HSE MEETING PROCEDURE

T&D Cleaners Limited

Asset: Revision No.: Approval Date: Revision Date:
Procedure No.:
001 04th/04/2022 04th/04/2023
TD-HSE-PRC-0008

Management Procedure
For
< QQHSE MEETING >

Namutosi Damalie Eng. Daniel Tayebwa

Accountable
Responsible HSE Officer Managing Director
Owner:
Author:

Required Review
Effective Date: 04th/04/2022 04th/04/2023
Date:

Rev: 0 / Dated 04.04.2022 Page 1 of 6

PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited

 HSE MEETING PROCEDURE

T&D Cleaners Limited

Asset: Revision No.: Approval Date: Revision Date:
Procedure No.:
001 04th/04/2022 04th/04/2023
TD-HSE-PRC-0008

TABLE OF CONTENT

1. PURPOSE AND SCOPE....................................................................................................................... 04

2. REQUIREMENTS/GUIDELINES........................................................................................................... 04

3. BENEFITS............................................................................................................................................. 06

4. REFERENCES...................................................................................................................................... 06

Rev: 0 / Dated 04.04.2022 Page 2 of 6

PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited

 HSE MEETING PROCEDURE

T&D Cleaners Limited

Asset: Revision No.: Approval Date: Revision Date:
Procedure No.:
001 04th/04/2022 04th/04/2023
TD-HSE-PRC-0008

REVISION LOG
Revised Section Section Title Short Description

Rev: 0 / Dated 04.04.2022 Page 3 of 6

PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited

 HSE MEETING PROCEDURE

T&D Cleaners Limited

Asset: Revision No.: Approval Date: Revision Date:
Procedure No.:
001 04th/04/2022 04th/04/2023
TD-HSE-PRC-0008

1. Purpose:

QHSE meetings provide an opportunity for personnel to communicate QHSE information and to
contribute their views and experience. It can also be used to brief personnel on operational
procedures, QHSE training, and hazard communication.

2. Scope:

The objective of the QHSE Meetings Procedure is to provide general information regarding the
frequency, content, and nature of QHSE meetings.

3. REQUIREMENTS / GUIDELINES:

3.1 Management/Operation Meetings:

QHSE should be part of the agenda for regular (weekly/biweekly) management/ operation
meetings.

3.2 QHSE Meetings:

3.2.1 QHSE meetings should be held if the management/operation meeting cannot adequately
resolve (or does not have sufficient time to address) the QHSE items on the agenda.

3.2.2 QHSE meeting should follow an agenda, which shall be distributed to the relevant
personnel in advance.

3.2.3 A written minute should be prepared for every meeting. It must include:

 An attendance list.
 Clear and concise details of the topics discussed.
 A summary of agreed actions and responsibilities.
 A schedule for completion of agreed actions.

The secretary should send the minutes to the chairman for checking before distribution to
other members.

3.2.4 The chairman and secretary may be rotated so as to encourage participation.

3.3 Agenda:

Rev: 0 / Dated 04.04.2022 Page 4 of 6

PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited

 HSE MEETING PROCEDURE

T&D Cleaners Limited

Asset: Revision No.: Approval Date: Revision Date:
Procedure No.:
001 04th/04/2022 04th/04/2023
TD-HSE-PRC-0008

An agenda should be drawn up by the chairman prior to the meeting and either circulated amongst
all relevant personnel or posted on a notice board. The agenda should include as a minimum the
following items:

 Feedback from previous meeting(s) –

 Feedback should include the status of actions taken and any comments received from
supervision and management.
 Feedback from customers
 Incident review –
 This should include a discussion of any incidents or near misses relevant to the operations
as well as the actions that need to be taken to prevent a recurrence.
 Hazard identification and communication –
 Any new hazards identified in the workplace should be included in the agenda.
 Induction and refresher training –
 This should cover any needs to provide refreshing training on key QHSE issues. Any
induction training required for expected newcomers to the facility should also be identified.
 QHSE performance review -

There shall be a review of current QHSE performance followed by a discussion of any key
program(s) underway and planned which would bear QHSE implications to personnel.

3.4 Pre-job Meetings (toolbox meetings):

3.4.1 Pre-job meetings should be held to assist in the clarification of QHSE issues relevant to a
particular job or task. They must be conducted before:

 The start of the shift to plan work requirements.

 The commencement of a non-routine work procedure.
 A work procedure is modified.

3.4.2 The pre-job meeting shall include, but not be limited to, the following topics:

 Objective of the job.

 Planned procedure.
 Job allocation (who will do what).
 Associated hazards.
 Permit to work requirements (See Permit to Work Procedure).
 Protective clothing requirements (See GSP 27).
 Emergency procedures (See Installation-specific QHSE Emergency Plan).
 Emergency equipment available in the area.
 Escape routes.
 Equipment/materials involved.

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PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited

 HSE MEETING PROCEDURE

T&D Cleaners Limited

Asset: Revision No.: Approval Date: Revision Date:
Procedure No.:
001 04th/04/2022 04th/04/2023
TD-HSE-PRC-0008

 Work environment.

3.4.2 Pre-job meetings shall be documented in a form containing topics discussed and the
attendance list. Appendix B is a sample that can be used for documentation.

4. BENEFITS:

The benefits of conducting QHSE meetings at regular intervals and pre-job meetings are:

 Improved knowledge and awareness of personnel on QHSE issues.

 Continuous reinforcement of safe work practices and procedures.
 Documentation of worksite QHSE activities.

5. REFERENCES:

None

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PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited