Toolbox Talks act as an important opportunity to communicate key details regarding job site working conditions, safety hazards, personal protective equipment, and more

With paper documents or PDF fillers, it can be difficult to keep Toolbox Talks efficient and informative, especially when operating in inclement weather. Once completed, manually completed Toolbox Talks must be hand-delivered to the back-office, to be processed, rekeyed, and physically stored. 

Using digital forms to record discussion topics, attendees, and notes, your team can dramatically improve the efficiency of Toolbox Talks while elevating its documentation. Digital Toolbox Talk forms can be instantly generated from a mobile device or even dispatched to teams in the field. Your digital Toolbox Talk forms can even be pre-populated with information about the job site, build, and more. Once completed your digital Toolbox Talk forms can be automatically routed to supervisors and the back-office, or uploaded to a connected system, like Procore. Here are three ways leveraging digital Toolbox Talks can significantly benefit your teams both in the field and the back-office: 

1. Logic enforces data capture needs

   A common obstacle faced by teams completing Toolbox Talk forms is missing information. Whether it be attendee names, the job site location, or a foreman's signature – incomplete data poses a variety of issues for your operation. With digital Toolbox Talks, form fields can be made Required, ensuring key details are captured before a form can be completed. Your form fields can even dynamically change color in response to input data, to highlight critical fields. Leveraging these properties, Toolbox Talk documents are submitted more completely and accurately.

2. Increased transparency into daily activities

   Submitted digital Toolbox Talk forms can be automatically routed to back-office teams for immediate review and processing – granting increased visibility into job site activities. With paper forms, Toolbox Talk forms need to be hand-delivered, faxed, or scanned, limiting real-time communication and insights. Using digital forms, your team can move at the speed of digital.

3. Efficient and easy to complete

   An added benefit of digital forms is accelerated data capture. It simply takes less time to complete digital forms, especially when leveraging pre-populated fields, Drop Down menus, and other fields referencing your databases. For example, a selection could be made from a Drop Down menu that would instantly fill corresponding fields with information, like the job site location, heavy equipment details, weather conditions, and more. Less time completing Toolbox Talk paperwork allows for more time spent discussing the topics that really matter. 

Bonus: Enforce social distancing rules
COVID-19 has made in-person gatherings, like Toolbox Talks, difficult to conduct while maintaining social distancing rules. Digital forms can help your team remain safe and informed: links to Toolbox Talk forms can be easily routed to job site personnel ahead of time, which can then be signed and submitted by the employee. This digital workflow allows your team to signify that they reviewed the topics within the Toolbox Talk, without needing to gather in person. Check out more ways your team can leverage digital forms to combat the obstacles presented by COVID-19 here.  

Bonus: Connect your digital Toolbox Talk forms to Procore
Your digital forms can be easily connected to your other business systems, like Procore. Once a digital Toolbox Talk has been completed, a PDF copy of the form can be instantly uploaded to corresponding Procore records, as well as the Documents tool. Data from Toolbox Talks can even be used to create or update Procore records – eliminating the need for rekeying and scanning. Learn more about our Procore integration here.