Construction projects often follow predictable patterns. Teams submit CPM schedules, select contractors, and proceed…but this process doesn’t always deliver reliable results. The Last Planner System (LPS) is gaining traction as a way to break this cycle, and many teams with prior LPS experience are now implementing it. The key to success isn’t just using LPS, but improving how you use it.
The most common issue in pull planning sessions isn’t the system itself, but how they’re run. Facilitators often fall into the trap of overanalyzing past “deltas” (negative feedback) instead of using them as genuine learning opportunities. This can lead to self-doubt and ineffective sessions.
Here are four practical steps to avoid common pitfalls and make your next pull planning session truly productive:
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1. Craft a Clear Invitation and Agenda
Contractors need to understand why they’re attending, what will be discussed, and how the session will run. Don’t send vague requests. Instead:
- Detail the milestone: Explain exactly what the team will be planning from.
- Define the scope: Specify the areas or phases of work.
- Set expectations: Clearly state that foremen should develop activities they understand, ensuring practical, realistic planning.
2. Facilitate, Don’t Dictate
A pull plan thrives on collaboration. The facilitator’s role isn’t to assign activities, but to guide the conversation.
- Ask more questions: Encourage discussion about handoffs and commitments.
- Avoid leading: A facilitator who dictates activities risks contractors simply agreeing to avoid conflict, resulting in an unreliable plan.
- Uncover hidden needs: The best facilitators probe for value-added activities that support other trades, recognizing and addressing their expectations.
The goal is a shared understanding, as perceptions and assumptions vary. A strong facilitator ensures everyone is on the same page.
3. Ditch the Calendar Dates (Initially)
Focus on sequencing and durations before assigning specific dates.
- Ask only for activity durations: This allows the team to arrange work in the most logical order for everyone involved.
- Explain the LPS process: Emphasize that the “make-ready” phase of LPS uses pull plan activities to create a more predictable start date.
Prematurely anchoring to calendar dates can stifle flexibility and realism.
4. Leave Them Wanting More
The best pull planning sessions aren’t exhaustive; they’re catalysts for continuous improvement.
- End with clear next steps: Ensure everyone knows what needs to happen after the session.
- Encourage ongoing dialogue: The pull plan should be a living document, revisited and refined as the project progresses.
A successful pull plan isn’t just a meeting; it’s a commitment to iterative collaboration.
Ultimately, effective pull planning isn’t about avoiding mistakes, but about learning from them. By focusing on clear communication, genuine collaboration, and a flexible approach, you can create a more predictable and reliable project schedule.
