Product Overview

Summary: This SOP provides a clear, repeatable framework for planning, running and following up on team meetings across Australian workplaces. It helps organisations turn meetings into focused, outcomes‑driven sessions that support WHS obligations, productivity, and effective communication rather than wasting time and resources.

The Team Meeting Coordination Standard Operating Procedure sets out a structured, best‑practice approach to planning, conducting and documenting team meetings in Australian organisations. Poorly run meetings drain time, create confusion and often fail to capture key decisions, actions or WHS issues. This SOP establishes a consistent framework so every meeting has a clear purpose, defined agenda, appropriate participants, and documented outcomes that can be tracked and reported on.

Designed for both office-based and operational environments, this SOP supports routine toolbox talks, WHS committee meetings, project stand‑ups, and general team catch‑ups. It guides coordinators through pre‑meeting preparation, communication with attendees, facilitation techniques, managing remote and hybrid participation, and post‑meeting follow‑up. By embedding this procedure, businesses can strengthen communication, demonstrate due diligence for consultation under WHS legislation, and ensure that important information—especially about safety, workload and resourcing—is captured, actioned and reviewed over time.

The document is tailored to the Australian regulatory landscape and workplace culture, helping organisations demonstrate that they consult with workers, record decisions and track agreed actions. It is particularly valuable for growing businesses that need to move beyond ad‑hoc meetings to a consistent, auditable system that supports both operational performance and WHS outcomes.

Key Benefits

• Standardise how team meetings are planned, conducted and documented across the organisation.
• Streamline communication so that priorities, responsibilities and WHS issues are clearly understood by all team members.
• Improve accountability by recording decisions, assigning action owners and tracking completion dates.
• Support WHS consultation obligations by providing a consistent forum and record for safety discussions and worker feedback.
• Reduce wasted time and meeting fatigue by ensuring every meeting has a clear purpose, agenda and time‑boxed structure.

Who is this for?

• Team Leaders
• Supervisors
• Project Managers
• People and Culture (HR) Managers
• WHS Managers and Advisors
• Operations Managers
• Office Managers
• Practice Managers (Healthcare and Allied Health)
• School and TAFE Department Heads
• Business Owners and Directors

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Meeting Types (Toolbox Talks, WHS Meetings, Project Meetings, Team Huddles)
• 3.0 Roles and Responsibilities (Chair, Minute Taker, Participants, WHS Representative)
• 4.0 Meeting Planning and Scheduling Requirements
• 5.0 Agenda Development and Pre‑Reading Distribution
• 6.0 Participant Notification and Attendance Management
• 7.0 Conducting the Meeting (Opening, Facilitation, Time Management, Managing Conflict)
• 8.0 WHS Consultation, Risk and Incident Discussion Requirements
• 9.0 Remote and Hybrid Meeting Protocols (Video/Teleconference Etiquette)
• 10.0 Recording Minutes, Decisions and Action Items
• 11.0 Action Tracking, Follow‑Up and Escalation
• 12.0 Recordkeeping, Version Control and Document Storage
• 13.0 Meeting Performance Review and Continuous Improvement
• 14.0 References, Related Policies and Supporting Forms/Templates

Legislation & References

• Work Health and Safety Act 2011 (Cth) – Duty to consult with workers
• Model Work Health and Safety Regulations – Worker consultation and representation provisions
• Safe Work Australia – Worker Representation and Participation Guide
• AS ISO 45001:2018 Occupational health and safety management systems – Requirements with guidance for use (consultation and participation clauses)
• AS ISO 9001:2016 Quality management systems – Requirements (communication and documented information clauses)