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ConstructionPlanning

Pre-task planning (PTP) meeting

15 minutes 8 blocks Free template

CPWR's pre-task planning questions before work starts (steps, hazards, controls, nearby crews, readiness), plus an end-of-shift post-task review.

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By the end of this meetingEvery task step has its hazards, controls and control owners named before work starts.

15 min · 8 blocks, drawn to scale Fits exactly
  1. What is your task today? Break it into steps, 2 minutes 2
  2. What hazards are involved in each step?, 3 minutesDiscuss 3
  3. Controls, where they are, who implements them; permit status, 3 minutesDecide 3
  4. What other crews are working around you?, 2 minutes 2
  5. Do you have the tools, materials and information you need?, 1 minutes 1
  6. Any questions or concerns?, 1 minutes 1
  7. End of shift: were hazards controlled?, 1 minutes 1
  8. Post-task review: tasks, near misses, surprises, 2 minutes 2
0481115 min
  1. +0′What is your task today? Break it into stepsTip: Sketch the steps on a whiteboard or use photos, not just text.2 minInfo
  2. +2′What hazards are involved in each step?3 minDiscuss
  3. +5′Controls, where they are, who implements them; permit status3 minDecide
  4. +8′What other crews are working around you?2 minDiscuss
  5. +10′Do you have the tools, materials and information you need?Ready to start? One word on tools, materials or info.1 minCheck-in
  6. +11′Any questions or concerns?1 minWrap-up
  7. +12′End of shift: were hazards controlled?Were today's hazards controlled?Tip: Run this and the next block at the end of the shift.1 minVote
  8. +13′Post-task review: tasks, near misses, surprisesTip: Tasks completed? Incidents or near misses? Surprises from other trades?2 minDiscuss

Why it works

Built so the pre-task planning (ptp) meeting ends on time, with everyone in it.

  • Updates stay short

    2 minutes of updates with a visible clock. In a video call the speaker is spotlighted and the room is muted, so nobody talks over them.

  • Discussion with a clock

    7 minutes of open floor with a countdown everyone can see, and a talk-balance meter so the loudest voice doesn't take all of it.

  • It ends in a decision

    Capture the decision and its owner with one click while it's said. It lands in the summary, word for word.

  • Every voice in the first minutes

    A 1-minute check-in: everyone sends a mood and one word from their phone, and it shows on their tile in the call. People who speak early speak again.

  • Wraps up on time

    Decisions and actions are read back, the summary is already written, and a finish on time earns the confetti.

  • A vote the whole room sees

    One tap each on a phone, live bars on the screen. A tick shows who has voted, never what they chose.

How to run it

  1. 1Hold the PTP before each task, every day, using CPWR's essential questions in order.
  2. 2Rotate who leads it so it is not always the supervisor.
  3. 3Use photos and whiteboards rather than text-only documents.
  4. 4Redo the PTP when conditions change, for example with a huddle after breaks or a short stand-down.
  5. 5Close the loop with a post-task review at the end of the shift.

Questions about the pre-task planning (ptp) meeting

What questions does a pre-task plan cover?
CPWR's essential questions: what is your task, what hazards are involved, what controls are available and where, what other crews are working around you, do you have the tools, materials and information you need, and any questions or concerns.
How long should a PTP meeting take?
CPWR does not set a length. This template uses 13 minutes before work and 3 minutes for the end-of-shift review.
What are common PTP mistakes?
CPWR lists worker complacency, PTPs left outdated when conditions change, text-only documents, and always letting the supervisor lead.

Built from

The structure, timings and tips on this page come from these sources.

  • cpwr.com

Run it with your team

  • A countdown for every block on the shared screen
  • A video call that changes with each block
  • Check-ins and votes from every phone, no app
  • Decisions and actions in a scored summary

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