The companies that have the smoothest year in safety training typically do the same thing: they plan it in November. They check whose certifications are coming due and find the weeks their crews can spare time. Then they book those dates before the first-quarter schedules fill. I have been doing safety training for over 21 years, and that one habit makes the biggest difference I see.
We have a client here in Lubbock that does almost everything we recommend. When their warehouse workers were struggling with the heat, I sent them a link to the large industrial fans I saw in a restaurant on a trip. They installed them, and the first time I walked back in, I could feel the air moving. This is a company that treats safety as taking care of its people, and training is part of that, not a last-minute scramble.
Unfortunately, the opposite occurs, too. Not long ago, a company called needing OSHA 10-Hour training right away because their crew had been turned away from a job site requiring the current certification. A few minutes with a spreadsheet months earlier would have saved them those lost days.
Why Training Gets Pushed to the Back Burner
It usually comes down to production. When the work is there, everybody is focused on getting it done, and training is the easiest thing to move to next month. That is understandable, and it is exactly why training belongs on a calendar instead of a to-do list.
This is especially true at smaller companies. Often the person responsible for safety also handles production, scheduling, or HR. Without a calendar doing the remembering, training only comes up when something forces it, so giving that person a plan up front is the best support a company can offer.
The trainings that get pushed back most are the longer ones: HAZWOPER, forklift train-the-trainer, and arc flash. They take people off the job for a full day or more, which makes them the trainings worth scheduling first, during your slower weeks.
Why Planning Ahead Pays Off
Planning ahead keeps your crews working. Many owners and general contractors will not allow a worker through the gate without current training, so staying ahead of expirations protects your schedule in addition to your reputation on the job.
It also protects your budget. A day of training costs far less than lost days on a job or an OSHA citation.
Sort Your Training Into 3 Buckets
Not every class on a training menu is required, and not everything required is on the menu people think of. Sorting your list this way keeps the budget conversation honest.
1. Required, with a fixed cycle. These have a clock on them, and the clock does not care how busy you are. HAZWOPER is the clearest example. The refresher must happen within 12 months, and the way the rule reads, there is no grace period anymore.
2. Required by your customer or job site. OSHA 10 and OSHA 30 cards are the big ones here. Federal OSHA does not require them for most private work in Texas, but many owners and general contractors will not let you on site without them. Check your contracts and prequalification requirements because, to the gate guard, “required by the customer” and “required by law” look the same.
3. Smart practice. First aid, CPR, and extra arc flash or equipment training may not be mandated for every employer, but they are what you will wish you had when something goes wrong. Your injury history should decide what lands in this bucket.
Here are some common cycles to put on the calendar. Confirm each one against your own operations since some depend on the work you do and who certifies the training.
Build the Calendar Around Expirations & Your Slow Season
Start with a simple spreadsheet: each employee, each training they hold, the date they took it, and the date it expires. Sort it by expiration date, and you have the skeleton of your calendar. A small company does not need software for this. It needs one named person who owns the spreadsheet and checks it every month.
Next, find your slow season. For the industrial and manufacturing clients we work with, that is usually October through December. Schedule the long classes there and spread the refreshers out, so you are not pulling half your crew in the same week.
If the budget will not cover everything, let your injuries decide what comes first. Whatever task is hurting people is where your training money should go, so it does not happen again. After that, cover anything with a fixed cycle, since those deadlines do not move, and make sure emergency evacuation is on the list for every facility.
Finally, book early. I recommend scheduling at least six months ahead for anything that has a hard deadline. Our first-quarter schedule fills from the moment it is posted, because our monthly clients get their dates set first, and everyone else starts calling as soon as it is out.
Do Not Settle for a Check-the-Box Class
I have learned that not all training experiences are the same. Some instructors bring decades of field experience and make the material come alive while others focus primarily on meeting the minimum requirements. Training should engage participants, encourage discussion, and provide practical knowledge they can take back to the jobsite and use immediately.
That is why I adjust my classes every time. I recently taught a class of 21 employees from a local city crew, and their supervisors have told me they look forward to it because they knew it would not be the same class they attended before. Adults need something that holds their attention just as much as kids in school do. A generic class may check the box, but it does not change what people do on the job.
That is the same reason the client who installed the warehouse fans stands out. When people are comfortable and feel safe, they pay attention and do better work. Good training works the same way.
Your 2027 Planning Checklist
- List every employee and every certification they hold, with the date earned and the date it expires
- Pull your injury and near-miss records from this year and note the tasks behind them
- Check your contracts and prequalification requirements for job-site training rules
- Sort your training list into the three buckets: fixed cycle, customer required, and smart practice
- Mark your slow season and schedule the long classes there
- Name one person who owns the tracking spreadsheet and reviews it monthly
- Book first-quarter dates now, at least six months ahead of any hard deadline
- Put the training line in your 2027 budget before it gets finalized
If you are setting up next year’s budget this month, this is the right time to get on the calendar. Our first-quarter dates go fast once they are posted. Take a look at what we offer, and each out to Freddie at freddie@r2meng.com or call 806-783-9944.
The information provided in this article is for general informational and educational purposes only and should not be construed as legal, safety, or other professional advice. Training and certification requirements vary depending on your industry, the work your employees perform, your contracts, and the specific facts involved, and applicable regulations and standards may change after the date of publication. The information presented should not be relied upon as a substitute for professional consultation or an evaluation of your particular workplace. Readers are encouraged to consult with qualified professionals, including a qualified safety professional or legal counsel, as appropriate, and to review current OSHA requirements before making decisions or taking action based on the information discussed.