Effective Health & Safety Calendar for the Year

A well-structured Health & Safety calendar isn’t just an administrative exercise – it’s the backbone of your safety management system. Planning your year in advance helps stay compliant, reduce risk, and keep safety at the forefront of workplace culture.

1. Start with Compliance Requirements

Such as:

• Annual Risk Assessment & Safety Statement reviews
• Fire drills and evacuation exercises
• Statutory inspections, emergency systems, boilers, electrics, etc…

2. Review Last Year’s Data and Performance

Base the calendar on evidence, review the previous year:

• Number of incidents, near misses, damage reports, incident Trends.
• Review previous audits, inspections, damage reports.
• Training sessions carried out and attendance.

3. Set out Quarterly Safety Themes

Assigning monthly or quarterly focus topics helps keep safety engaging:

Quarter 1: Fire safety, equipment checks, refresher training.
Quarter 2: Manual handling, ergonomics, workplace housekeeping.
Quarter 3: Mental health, stress, wellbeing initiatives.
Quarter 4: Winter safety, driver awareness, emergency preparedness.

4. Schedule Regular Inspections and Audits

Consistency is key, your calendar should include:

• Weekly workplace, vehicle, equipment inspections.
• Monthly Safety Committee Meetings.
• Internal audits, external / 3rd Party audits.

Get these into people calendars early to ensure everyone involved can plan for and give these the attention they require.

5. Plan Training and Development

Training can be one of the biggest time sinks, so scheduling it early reduces workplace disruption. Consider:

• Mandatory training/refresher training (Induction, First Aid, Manual Handling).
• Role-specific training, (Forklift, MEWP, Work at Heights, Hand Tool Safety).
• Leadership or supervisor safety coaching.
• E-learning courses for quieter business periods.

6. Add Engagement Activities and Communication Campaigns

A good H&S calendar isn’t only compliance-driven. Add activities that build  engagement and awareness:

• Monthly toolbox talks / Lunch and learn.
• Safety Weeks / Awareness Days / Wellbeing Campaigns / Awards.
• Employee Surveys and feedback sessions.

Build in Flexibility for Emerging Risks

• No matter how well you plan, new risks will emerge –  new equipment, employees, processes, or legislation. Leave breathing room.
• A good calendar guides you; it shouldn’t restrict you.

Communicate the Calendar Clearly

• Once drafted, share your calendar widely.
• Publish it in accessible places – noticeboards, intranet, shared drives – and revisit it regularly in meetings so activities stay on track.

Review and Adjust as Necessary Throughout the Year

• A Health & Safety calendar shouldn’t be a static document. Review and adapt it.
• Continuous improvement is a core principle of effective safety management.

Remember, a well-planned H&S calendar ensures legal compliance, reduces risk, and strengthens workplace culture.

By combining regulatory requirements with proactive initiatives and meaningful employee engagement, you create a roadmap that keeps your organisation safe, efficient, and prepared all year long.

For further details or support through the implementation and preparation for these changes, please contact Adare by calling (01) 561 3594 or emailing info@adarehrm.ie.