Write a pre-task plan for Daily safety briefing

A compliant pre-task plan and daily safety briefing should be completed before work starts and updated whenever conditions, scope, personnel, or controls change. The process should be site-specific and should use a documented job hazard analysis (JHA/JSA) to break the work into steps, identify hazards for each step, assess risk, and define controls, required tools, permits, training, and PPE. Workers performing the task should be involved because frontline employees are often best positioned to identify hazards and practical controls. [1] [1] [2] [1]

At a minimum, the pre-task plan and daily briefing should cover the following elements:

• Scope of work for the shift, work sequence, locations, interfaces with other trades, and any permits or procedures that apply
• Step-by-step JHA/JSA for the task, including routine and non-routine steps
• Hazard identification for each step, including struck-by, caught-between, pinch points, falls, electrical contact, chemical exposure, dust, heat, ergonomic, environmental, and equipment-related hazards
• Risk assessment using severity and probability to determine risk level and prioritize controls
• Control measures selected using the hierarchy of controls: elimination, substitution, engineering controls, administrative controls, then PPE
• Required PPE for the task and confirmation that it fits properly, is in good condition, and is adequate for the work
• Emergency procedures, communications, evacuation routes, assembly areas, rescue arrangements, first aid supplies, fire extinguishers, and emergency contacts
• Worker assignments, competent/qualified persons, stop-work expectations, and responsibility to report hazards, changes, defects, incidents, and near misses
• Documentation requirements, including sign-in/attendance, hazard assessment/PPE assessment, permits, and updates when conditions change

[2] [9] [5] [8] For the job safety analysis / hazard identification portion, break the job into logical steps, observe the work, verify the steps with the crew, and identify hazards at each step. Consider who may be exposed, what could go wrong, what tools/equipment are involved, environmental conditions, precursor events, and the worst credible consequence. Hazard categories should include impact, penetration, crush/pinch, harmful dust, chemical, heat, optical radiation, electrical contact, ergonomic, and environmental hazards. JHAs are especially important for new tasks, changed tasks, rarely performed work, and permit-required work such as confined space or hot work. [1] [1] [9] [12]

For the risk assessment and control measures portion, evaluate both severity and likelihood, then select controls in order of effectiveness. The preferred approach is to eliminate the hazard or substitute a safer method or material. If that is not feasible, use engineering controls such as guards, barriers, ventilation, isolation, or guardrails; then administrative controls such as procedures, sequencing, training, inspections, warning lines, and restricted access; and finally PPE as the last line of defense. The briefing should clearly state which controls must be in place before work begins and how the crew will verify they remain effective throughout the shift. [9] [5] [5] [4]

Examples of controls that should be discussed when applicable:

• Falls: eliminate work at height where possible; otherwise use guardrails, covers, restraint or arrest systems, and a site-specific fall protection/work plan
• Electrical work: de-energize whenever possible, apply lockout/tagout and hazardous energy control, maintain boundaries, use rated test equipment, and wear appropriately rated arc-flash/shock PPE
• Pinch points and moving equipment: verify guards, inspect equipment, maintain exclusion zones, communicate operator visibility/blind spots, and lockout before maintenance
• Material handling and overhead work: establish drop zones, rigging controls, point-load review, and struck-by protection
• Environmental conditions: address wind, rain, ice, heat, lighting, housekeeping, and slip/trip hazards before starting and as conditions change

[10] [3] [3] [6] [7] For toolbox talk content, the daily briefing should be short, task-specific, and interactive. It should recap the JHA, review the day's duties, identify site-specific hazards not already captured, confirm controls, discuss recent changes, and invite worker questions and feedback. Good toolbox talks also verify worker understanding, reinforce safe work methods, and document attendance. If conditions change, an additional briefing should be held before continuing work. [1] [1] [1] [16]

Typical toolbox talk discussion points include:

• What work is being done today, by whom, where, and in what sequence
• What permits, drawings, SOPs, manufacturer instructions, or site rules apply
• What are the critical hazards and what incidents or near misses are relevant
• What controls must be installed or verified before starting
• What PPE is mandatory and what task-specific PPE may be needed
• What weather, housekeeping, access/egress, traffic, overhead, line-of-fire, or energy-isolation issues exist
• What emergency actions, rescue steps, and communication methods apply
• What changes have occurred since the last briefing and who must be notified if conditions change

[2] [3] [8] [2] For PPE requirements, the employer should conduct and document a hazard assessment to determine what PPE is necessary for the job. PPE must match the hazards, fit properly, be maintained in good condition, and workers must understand its purpose and limitations. Basic PPE categories commonly reviewed in a daily briefing include head, hearing, eye/face, hand, body, and foot protection, with task-specific additions such as fall protection equipment, arc-flash PPE, respiratory protection, chemical-resistant gloves/clothing, or high-visibility garments where required by the hazards identified. [1] [4] [4] [3]

For emergency procedures, the pre-task plan should identify how emergencies will be reported, who will be contacted, what equipment is available, where workers will assemble, and what rescue arrangements are required for the specific hazards present. New workers must be briefed before starting. Where fall arrest is used, a written rescue plan should be in place before work begins; relying only on public emergency services is not sufficient. The plan should identify rescue roles, communication methods, rescue equipment, first aid resources, and hazard controls for rescuers as well as workers. [8] [8] [13] [13] [13]

Worker responsibilities should be clearly stated in the briefing. Workers are expected to participate in the JHA/pre-task planning process, attend the briefing, follow the identified controls and procedures, use required PPE correctly, inspect tools and equipment before use, report hazards and changing conditions immediately, stop and seek clarification when the plan no longer matches the work, and provide feedback for continuous improvement. Supervisors should ensure the plan is communicated, understood, documented, and enforced. [2] [5] [15] [15]

To align with OSHA and site safety documentation standards, maintain written, legible, site-specific records showing that hazards were assessed, controls selected, PPE determined, workers briefed, and changes communicated. Documentation typically includes the pre-task plan/JHA, PPE hazard assessment, permits, attendance/sign-in for the daily briefing/toolbox talk, emergency contact information, evacuation routes, inspection records, and revisions when conditions change. For higher-risk work, the documentation should also include specialized plans such as fall protection work plans, rescue plans, energy-isolation procedures, and site safety and health plans. The key compliance principle is that the documentation must reflect the actual work and be updated as the job evolves. [1] [2] [11] [14]

A practical standard for compliance is: no work starts until the crew understands the scope, hazards, risk level, controls, PPE, permits, emergency actions, and stop-work triggers; and no work continues when conditions change until the plan and briefing are updated and re-communicated.