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AgendaHealth & safetyProblem solving

Incident investigation meeting

90 minutes 10 blockspro Runs with Pro

A blame-free 90-minute investigation: facts and timeline, contributing factors from the team, five whys to root cause and corrective actions with owners.

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Free to open and edit. Running it live needs Pro, free for 14 days on every new account.

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90 min · 10 blocks, drawn to scale Fits exactly
  1. Purpose and ground rules: facts and causes, not blame, 3 minutes 3
  2. What happened: facts, injuries, immediate actions and reporting, 7 minutes 7
  3. Timeline: before, during and after, 15 minutesDiscuss 15
  4. Contributing factors, 15 minutesBrainstorm 15
  5. Group the factors and pick the ones that matter most, 8 minutes 8
  6. Root cause: ask why five times on the top factors, 15 minutesDiscuss 15
  7. Corrective and preventive actions, strongest control first, 12 minutes 12
  8. Will these actions prevent a repeat?, 3 minutes 3
  9. Owners, due dates and how we'll check the actions worked, 7 minutes 7
  10. Lessons to share, and who needs to hear them, 5 minutes 5
023456890 min
  1. +0′Purpose and ground rules: facts and causes, not blameTip: Say it plainly: we're here to fix the system. Any disciplinary question is handled separately, by other people.3 minInfo
  2. +3′What happened: facts, injuries, immediate actions and reportingTip: Under US OSHA rules, report a fatality within 8 hours and an in-patient hospitalization, amputation or loss of an eye within 24 hours. Record recordable cases on the OSHA 300 log within 7 calendar days.7 minInfo
  3. +10′Timeline: before, during and afterTip: Build it from witness statements, records, photos and the scene. Write what people did and saw, not what they should have done.15 minDiscuss
  4. +25′Contributing factorsWhat contributed to this incident? People, equipment, materials, environment, methods or management?Tip: Use the six fishbone categories as prompts. Expect several factors; incidents rarely have one cause.15 minBrainstorm
  5. +40′Group the factors and pick the ones that matter most8 minDiscuss
  6. +48′Root cause: ask why five times on the top factorsTip: Stop when you reach something the organization controls, like a procedure, design, staffing or training. "Worker wasn't careful" is never a root cause.15 minDiscuss
  7. +63′Corrective and preventive actions, strongest control firstTip: Prefer elimination, substitution and engineering controls over procedures and PPE. Retraining alone rarely prevents a repeat.12 minDecide
  8. +75′Will these actions prevent a repeat?Will these actions stop this happening again?Tip: Anonymous. Any "partly" or "no" means going back to the hierarchy of controls for a stronger option.3 minVote
  9. +78′Owners, due dates and how we'll check the actions worked7 minDecide
  10. +85′Lessons to share, and who needs to hear them5 minWrap-up

In short

An incident investigation finds out what happened and why, so it doesn't happen again. This 90-minute meeting agenda builds the timeline, collects contributing factors from the team on their phones, uses five whys to reach system-level root causes and agrees corrective actions with owners, starting with the strongest controls.
Time
90 minutes
People
3 to 10
Method
Timeline, fishbone, five whys
Plan
Pro

Updated October 4, 2026

What's inside

By the end of this meeting, we agree what happened, why it happened at the system level and the corrective actions that will stop it happening again. The full agenda is drawn to scale above: every block has its own timer when you run it live.

How to run it

  1. 1Meet as soon as the scene is safe and evidence is preserved, ideally within a few days, with the people involved, a supervisor and someone independent.
  2. 2State the no-blame ground rule at the start and repeat it if the discussion turns to blame.
  3. 3Collect contributing factors on phones so everyone contributes, then dig into the top ones with five whys.
  4. 4Choose corrective actions from the top of the hierarchy of controls, and check them with the anonymous vote.
  5. 5Use the summary for your investigation report and share the lessons with crews doing similar work.

Questions people ask

What is a near miss?
An event where nobody was hurt and nothing was damaged, but a small change in timing or position could have caused harm. Investigating near misses finds hazards before they injure someone.
What are the steps of an incident investigation?
Secure the scene, gather facts and statements, build a timeline, identify contributing factors, find root causes, choose corrective actions and check that they worked.
What's the difference between an accident investigation and an incident investigation?
Mostly the name. Many organizations say incident to include near misses and events without injury, not only accidents where someone was hurt.

Run it with your group

pro
  • A timer for every block on the shared screen
  • Results, decisions and actions in the summary
Use this template

Free to open and edit. Running it live needs Pro, free for 14 days on every new account.

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