Tool Box Meetings and it's Importance

Tool Box Meetings are a crucial part of any marine operation carried out onboard vessels as well as at ports and terminals. Even though surveyors are shore-bound professionals, we are closely associated with onboard and cargo-related operations. As a result, Tool Box Meetings have become an unavoidable and essential part of a marine surveyor’s professional life.

It is extremely important for surveyors to take these meetings seriously. Normally, a Tool Box Meeting is conducted 10 to 15 minutes prior to the commencement of work, and those few minutes often set the tone for the entire operation.

The primary purpose of a Tool Box Meeting is to ensure that everyone involved clearly understands the details and intricacies of the operation at each stage of the job. It also helps establish clear communication channels to be followed during the operation, thereby avoiding confusion or delays. Another important objective is to carry out a risk assessment and identify possible hazards associated with the intended work. The meeting ensures that all stakeholders understand the stages of the operation and the responsibilities of individuals or groups involved. It also provides an opportunity to review any recent incidents or near misses, if applicable.

A Tool Box Meeting should be attended by team heads involved in the operation, all workers performing the task, and attending surveyors who are monitoring the operation from a safety and compliance perspective. From a shore-based surveyor’s point of view, this interaction is critical to understanding how the job will be executed and whether adequate control measures are in place.

Typically, the Tool Box Meeting includes a discussion on the day’s job, assignment of roles and responsibilities, confirmation of PPE and tool availability, explanation of control measures, and a review of emergency procedures and readiness. Attendance or signatures are usually taken to confirm participation and acknowledgment.

Risk assessment is one of the most crucial aspects of a Tool Box Meeting. While conducting the risk assessment, sufficient time and attention must be given to each individual task within the overall scope of work. This is commonly referred to as Task-Based Risk Assessment (TBRA). TBRA is mandatory for critical operations, and shore-based surveyors attending operations such as heavy lifts or critical cargo handling must ensure that all personnel are fully aware of the operational sequence, potential hazards, and any near misses from previous similar operations. Preventive actions taken earlier should be reviewed, and it must be confirmed that these measures are effectively implemented for the current operation.

As surveyors, based on our role and scope of work, we must look beyond predetermined checklists. Our responsibility includes verifying that the control measures discussed during TBRA are practically implemented on site.

One of the key purposes of the Tool Box Meeting is risk minimization. The surveyor, within the defined scope of work, should ensure that control measures are in place before the job begins. Any gaps or missing controls relevant to the operation must be immediately brought to the attention of the concerned parties. Lock-out Tag-out is a good example of an effective control method to prevent accidental equipment activation. While TBRA is being discussed, it is advisable to physically verify that such systems are in place, rather than checking only after the assessment is completed.

Another important aspect of the Tool Box Meeting is the confirmation of a valid Work Permit system. When a surveyor is engaged as part of an operation, it is essential to ensure that the appropriate work permits are issued and valid. For example, during welding operations on deck or inside a hatch, a Hot Work Permit must be obtained from the Master or Chief Officer responsible for the operation. This must also be reviewed in coordination with other onboard or port activities, such as bunkering, to avoid conflicting operations.

In summary, Tool Box Meetings are highly effective in ensuring safety during operations of an inherently hazardous nature. A well-conducted Tool Box Meeting provides valuable operational clarity and significantly enhances the safety of personnel, cargo, and equipment.

Surveyors who are actively involved in critical operations are strongly encouraged to refer to the Code of Safe Working Practices for Merchant Seafarers (COSWP). COSWP serves as a practical guideline and a valuable reference for conducting effective Tool Box Meetings and promoting a strong safety culture in marine operations.

As marine surveyors, especially those operating from shore, effective coordination, timely documentation, and clear communication are just as important as the physical presence onboard. Platforms like INCLIPS support this evolving role by enabling surveyors to plan, record, and manage both shore-based and shipboard surveys in a structured and efficient manner. By simplifying survey workflows through a mobile app and web-based platform, INCLIPS helps surveyors focus on what truly matters — safety, accuracy, and professional judgment — while ensuring that critical operational details are captured and shared without delay.

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