Holding virtual JHSC meetings? 7 tips to make them just as effective as in-person
For many workplaces, the news that joint health and safety committee (JHSC) meetings can now be held virtually rather than in-person comes as a big relief. This change was part of the Working for Workers Five Act, 2024 (Bill 190), which was passed on October 28, 2024, and went into effect immediately.
“When JHSC members are in different locations – satellite offices, working from home, head office, on the road – it can be logistically difficult to get them together for in-person meetings,” explains WSPS Consultant Pam Patry. “Virtual meetings eliminate this problem.”
But virtual meetings may introduce other issues, explains Pam. “Virtual meetings are less conducive to good communication, engagement and relationship-building than in-person meetings. Technical glitches can also pose problems, and people may be less comfortable speaking in virtual settings.”
Fortunately, there are many things the employer and co-chairs can do to overcome these challenges; ensuring their JHSC meetings continue to be effective in a virtual setting.
7 ways to make virtual JHSC meetings effective
1. Make sure virtual meeting rules, roles and responsibilities are clear. Employers need to reiterate that meetings continue to be a priority to ensure the workplace’s Internal Responsibility System (IRS) is working well, and that everyone is fulfilling their duties under the Occupational Health and Safety Act (OHSA). Co-chairs should adjust the committee’s Terms of Reference to reflect any changes to the timing of meetings to accommodate everyone’s schedule, who will host the meetings, who will take minutes (or will you use an AI tool for this) and how and when meeting reminders and documents are sent. This includes the agenda, the OHSA, previous minutes, inspection reports, and other pertinent information.
2. Use Zoom or another visual communication platform. “Using the ‘face to face’ frame allows participants to read the body language of the speaker, which gives non-verbal clues to what is being said, improving understanding, interpretation, and overall communication.” Being on camera has also been proven to increase participant engagement.
3. Use all the tools available on the platform to promote participation. Often, participation drops initially in a virtual setting. Members may feel disconnected from the group or uncomfortable interacting virtually. “Most online platforms have chat boxes, quizzes, polling, raising hands and reaction features,” says Pam. “These tools can help make the meeting more interactive and engaging.”
4. Make sure everyone contributes. “Co-chairs should ensure everyone gets a chance to provide input and be heard,” says Pam. “Don’t just ask for input generally,” says Pam, “but actually go around the room and do an individual check-in with each participant.”
5. Hold practice meetings until everyone is comfortable. This is particularly important if some committee members are unfamiliar with virtual technology, or even using computers, says Pam. “These run-throughs will give everyone more familiarity with the tools, features, procedures, etc., the chance to ask questions and to sort out hiccups. They will be less intimidated when it comes to the real meeting.”
6. Avoid distraction. Whether you are at home or in the office during a virtual meeting, it’s easy to get distracted. “Close down open windows on your computer, shut off notifications and chat functions, turn off your phone and close your door. Suggest participants find a quiet space and time for the meeting where they won’t be interrupted. Everyone should be focusing exclusively on the meeting.”
7. Meet in-person once or twice a year. While virtual meetings are convenient and flexible, face-to-face meetings encourage stronger personal connections, deeper conversations and quicker problem solving. “Holding both in-person and virtual meetings will let you leverage the strengths of each format,” says Pam.
How WSPS can help
Contact a WSPS Consultant to learn more about strengthening your company’s health and safety culture.
Training
- JHSC Certification Part 1 (eCourse; 13 hours)
- JHSC Certification Part 2 – Offices (Online Instructor-Led Training, 2 days)
- JHSC Certification Part 2 - Warehousing & Distribution (Online Instructor-Led Training. 2 days)
- JHSC Certification Refresher - All Sectors (Online Instructor-Led Training, 1 day)
- Workplace Inspections Training (eCourse, 1 hour)
- Effective Workplace Inspections (Online Instructor-Led Training. 3.5 hours)
Resources
- JHSC Requirements Ontario Toolkit & Checklists
- Internal Responsibility System (IRS) Primer
- OHSA Laws and Regulations: Roles and Responsibilities
- Pocket Ontario Green Book 2024 (Consolidated Edition)
- Joint Health and Safety Committee - Meeting Agenda Form
- JHSC Meeting Minutes Template Recording Form
- Joint Health and Safety Committee Terms of Reference
- Guide for (JHSC) Joint Health and Safety Committees and Representatives
The information in this article is accurate as of its publication date.