How to Prepare HSE Minutes of Meeting (MOM) | Free Download
Introduction
When it comes to workplace safety, Health, Safety, and Environment (HSE) meetings are crucial. But what happens after the meeting? That’s where Minutes of Meeting (MOM) step in. These documents ensure everything discussed and decided is recorded for future reference. Let’s explore how to prepare HSE MOM effectively.
Preparing for the Meeting
Setting the Agenda for an HSE Meeting
Every effective meeting starts with a clear agenda. For an HSE meeting, focus on topics like incident reports, safety measures, compliance updates, and training plans. A well-thought-out agenda keeps discussions on track.
Inviting Relevant Participants
Ensure the right people attend—HSE officers, managers, supervisors, and sometimes external auditors. Their input is vital to capture the full scope of safety concerns.
Key Documents to Gather Before the Meeting
Prepare essential materials such as past MOM, compliance records, and safety protocols. These documents provide context for discussions and decisions.
Structuring the Minutes of Meeting
Essential Components of HSE MOM
Date, Time, and Location
Start with basic details. This includes when and where the meeting occurred, offering context for future reference.
Attendance Record
Who was present? List names and their roles to track participation.
Key Discussion Points
Highlight topics discussed, like hazard management, policy updates, or emergency drills.
Using Templates for Consistency
A standardized template saves time and ensures uniformity. Include sections for attendance, agenda points, action items, and deadlines.
The Role of the Note-Taker
Assign a reliable note-taker who understands HSE terminology. They ensure nothing gets overlooked during the meeting.
Writing the HSE MOM
How to Start: Capturing the Meeting Overview
Begin with a concise summary of the meeting’s purpose. For instance, “This meeting focused on reviewing recent safety incidents and updating emergency response protocols.”
Summarizing Discussions Accurately
Record main points without diving into unnecessary detail. For example, instead of writing a lengthy debate, summarize key arguments and conclusions.
Highlighting Key Decisions and Action Items
Identify who is responsible for what and by when. Clear assignments reduce confusion later.
Including Timelines for Actionable Points
Add deadlines for tasks. For example, “Inspect fire extinguishers in all departments by Dec 5, 2024.”
How to Prepare HSE Minutes of Meeting (MOM)
The Health, Safety, and Environment (HSE) Minutes of Meeting (MOM) is a critical document for capturing key points discussed during HSE meetings. Here’s a step-by-step guide to prepare a professional and effective HSE MOM:
1. Preparation Before the Meeting
- Understand the Agenda
Review the agenda to familiarize yourself with the topics that will be discussed. - Prepare a Template
Use a standardized template to ensure consistency. The template should include:- Meeting Title
- Date, Time, and Venue
- Attendees (Names and Designations)
- Agenda Items
- Discussion Points
- Action Items/Decisions
- Responsible Person(s) and Deadlines
- Assign a Note-Taker
Ensure a competent person is designated to take notes during the meeting.
2. During the Meeting
- Record Basic Information
Start by noting:- Meeting title and purpose
- Date, time, and location
- Names of attendees and absentees
- Document Discussions
- Write a concise summary of discussions under each agenda item.
- Focus on key points, decisions, and any differing opinions.
- Avoid personal opinions or lengthy narratives.
- Highlight Decisions and Action Items
- Clearly note down what was decided, why, and by whom.
- For each action item, specify the responsible person(s) and the deadline.
3. After the Meeting
- Draft the MOM
- Organize your notes in the predefined format.
- Ensure clarity and brevity while maintaining professionalism.
- Review and Finalize
- Proofread for errors and ensure all key points are captured.
- Verify the accuracy of decisions and action items with the chairperson or key attendees.
- Distribute the MOM
- Share the finalized MOM with all attendees and relevant stakeholders via email or a document-sharing platform.
- Include any referenced documents or attachments.
Sample HSE Minutes of Meeting (MOM)
Meeting Title: HSE Monthly Review Meeting
Date: November 25, 2024
Time: 10:00 AM – 11:30 AM
Location: Conference Room A, Head Office
Chairperson: Mr. John Doe, HSE Manager
Prepared By: Jane Smith, HSE Coordinator
1. Attendance
| Name | Designation | Company | Remarks |
|---|---|---|---|
| John Doe | HSE Manager | ABC Oil & Gas | Present |
| Jane Smith | HSE Coordinator | ABC Oil & Gas | Present |
| Michael Brown | Site Supervisor | ABC Oil & Gas | Present |
| Sarah Johnson | HR Manager | ABC Oil & Gas | Present |
| Ahmed Ali | Contractor Representative | XYZ Contractors | Absent (Informed) |
2. Agenda Items
- Review of previous meeting’s MOM
- Safety performance updates (October data)
- Recent incidents and investigations
- Upcoming HSE training sessions
- Open forum for suggestions
3. Key Discussion Points
- Review of Previous MOM:
- 90% of action items from the October meeting were completed. Pending actions were reviewed.
- Safety Performance Updates:
- Total Recordable Incident Rate (TRIR) dropped by 15% in October compared to September.
- Highlighted the need for continued focus on hand safety due to recurring minor injuries.
- Incident Reports:
- Discussed a recent slip-and-fall incident at Plant B. Investigation revealed insufficient signage in the wet area.
- Corrective action: Install additional hazard signs and improve drainage by December 1, 2024.
- HSE Training:
- Fire safety and evacuation training is scheduled for December 5, 2024.
- Contractors were reminded to send attendance confirmations by November 30, 2024.
- Suggestions and Open Discussion:
- Suggestion to increase frequency of safety toolbox talks from weekly to bi-weekly. Decision deferred to next meeting.
- Request to review PPE compliance during peak project hours.
4. Decisions and Action Items
| Action Item | Responsible Person | Deadline | Remarks |
|---|---|---|---|
| Conduct inspection of all wet areas | Michael Brown | November 30, 2024 | High Priority |
| Finalize and circulate training schedule | Jane Smith | November 28, 2024 | Medium Priority |
| Update signage in high-risk zones | Ahmed Ali (XYZ) | December 1, 2024 | Contractor to handle |
| Compile data on hand safety incidents | John Doe | December 10, 2024 | For next meeting |
5. Next Meeting Details
- Date: December 20, 2024
- Time: 10:00 AM – 11:30 AM
- Location: Conference Room A
6. Closing Notes
- Chairperson emphasized the importance of prompt action on pending items.
- Meeting adjourned at 11:30 AM.
Prepared By:
Jane Smith
Date: November 25, 2024
Conclusion
The HSE Minutes of Meeting is more than just a record; it’s a tool for driving safety and compliance. When prepared effectively, it bridges the gap between discussions and actions, contributing to a safer workplace.
How To Develop Safety Policy | Safety Policy Development Guidelines
Emergency Evacuation Procedures
Emergency Evacuation Plan for Construction Site
Emergency Evacuation Plan for Factory
Emergency Evacuation Plan Example
FAQs
1. What is the Purpose of HSE MOM?
It documents discussions, decisions, and action items from HSE meetings to ensure accountability and track progress.
2. Who Should Write the HSE MOM?
Typically, a designated note-taker or HSE officer writes the MOM.
3. How Often Should HSE MOM Be Reviewed?
They should be reviewed at every subsequent HSE meeting to track progress and accountability.
4. Can Digital Tools Help in Preparing MOM?
Yes, tools like Microsoft Word, Google Docs, or specialized meeting software simplify the process and ensure accessibility.
5. What Happens if MOM is Incomplete?
Incomplete MOM can lead to miscommunication, missed deadlines, and unresolved safety concerns.
