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Pre-Task Planning Procedure

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Foremen, Superintendents

Purpose​

Establish daily pre-task planning to ensure work is properly planned, resources are available, and hazards are identified before work begins.

What is Pre-Task Planning?​

A brief daily meeting to:

  • Review the day's work
  • Identify hazards
  • Ensure resources available
  • Assign tasks
  • Communicate with crew

Daily Pre-Task Process​

Timing:​

  • Each morning before work
  • 5-15 minutes
  • At work area

Attendees:​

  • Foreman (leads)
  • All crew members
  • Subcontractor leads (if coordinating)

Pre-Task Meeting Agenda​

1. Review Today's Work (2-3 min)​

  • What are we doing today?
  • What's the priority?
  • What needs to be completed?

2. Identify Hazards (3-5 min)​

  • Review JHA for task
  • What hazards exist today?
  • What's new or different?
  • Site-specific concerns

3. Discuss Controls (2-3 min)​

  • How will we control hazards?
  • What PPE is required?
  • What procedures apply?

4. Resource Check (2 min)​

  • Do we have materials?
  • Do we have equipment?
  • Do we have manpower?
  • Any issues to resolve?

5. Assign Tasks (2 min)​

  • Who is doing what?
  • Any questions?
  • Emergency contact reminder

Pre-Task Planning Form​

================================================================
         PRE-TASK PLANNING FORM
================================================================

Date: ______________  Project: _______________________________

Foreman: _________________________________________________

Crew Members Present:
1. _________________ 4. _________________ 7. _________________
2. _________________ 5. _________________ 8. _________________
3. _________________ 6. _________________ 9. _________________

================================================================

TODAY'S WORK:

Task 1: __________________________________________________
Location: ________________________________________________

Task 2: __________________________________________________
Location: ________________________________________________

Task 3: __________________________________________________
Location: ________________________________________________

================================================================

HAZARD IDENTIFICATION:

| Hazard | Control | Responsible |
|--------|---------|-------------|
|        |         |             |
|        |         |             |
|        |         |             |

================================================================

PPE REQUIRED:
☐ Hard hat         ☐ Safety glasses    ☐ Hearing protection
☐ Gloves           ☐ Fall protection   ☐ Respirator
☐ High-vis vest    ☐ Face shield       ☐ Other: ___________

SPECIAL PERMITS REQUIRED:
☐ None  ☐ Hot work  ☐ Confined space  ☐ Excavation

================================================================

RESOURCE CHECK:
☐ Materials on hand
☐ Equipment available
☐ Tools ready
☐ Permits obtained

Issues/Needs: ____________________________________________

================================================================

EMERGENCY INFORMATION:
Emergency Contact: ________________________ Phone: __________
First Aid Location: ________________________________________
Assembly Point: __________________________________________

================================================================

Foreman Signature: _____________________  Time: _____________

================================================================

Effective Pre-Task Meetings​

DO:​

  • Keep it short and focused
  • Involve the crew
  • Be specific about hazards
  • Address questions
  • Document consistently

DON'T:​

  • Rush through it
  • Skip when busy
  • Make it a lecture
  • Ignore crew input
  • Forget documentation

Crew Engagement​

Get Input By Asking:​

  • "What hazards do you see?"
  • "Any concerns about today's work?"
  • "What do we need to watch for?"
  • "Anything different from yesterday?"

Encourage Reporting:​

  • Stop work authority
  • Report new hazards
  • No retaliation for concerns

Integration with JHA​

Pre-Task Reviews JHA:​

  • Reference existing JHA
  • Add site-specific items
  • Note changed conditions
  • Update if needed

When New JHA Needed:​

  • New or unfamiliar task
  • Conditions changed significantly
  • Higher risk than anticipated

Per-worker check-in alongside this crew brief​

This procedure produces a crew-level record: one foreman-led meeting and one form with a roster and shared task/hazard plan. Many contractors also require a separate daily attestation per person (for example when workers arrive after the huddle, when GC policy demands an individual trail, or for staggered crews). That is a different record type—see the Daily Safety Check-In procedure for how it complements toolbox talks and pre-task forms without replacing them.

BLDR Safety Meetings implements that per-worker flow as Daily Safety Check-In; overview: Safety Meetings app.

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