The Complete Guide to Pre Task Plans - Blog Header


The Power of Pre Task Plans in Construction

Meticulous planning is vital for success in the demanding world of construction. The Pre Task Plan is an essential tool for helping ensure each phase of your project runs smoothly, safely, and efficiently.

The very modest investment in time it takes to create a Pre Task Plan is rewarded quickly and many times over in terms of reductions in rework, risk, delays, miscommunications, and cost overruns.

So, grab your hard hat, and let's dive into the world of Pre Task Plans!


Defining the Pre Task Plan

A Pre Task Plan (PTP) is a just-in-time outline of the tasks, resources, and potential hazards associated with a specific construction task. It’s a blueprint for giving your teams daily guidance about each phase of your projects, ensuring that you:

  1. Identify hazards and minimize safety risks
  2. Enhance communication with subcontractors and workers
  3. Optimize resource allocation
  4. Maximize productivity

 A Job Hazard Analysis (JHA), which is focused on the daily tasks at hand, is typically the pre-curser to a Pre Task Plan. The JHA outlines the overall plan for how to safely undertake a work package.

 Want to better understand the difference between a JHA vs a PTP? Read more here.


The Importance of Pre Task Plans

In the high-stakes world of construction, there's no room for error. A well-crafted Pre Task Plan is crucial for:

  • Identifying and addressing potential safety hazards
  • Ensuring compliance with regulations and standards
  • Avoiding re-work to prevent costly delays and overruns
  • Enhancing collaboration among team members

Everyone associated with a task may have different ideas about how to accomplish it. Each trade has specialty knowledge, but often we don’t draw on that expertise enough.

Eventually, all stakeholders need to agree on a path forward. The process of creating a Pre Task Plan fosters that agreement by:

  • Acting as a “dry run” that reveals challenges before labor hours and dollars are expended
  • Allowing trade experts to share insights about how to work as efficiently and safely as possible
  • Clarifying roles and responsibilities
  • Ensuring that all tools and resources required to effectively and safely complete the works are available

Simply put: a Pre Task Plan is your key to unlocking project success.


Crafting Your Pre Task Plan

Pre Task Planning isn't just about filling out a form; it's a proactive process that begins well ahead of the task. To ensure success, follow these steps:

Step 1: Establish Clear Expectations and Engagement Metrics

Kickstart the process by clarifying who is responsible for what during the creation of your Pre Task Plans. Then implement simple yet effective recording and reporting methods to track who submits a plan, its review timeline, and any follow-up actions.

Step 2: Review Key Prerequisite Documents

Make sure critical documents like the Job Hazard Analysis (JHA), Safety Plan, Orientation, and Safety Data Sheets are reviewed and approved so everyone is on the same page regarding safety and work procedures.

Step 3: Meet Tools, Equipment, and Training Requirements

Using the details outlined in the JHA, make sure the necessary tools, equipment, and training materials are readily available to all team members.

Step 4: Participate in Site Meetings

Use site meetings to get a better understanding of the project schedule, coordinate with the superintendent and other trades, and to clarify the overall project goals and how each task fits into the bigger picture.

Step 5: Conduct Site Walkthroughs with Your Team

Before work begins each day, review upcoming tasks with your team members and encourage them to identify potential hazards and obstacles.

Need a little help getting started? Download our free Pre Task Plan template to kick off your planning process with ease!


Real-World Applications of Pre Task Plans in Construction

Managing Subcontractors with a Pre Task Plan

As a general contractor, it's imperative to involve subcontractors in your Pre Task Plan. Clearly define their roles, responsibilities, and tasks to facilitate collaboration and ensure seamless integration into your project.

Pre Task Plans for Commercial Construction Projects

In commercial construction, a Pre Task Plan can help you navigate complex regulatory requirements, manage multiple stakeholders, and ensure that all safety protocols are followed. By planning ahead, you can avoid costly delays and ensure a successful project outcome.


FAQs on Pre Task Planning

1. How do I create a Pre Task Plan?

Begin by outlining your project objectives, tasks, resources, and potential hazards. Collaborate with your team, subcontractors, and other stakeholders to ensure that all perspectives are considered. Use project management software like HammerTech's Pre Task Planner to create, share, and update your plan as needed.

To make it easier for subcontractors, create a Pre Task Plan template that includes tasks to be completed that day, hazards, and required mitigations per task. Ensure the entire team contributes to it and signs the completed plan to confirm that they understand what’s included.

2. How often should I update my Pre Task Plan?

When a change in the way you need to work occurs, amend the plan and make sure everyone is working from the latest version. Revisit the plan throughout the workday and ask straightforward questions, such as, What has changed? How are we progressing? Do we have everything we need? Have new hazards appeared? How can I help you?

3. How can I ensure that my Pre Task Plan is being followed?

Make sure your team has easy access to the latest version of the plan and that they participate in regular progress meetings to discuss updates and address any concerns or challenges that arise.

4. Can a Pre Task Plan help improve safety on the job site?

Yes! A well-structured Pre Task Plan can help you identify potential safety hazards, develop risk mitigation strategies, and ensure that all safety protocols are followed.

5. What are the benefits of using HammerTech's Pre Task Planner for my Pre Task Plan?

HammerTech's Pre Task Planner is specifically designed for general contractors managing subcontractors. It helps you and your subcontractors easily create and collaborate on daily Pre Task Plans. It reduces pencil-whipping, facilitates communication among team members, and shows exactly which tasks are in progress. Learn more about HammerTech's Pre Task Planner here.

6. How can I involve subcontractors in my Pre Task Plan?

Set expectations and provide examples of what is expected. Clearly communicate the Pre Task Plan benefits to them. It is really a tool for them to rally their crew so they can safely achieve their daily goals.

Put Your Knowledge into Action with Our Free Template

"Now that you've gained insight into the intricacies of Pre Task Planning and its incredible benefits, why not put this newfound knowledge into action? Our free Pre Task Plan template is the perfect starting point. Easy to use and comprehensive, this tool can help you kick off your planning process effectively.

Get the Free PTP Template

Remember, the path to project success starts with meticulous planning. Let our PTP template guide you there!


The Final Word: Unlocking Project Success with Pre Task Plans

The Pre Task Plan is an indispensable tool for ensuring the efficiency and success of your construction projects, particularly for general contractors working with subcontractors. By investing a small amount of effort into creating and updating a comprehensive plan, you will be rewarded with increased productivity and reductions in risk, rework, delays, miscommunications, and cost overruns.

So, roll up your sleeves and start building with Pre Task Plans today!