - Employees may think that nothing has changed when assigned tasks are unfulfilled. Use a centralized tracking system to monitor recommendations, assign responsibilities, and follow up on completion.