How Good Are Your Tailgates?
Job brief, pre-task brief, pre-job brief or tailgate conference – no matter the name, each item has the same purpose. The question is, how well do you brief to ensure your crew is prepared? This Tailgate Topic will cover the basics and maybe even raise a few questions.
Why We Brief
Understanding the value of a job brief starts with the notion that problems and errors can be anticipated and prevented. The job brief is our last line of planning before we start working. It’s the last opportunity we have to review job site conditions, equipment materials and job steps before the crew begins work. The job brief is also the time to build our safety plan as well as identify emergency actions in case something occurs. It is our tool to ensure that, through clear communication, those involved with a task have a clear understanding so the job is performed without injuries or mistakes.
The job brief has a defined structure. It consists of several parts that should be used every time a brief is held. Every job brief should include:
• A description of the work to be performed
• What each team member’s job and duties are
• A review and check of tools and materials needed to perform the work
• Ensuring the work area is ready for you and the crew to safely perform the work
• A review of the specifics of the process or steps to be taken to complete the work
• A discussion of the job conclusion and what “as left” conditions will be
• An evaluation and analysis of the hazards of the work and work site
• Establishing and communicating safety measures and precautions to be used during the execution of work
• Establishing and communicating your emergency action plan
• Reviewing your job pouch/packet documents
• Establishing control of your work area
The Details
As with anything in life, the quality of the briefing is deeply rooted in the details. A great job brief is chock full of details – the more we reveal during the brief, the clearer we make our communication.
Description of the work to be performed: As implied, start with what is to be accomplished and what the desired outcomes are. Too many times, this step is skipped or covered quickly, creating a trap for those in attendance. As a Briefing Lead, make sure everyone on your crew knows the task to be accomplished and the desired outcomes.
What each team member’s job and duties are: Person by person, describe what role each member has on the crew and how they fit into the plan. The discussion should include who has the lead, what each person is to do during the task/work process and individual actions required should an emergency arise. Encourage your team members to ask questions about their roles and responsibilities. This portion of the brief is a discussion; if the crew is quiet, ask each person to describe their function.
Review and check tools and materials needed to perform the work: It always beneficial to ensure tools and materials are available before you get to the job site, but this is your last chance to ensure you have what you need before you get into the task. Before you begin, take the time to identify all the tools and equipment needed for a successful outcome. Ensure any equipment needed for emergency response is identified and communicated. A discussion that includes first aid kit, fire extinguisher and radio/cell phone locations is always an indicator of a healthy job brief.
Ensure the work area is ready for you and the crew to safely perform the work: Ensure the job site is ready to meet your needs during execution of the task. This is especially important during construction activities that involve changing job site conditions. Special consideration should be made if the task is to occur over a period of days, weeks or months. Be sure to discuss contingency plans if the job site is altered by others.
Review specifics of the process or steps to be taken to complete the work: This is the portion of the brief that generally get the most attention. It’s not necessary to go over every step detail by detail, but do clearly define the key objectives or segments of the work. This is another opportunity for Briefing Leaders to ask each team member to describe the tasks needed to accomplish the work and to describe their roles. This dialogue is a great way to gauge each crew member’s understanding and readiness prior to the start of work.
Discuss job conclusion and what “as left” conditions will be: This is sometimes the portion of the job that leaves you scrambling because you did not anticipate slow job progress or failure to complete the job on time. If the job cannot be fully completed, what is needed to secure the job site or make the job site safe? Open excavations in the public realm often require some kind of covering or fencing at minimum. Does your job require you to put equipment back into service? What contingency plan have you thought of if you cannot accomplish your task? This is another good opportunity to involve your crew members – their experience and insight may help you avoid a last minute scramble.
Evaluate and analyze hazards of the work and work site: This is the time to involve the crew and have them critically evaluate the job site for hazards. Additionally, the Briefing Lead should discuss hazards inherent to the job tasks.
• What are the most hazardous portions of the job (rigging material, working near electrical lines, working in deep excavations, exposure to traffic, chemical use, etc.)?
• Once the hazardous portions are identified, ask the crew the worst thing that could happen.
• After that discussion, ask them to identify steps needed to prepare for worst case scenarios.
Also at this time, ask crew members about past problems they are aware of regarding the task at hand. Involving the team with past problems engages them and gets them thinking.
Establish and communicate safety measures and precautions to be used during the execution of work: Clearly articulate the actions to be put in place to prevent worst case scenarios from occurring. Include reinforcement of PPE expectations and any other actions needed to avoid injury or equipment damage.
Establish and communicate your emergency action plan: Each team member should know their duties and responsibilities in the event a problem arises. Everyone on the team needs to know how to contact emergency services. The addresses of the work location and the nearest hospital should be covered as part of the job brief. Another issue to consider is that cell phones don’t always connect with the closest 911 center, especially when working near county lines and borders. Ensure the job brief includes good addresses. Also make sure everyone on the crew knows a work site address must be provided if 911 is called.
Review your job pouch/packet documents: Ensure all permits (switching orders, LOTO, etc.) are valid. Also ensure that any documentation needed to verify job completion is reviewed and understood prior to the start of work
Establish control of your work area: Now that you have a well-established plan, work areas need to be controlled. This is especially important when working in the public realm. If possible, flag off your work space – do not allow people into your area unless they are part of the task team. If a person enters, provide them with a briefing so they understand their role and responsibilities.
Your line of business may require inclusion of additional steps or actions. The list provided above is a strong foundation for a great brief. Use your pre-job brief time wisely, involve your crew and think through the job!
About the Author: John Boyle is Corporate Director of Quality, Safety and Environment for Acciona Energy North America, a sustainable energy company that develops and operates wind and solar power facilities across North America. Boyle has more than 26 years of experience in nuclear generation and electric and gas distribution, which provides him with unique insight into the safety challenges faced by utility workers.
video