06 Nov What to Discuss in Toolbox Talks
What Should Be Discussed in Toolbox Talks? A Practical Guide for NZ Businesses
Regular toolbox talks – also known as toolbox meetings or daily pre-start safety meetings – are one of the most effective ways to improve workplace safety and team communication.
These short discussions help identify hazards, reinforce safe work practices, and keep everyone focused on working safely. But to make them truly effective, it’s important to know what to include.
Here’s a practical guide for New Zealand businesses on what to discuss in toolbox talks and how to make them work for your team.
Why Toolbox Meetings Matter for NZ Businesses
In New Zealand, under the Health and Safety at Work Act 2015, employers (PCBUs) must ensure workers are informed about the risks in their workplace. Toolbox talks are a simple, low-cost way to:
- Communicate daily risks and controls;
- Reinforce your safety procedures;
- Encourage worker participation in health and safety; and
- Demonstrate due diligence and compliance.
When done right, toolbox talks help prevent incidents, improve morale, and build a positive safety culture.
Key Toolbox Talk Topics
1. Today’s Work Plan
Begin by reviewing what work is planned for the day or week.
Discuss:
- Key tasks or projects;
- Any changes to normal procedures; and
- Who’s new on site and whether they’ve been inducted.
This sets clear expectations and ensures everyone knows what’s happening before work begins.
2. Site-Specific Hazards
Conditions change daily, so cover any hazards specific to today’s site or tasks:
- Weather (wind, rain, heat, cold);
- Ground conditions or access issues;
- New machinery or equipment;
- Nearby work activities; and
- Recent incidents or near-misses.
Encourage everyone to speak up about anything that could affect safety.
3. Safe Operating Procedures (SOPs)
Use toolbox talks to refresh your team on safe operating procedures, especially when tasks involve higher risk.
Topics might include:
- Manual handling and lifting;
- Working at heights;
- Machine guarding;
- Lockout/tagout; and
- Correct PPE use.
Need help creating or updating SOPs? We can help!
4. Recent Incidents and Learnings
If any incidents, near-misses, or safety observations have occurred, review them openly.
Focus on:
- What happened;
- What was learned; and
- What changes will prevent recurrence.
This helps build a culture of learning rather than blame.
5. Health and Wellbeing
Toolbox talks aren’t just about physical safety – they’re a great opportunity to check in on mental health and wellbeing.
Discuss topics such as:
- Fatigue and stress;
- Hydration and breaks;
- Mental health awareness; and
- How to ask for support.
A healthy team is a safer, more productive team.
6. Emergency Procedures
Refresh your team on what to do in an emergency:
- Fire evacuation routes and assembly points;
- Location of first aid kits and AEDs;
- Who the first aiders and fire wardens are; and
- Site communication procedures
Regular reminders build confidence and can save lives.
7. Open Discussion and Feedback
End each toolbox talk by asking for feedback:
- Have any new hazards been noticed?
- Are there safety improvements to suggest?
- Does anyone need more training or resources?
This encourages engagement and shows that management values worker input.
Tips for Running Effective Toolbox Meetings
To keep toolbox talks consistent and meaningful:
- Keep them short (5–10 minutes max);
- Hold them at the same time each day or week;
- Use real examples from your worksite;
- Rotate who leads the talk for variety; and
- Record attendance and discussion points.
Consistency demonstrates due diligence and helps maintain compliance under NZ health and safety legislation.
Build a Strong Safety Culture
Toolbox talks are more than a compliance requirement – they’re a powerful tool to create a safer, more aware, and connected workforce.
By discussing relevant topics and involving your team, you’ll strengthen your safety culture and reduce the risk of injury or incident.
If you’re looking for toolbox talk templates, SOPs, or a health and safety management system to make safety simpler, get in touch!
Other suggested articles:
- Continuously Improving the PDCA Cycle
- Getting Creative with Employee Training
- Working with Safe Operating Procedures
- Safe Operating Procedures
Please contact us if you would like to discuss.