The start of the new year is the perfect time to set things up to run smoothly for the coming months—and that includes your steering committee.

Often formed to implement and sustain specific safety initiatives, steering committees are put in place to guide your company in the right direction when it comes to a new safety offering. But in order to run an effective steering committee, you first need to take a look at the makeup of your committee.

1. Keep it fresh

You typically want people from different departments to make up your steering committee. That way you get different voices, perspectives and knowledge to aid in the steering committee’s functions. At SafeStart, we aim to change who sits on our steering committee annually. Members who have been on the committee for years can become complacent to existing risks, and it’s better to fill your committee with fresh eyes. Having volunteers is often more productive than having voluntolds. If the committee members are there because they want to make a difference, they will approach the meetings and tasks more effectively.

2. Make sure it’s the right size

If there aren’t enough members on your steering committee, it can be viewed as one-sided and people may perceive the committee as not having everyone’s best interests at heart. It’s the same as having a committee comprising only high-level people. Without the voice of a “worker member,” people may not feel like their interests are well represented. By listening to the opinions of all levels of employees, both positive or negative, you’ll gain more commitment from people. But be careful about having a committee that’s too big, as it can be hard to come to a unanimous decision when there are too many members on your committee. If you want to put a number to the committee, six members are often an effective size for a safety steering committee.

3. Ensure you assign different roles to different members

One or more people on the committee can fulfill the roles outlined to fulfill the duties of the committee. Here are six roles that can be used to make up your steering committee:

Chairperson 

The chairperson typically has an authoritative role on the committee. The chair has a clear understanding of the committee’s interests, they ensure all members of the committee are fulfilling their designated roles and they drive accountability for actions that need to be taken next. They lead the committee meetings and guide the committee in tracking progress on action plans.

Training scheduler 

The training scheduler (sometimes referred to as the secretary) organizes safety training and extra-curricular sessions—keeping scheduling and logistics in mind. They are also responsible for attendance tracking and reporting, establishing the steering committee meeting schedule, determining session locations, tracking missed classes and staying on top of post-implementation new hire scheduling. The training scheduler also develops the agenda for the steering committee meetings in consultation with other committee members and distributes it before the steering committee meeting, and takes/distributes steering committee meeting notes/minutes.

On-site administrator 

The on-site administrator often helps the training scheduler with their duties. They also manage the budget and order any required supplies. As part of their role, they may have to prepare invoices and purchase orders, maintain detailed records of inventory and create progress reports where necessary.

Communications coordinator 

The communications coordinator plans and executes communications, and organizes, promotes and implements activities/events to encourage participation and continuous improvement. They are responsible for designing, writing, copy-editing, proofreading, printing and publishing communications products including web and social media content, email communications, marketing collateral, reports, ads, press releases, PSAs, and so on. They often work closely with the on-site administrator when budgets are involved. 

Data coordinator 

The data coordinator is responsible for following up with departments to encourage leading indicator data through activities completed and card submissions, processing cards weekly, reviewing incoming information, collating data in a spreadsheet, identifying themes, and specific opportunities for improvement in processes. They also need to track data provided by implementation committee members—unit completions, communications, leaders’ story videos shared, and other activities.

Member at large 

The member at large has no defined assignment—they conduct various projects, help the committee in a general capacity and accept duties as assigned by the chairperson.

It’s important to define the roles of each committee member clearly. Above all else, communication is the most important aspect of having a successful steering committee—and is not solely the responsibility of the communications coordinator. Communication within the committee is vital to reaching your end goal. 

The entire committee needs to be open and transparent—with each other and the entire company. If there are concerns, they need to be shared. Decisions need to be communicated clearly. The committee should also communicate by listening to the concerns at large. After there’s a plan for resolution, they need to go back and communicate what that is in order to establish trust and boost morale.

Safety steering committees can be challenging to get up and running, especially for organizations that haven’t traditionally used them. But they are a great way to give a new safety initiative an opportunity to succeed.