Organizing Your Construction Project Before You Start

Most contractors will tell you it is easier to make up time at the beginning of a project as opposed to the end. The more organized you are at the start, the smoother the project goes.  It is advantageous to complete a job early, but it's even more beneficial to finish ahead of schedule. Efficient project completion benefits both parties. The owner will be satisifed, as they can acces their property on time or even ahead of schdule. Besides benefitting the owner, efficent completion also helps your bottom-line profit. Plus, the longer a job goes on, contratcors have greater exposure to risk. Effectively using your time means minimizing risk. However, in order to reap these benefits, you need strong organization from the start—it is the key to getting in and out.

Construction projects can vary in size and complexity, so the methods used to organize projects can also vary. Below are five tips to consider before starting your next job.

1. Use your leverage before the job is awarded.

Make sure you include your contract to the subcontractor, as well as an estimated job schedule, as part of the contract documents in the bid process. The power to negotiate is before you award the job to the subcontractor. Any issues with your contract or schedule to the subcontractor should be addressed in the bid process rather than at the start or in the middle of the project. Their final bid should include review and approval of your contract and schedule. Have your team of contractors and suppliers all in agreement and ensure all paperwork is in order, including contracts, proper purchase orders, insurance requirements, schedule of values, scope of work, and their safety program.

2. Finalize permits and contact appropriate agencies before the job is started.

Make sure permits won’t hold up the job once you get started. Utility companies should be contacted and applications should be completed early on. Attaching a job schedule to the application will help. Get an estimated installation date as soon as you can and update your schedule accordingly. Ask yourself if the DOT or the DNR need to be involved in the process. If so, get in touch with them as quickly as possible. If you see that site environmental issues might be a possibility, requesting a phase one environmental site assessment may be appropriate.

3. Acquire specialty items early.

Don’t assume an item is easily available off the shelf—that assumption might lead to you discovering the item will take months to get or has been discontinued. Custom fabricated orders may also take longer than anticipated. Identifying such issues early on can help eliminate any delays. Each contractor should identify any possible delays within their scope of work.

4. Take full advantage of studying the job during the bidding process.

As a general contractor, you should always spend time with the subcontractors who were seriously bidding the job. You might want to know if you were missing anything or if calculations pertaining to their segment of work were correct. Is the site balanced? Are the elevations correct? Do you see any discrepancies in the drawings? How do you anticipate your approach? How many weeks on the project will it take you? Asking the right questions is the key to evaluating the logistical details. It will also show you who is truly interested in working with you.

5. Hold a preconstruction meeting.

You could call this the launching pad of the job. A preconstruction meeting is where the logistical details get hammered out so everyone is on the same page. What are the site conditions looking like? Is storage space available? Do you need a staging area? What are the procedures of communication, both routine and emergency? Review design elements, expectations of quality control, safety meetings, and schedule details in this meeting. Is everything covered where one contractor leaves off and another picks up? Each contractor should plan well before going into the preconstruction meeting so no surprises are encountered and their scope of work runs smoothly.

Each project becomes a learning experience and adjustments are made to pursue higher quality of workmanship and efficiency. Unlike manufacturing, contractors don’t have the luxury to build, test, redesign, and test again—all behind closed doors—before the product is delivered to its owner. Contractors perform on the spot with many different people watching the progress, which is why organizing from the start is crucial.