Below is a plan and framework to effectively implement a "Check On Me" or "Fake Call" safety drill across your team.
Step 1: Secure Leadership Alignment
Ensure you have the support and alignment of leadership across the organization. This step is crucial for ensuring buy-in from the teams conducting the safety drill. Leadership can emphasize the importance of workplace safety and communicate to team members that supervisors will be conducting the drill, making participation mandatory.
Step 2: Announce the Safety Drill
Draft an email announcement to inform the team about the new safety drill initiative. Clearly explain the purpose behind the drill and emphasize your organization’s commitment to keeping everyone safe. The language used in the announcement is important—ensure it highlights that the drill is mandatory and not optional. Let the team know that all members are expected to complete the drill promptly, with supervisors monitoring progress through the POM Admin portal. Here's an email template you can use to announce the launch of the new safety drill.
Best Practice: Make the safety drill an official part of your company’s safety policy. Have the leadership team approve and send the email announcement to emphasize that this is a priority for the company and part of employees’ daily responsibilities.
Step 3: Incorporate the Drill into Existing Safety Policies
If your organization already has safety drills or materials available (e.g., in your Learning Management System, HR portal, training center, etc.), integrate the new "Check On Me" or "Fake Call" drill into these resources. Be sure to mention this update in your announcement.
Step 4: Assign Responsibility
Identify the person or team leaders responsible for administering the safety drill. They will use the framework below to ensure successful implementation. Be sure they know they're responsible for facilitating the safety drill across their respective teams.
Step 5: Ensure 100% Participation
Team leaders are responsible for achieving full participation in the safety drill within their teams.
Framework for Facilitating the Safety Drill
Once the announcement is sent and your team is aware of the new policy, the drill frequency, and who is responsible, follow the steps below to facilitate the process:
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Set Reminders: Create a calendar reminder for team leaders to complete the drill each month, quarter, etc. (whichever frequency you choose).
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Start The Drill: When it's time to start the safety drill, use the Messaging Center and send out a text message to your team prompting them to complete it. You can use the template below:
"Hi Team, it’s time to complete a safety drill as part of our company’s policy. You are required to complete the drill upon receiving this message. If you are with a patient, please complete the drill after your visit but before the end of your workday. Follow these steps:
1. Ensure your POM device is charged. Open the POM app on your phone and confirm it's connected via Bluetooth.
2. Double-tap your POM device to start a 'Check On Me' or tap the icon on the app’s home screen.
3. Wait 15 seconds, then double-tap your POM device again or tap 'Check Out' in the app to complete the monthly safety drill.
If you encounter any issues:
1. Ensure your POM device is charged, and your app is updated (check the App Store for the latest version).
2. Verify that your device is connected to your phone via Bluetooth (click here to learn how). Initiate the Drill: When it’s time to start the drill, use the Messaging Center to send the following text:
If additional assistance is needed, contact POM Support at 518-720-7970. Supervisors will monitor the POM system to ensure the drill is completed. We appreciate your participation in ensuring workplace safety. Thank you, and have a safe day!" -
Monitor Attendance: The person or team leaders responsible for the drill should track the Alerts section in the admin portal. Verify that all team members have completed the drill. For example, if you have 10 team members, you should see 10 entries in the Alerts page. The goal is 100% completion.
What to Expect During a Safety Drill
It’s normal for some team members to forget or delay completing the drill due to work schedules. If you have 10 members but only see 7 completions in the Alerts section, send follow-up text message reminders from the Messaging Center, reinforcing that safety drills are part of company policy and mandatory.
If this is the first time you’re implementing the drill, some users may need retraining or assistance reconnecting their POM devices. This is expected, and POM offers refresher training sessions. To schedule one, email Support@POMSafe.com.
Handling Feedback During the Safety Drill
You may receive feedback from users during or after the drill. Categorize the feedback as follows:
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User Error & Training: If a user experiences issues due to misunderstanding or technical difficulties (e.g., Bluetooth requirements), classify this feedback as "User Error & Training." Retrain the user on the correct procedures. POM offers weekly refresher training sessions on Tuesdays and Thursdays. Reach out to your Customer Success Manager or Support@POMSafe.com for the registration link.
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Product Issues: If the issue seems to be with the app or device, contact Support@POMSafe.com for assistance.
Congratulations on Launching Your Safety Drill!
Congratulations! You've now launched and completed your POM Safe safety drill. We encourage you to do these drills monthly. Launching this safety drill helps keep your team safe and positions your organization to be ahead of the curve (and could also protect you from liability). Keep up the good work!
If you have any questions or would like to brainstorm how to implement this safety drill in your organization, feel free to book a call with your Customer Success Manager (CSM) or email Support@POMSafe.com.