Pre-Construction Workflow

Step 1: Identify Key Stakeholders

• Identify all key stakeholders involved in the project
• Confirm availability of the client project manager lead foreman and any other critical team members

Step 2: Propose Meeting Times

• Prepare a list of potential meeting times
• Cross-check with stakeholder schedules for availability

Step 3: Send Meeting Invitations

• Send out calendar invites to all stakeholders
• Include a clear agenda for the kickoff meeting

Step 4: Confirm Meeting Details

• Follow up with stakeholders to confirm attendance
• Address any scheduling conflicts that arise

Step 5: Prepare Project Documents

• Compile necessary project documents including initial plans contracts and schedules
• Share these documents with attendees ahead of the meeting

Step 6: Verify Meeting Logistics

• Ensure that the meeting venue (virtual or physical) is ready
• Confirm necessary equipment like projectors or conference software

Step 7: Finalize Meeting Agenda

• Review the agenda to confirm all essential topics are covered
• Send a reminder email with finalized details to all attendees

Step 1: Introduce Project Team and Roles

• Introduce each key team member and outline their roles
• Provide contact information for each key role

Step 2: Review Project Scope and Goals

• Present the project’s main objectives
• Outline the key milestones and timelines

Step 3: Discuss Project Deliverables

• Go through each major deliverable and its timeline
• Highlight any critical constraints or risks

Step 4: Set Communication Protocols

• Establish the primary communication channels (e.g. email project management software)
• Define regular update meetings and reports

Step 5: Confirm Safety and Quality Requirements

• Outline safety guidelines and protocols
• Discuss quality standards and inspection processes

Step 6: Allow for Questions and Feedback

• Open the floor for questions or clarifications
• Document any concerns raised for follow-up

Step 7: Wrap Up and Recap Key Points

• Summarize the key points discussed
• Confirm action items and deadlines

Step 1: Schedule Client Introduction Meeting

• Determine a suitable time for the client introduction meeting
• Confirm availability of key team members

Step 2: Prepare a Team Overview Document

• Create a document that introduces each key team member and their role
• Include brief biographies and areas of responsibility

Step 3: Conduct Introduction Meeting

• Begin with introductions of each team member
• Highlight their specific contributions to the project

Step 4: Review Client Expectations

• Discuss client expectations for communication and project updates
• Set a cadence for regular meetings and touchpoints

Step 5: Outline Key Contact Information

• Provide direct contact information for the project manager and client liaison
• Confirm preferred contact methods and times

Step 6: Address Client Questions

• Allow time for the client to ask questions
• Note any specific client concerns for further action

Step 7: Confirm Next Steps

• Summarize key actions and upcoming meetings
• Reiterate project goals and objectives

Step 1: Prepare Inspection Checklist

• Create a detailed checklist covering all aspects of the roof including structural integrity ventilation and drainage
• Review checklist items for completeness

Step 2: Gather Inspection Tools and PPE

• Ensure that all necessary tools such as moisture meters drones and ladders are available
• Verify that all personnel have the required personal protective equipment (PPE)

Step 3: Inspect Roof Exterior and Interior

• Conduct a visual inspection of the roof’s exterior for damage wear or leaks
• Check the interior for signs of moisture insulation issues or other structural concerns

Step 4: Document Findings with Photos and Notes

• Take clear photos of any damaged or suspect areas
• Record detailed notes regarding the condition and location of each issue

Step 5: Evaluate Roofing Materials

• Assess the condition and age of the roofing materials
• Identify areas where materials need repair or replacement

Step 6: Conduct Structural Assessments

• Evaluate the roof’s structural supports for integrity
• Check for signs of sagging warping or excessive wear

Step 7: Prepare Inspection Report

• Compile findings into a comprehensive report
• Include recommendations for repairs replacements or further inspections

Step 1: Review Initial Project Plans

• Go through the initial project plans and specifications in detail
• Verify that all project elements align with the client’s expectations

Step 2: Confirm Material Specifications

• Review the list of materials and their specifications
• Ensure all materials meet quality standards and project requirements

Step 3: Cross-Check Plans with Client Requirements

• Cross-reference final plans with client feedback or adjustments
• Identify any discrepancies or updates needed

Step 4: Verify Compliance with Regulations

• Confirm that plans adhere to all relevant codes and regulations
• Document any required permits or compliance checks

Step 5: Coordinate with Key Team Members

• Share finalized plans with the project manager and lead foreman
• Confirm understanding of key details and deadlines

Step 6: Obtain Client Approval

• Present the finalized plans and specifications to the client
• Obtain formal approval and document their acceptance

Step 7: Distribute Finalized Plans

• Distribute the approved plans to all relevant stakeholders
• Confirm that each stakeholder has the latest version of the project plans

Step 1: Review Material List

• Identify and verify the complete list of materials needed for the project
• Cross-check the list with project requirements and plans

Step 2: Contact Suppliers

• Contact primary and alternative suppliers
• Request updated pricing for all listed materials

Step 3: Confirm Availability

• Verify availability of all materials with each supplier
• Document any supply constraints or potential delays

Step 4: Document Lead Times

• Record lead times for each material based on supplier input
• Highlight critical items with longer lead times

Step 5: Review Pricing Quotes

• Analyze the received pricing quotes from suppliers
• Compare quotes against the project budget and expected costs

Step 6: Negotiate Terms

If necessary, negotiate pricing or terms to align with project budget

Step 7: Update Project Budget

Adjust the project budget based on confirmed material costs and lead times

Step 1: Outline Project Phases

• Break the project into key phases, such as demolition, installation, and final inspection
• Ensure each phase includes specific goals and deliverables

Step 2: Identify Milestones

• Identify critical milestones within each project phase
• Set deadlines for each milestone based on project scope

Step 3: Assign Responsibilities

• Assign tasks to appropriate team members for each phase
• Define the roles and responsibilities for each team member

Step 4: Estimate Timeframes

• Estimate the time required to complete each task and milestone
• Account for potential delays in critical tasks

Step 5: Review Dependencies

• Identify dependencies between tasks, such as prerequisite tasks
• Address potential bottlenecks early in the planning phase

Step 6: such as prerequisite tasks * Address potential bottlenecks early in the planning phase

Develop a Timeline

Step 7: Create a comprehensive project timeline using project scheduling software

Review with Project Team

Step 8: * Present the schedule to the project team * Confirm that each team member understands their tasks and deadlines

Step 1: Schedule Selection Review Meeting

Schedule a meeting with the client to review their final selections and preferences

Step 2: Prepare Selection Samples

• Prepare physical or digital samples of the chosen materials and colors
• Ensure samples are accessible during the meeting

Step 3: Review Each Selection

• Go through each selection with the client
• Confirm and note any changes requested by the client

Step 4: Discuss Alternatives if Needed

• If a selected item is unavailable, present alternative options
• Discuss the pros and cons of each alternative

Step 5: Document Final Selections

• Record the client’s final selections and obtain their written confirmation
• Update the selection records in the project management system

Step 6: Update Project Plans

• Incorporate the final selections into the project plans
• Verify that updated plans are distributed to all relevant stakeholders

Step 1: Review Finalized Material List

• Review the finalized list of required materials and equipment
• Double-check quantities and specifications against project plans

Step 2: Place Orders with Suppliers

• Place orders with approved suppliers using verified pricing and lead times
• Confirm that all order details align with the project schedule

Step 3: Confirm Order Details

• Confirm the order details, including quantities and delivery schedules with each supplier
• Ensure delivery times are within acceptable windows

Step 4: Schedule Delivery Dates

• Coordinate and schedule delivery dates to align with project phases
• Adjust delivery schedules as needed based on project progress

Step 5: Track Order Status

• Monitor order status with each supplier
• Address any issues, such as delays or backorders, immediately

Step 6: Verify Order Confirmation

• Obtain written order confirmations from suppliers
• File all confirmations and related documentation in project records

Step 1: Identify Required Subcontractors

• Identify all subcontractors needed for the project
• Verify that each subcontractor’s scope aligns with the project requirements

Step 2: Contact Subcontractors

• Reach out to each subcontractor to confirm their availability for the project timeline

Step 3: Review Subcontractor Schedules

• Review each subcontractor’s proposed schedule for alignment with the main project timeline
• Confirm that all work sequences are in the correct order

Step 4: Confirm Scope of Work

• Confirm each subcontractor’s scope of work, including their deliverables and deadlines
• Ensure they understand their responsibilities clearly

Step 5: Address Scheduling Conflicts

• Identify and address any scheduling conflicts or overlaps between subcontractors
• Adjust timelines and sequences to resolve issues

Step 6: Obtain Written Confirmations

• Obtain written confirmations from subcontractors on their availability and agreed schedules
• Document these confirmations in the project records

Step 1: Review Subcontractor Scope of Work

• Assess the proposed scope of work submitted by the subcontractor
• Ensure that it aligns with the project requirements, timelines, and quality standards

Step 2: Discuss Contractual Terms

• Meet with the subcontractor to discuss and negotiate key terms such as the payment schedule, deadlines, deliverables, and any contingencies
• Reach mutual agreements and document all agreed terms

Step 3: Finalize Payment and Deliverables Schedule

• Establish a clear payment schedule based on project milestones or completion percentages
• Define specific deliverables linked to each payment phase

Step 4: Prepare Subcontract Documents

• Draft the final subcontract agreement using the approved terms and conditions
• Include all supporting documents such as the finalized scope of work, payment schedules, and any special instructions

Step 5: Review Documents Internally

• Conduct a thorough internal review of the subcontract documents
• Verify that all project requirements, responsibilities, and legal terms are correctly included

Step 6: Seek Legal Approval (if necessary)

• Submit the subcontract documents to the legal team for approval
• Address any revisions suggested by the legal team

Step 7: Obtain Client Approval

• Present the finalized subcontract documents to the client
• Obtain written approval or feedback from the client

Step 1: Present Subcontract to Client

• Schedule a meeting with the client to present the finalized subcontract agreement
• Provide the client with a summary of key points for their review

Step 2: Explain Key Terms

• Review the essential terms of the subcontract with the client, including deadlines, payment schedules, and responsibilities
• Ensure that the client fully understands each key term

Step 3: Address Client Concerns

• Allow the client to ask questions and clarify any concerns they may have regarding the subcontract
• Document any changes requested by the client

Step 4: Obtain Client Signatures

• Guide the client through the signing process
• Ensure all necessary fields are completed correctly

Step 5: Review Signed Document

• Verify that all required signatures are present and correctly dated
• Double-check that all documents align with the project records

Step 6: Record and File Subcontract

• Record the signed subcontract in the project documentation system
• Store a physical and digital copy in secure project files

Step 1: Prepare Signed Copy

• Make a complete copy of the signed subcontract agreement
• Include any annexes or supporting documents

Step 2: Verify Accuracy

• Check that all copies include required signatures and dates
• Ensure no documents are missing from the subcontract package

Step 3: Send Copy to Subcontractor

• Send the signed subcontract agreement to the subcontractor through the agreed-upon delivery method (e.g., email, courier, or in person)
• Confirm that the document package is securely transmitted

Step 4: Confirm Receipt

• Request an acknowledgment of receipt from the subcontractor
• Keep a record of their confirmation for project documentation

Step 1: Identify Required Permits

• List all required permits based on the project scope, location, and regulations
• Include permits for construction, electrical, plumbing, and any other relevant work

Step 2: Review Regulatory Guidelines

• Consult local, state, and federal regulatory guidelines to identify compliance requirements
• Document specific regulations that pertain to the project

Step 3: Contact Regulatory Authorities

• Reach out to local regulatory authorities to clarify any ambiguous requirements
• Establish a point of contact within each regulatory agency for future follow-ups

Step 4: Prepare Necessary Documents

• Compile and prepare all documents needed for permit applications, including project plans, safety documentation, and contractor licenses
• Ensure all documents are properly signed and dated

Step 5: Assign Responsibility

• Assign a team member to take responsibility for managing the permitting process
• Provide them with a checklist of permit requirements and timelines

Step 6: Set Permitting Timeline

• Establish a timeline for submitting permit applications and obtaining approvals
• Plan contingencies for delays in permit processing

Step 7: Set Permitting Timeline

• Establish a timeline for submitting permit applications and obtaining approvals
• Plan contingencies for delays in permit processing

Step 1: Submit Permit Applications

• Submit all required permit applications to the relevant regulatory authorities
• Include all supporting documents and pay necessary fees

Step 2: Track Permit Status

• Regularly monitor the status of each submitted permit application
• Document all updates in a central tracking system

Step 3: Follow Up with Authorities

• Proactively follow up with regulatory authorities to address any pending issues or delays
• Respond promptly to any requests for additional information

Step 4: Obtain Approved Permits

• Collect all approved permits and verify their validity
• Confirm that each permit includes correct project details and approval dates

Step 5: File and Distribute Permits

• File copies of the approved permits in the project records
• Distribute copies to key stakeholders such as the project manager and site supervisor

Step 1: Conduct Risk Assessment

• Identify potential hazards specific to the job site and project scope
• Assess the level of risk for each identified hazard

Step 2: Establish Safety Protocols

• Define safety protocols for each identified risk
• Include emergency response procedures and first aid measures

Step 3: Develop Safety Training Plan

• Create a training plan covering key safety protocols for all workers
• Schedule safety training sessions prior to project commencement

Step 4: Assign Safety Responsibilities

• Assign a site safety officer to oversee daily safety measures
• Designate team members responsible for specific safety tasks

Step 5: Plan Safety Equipment Deployment

• List and procure necessary safety equipment, such as harnesses, warning signs, and first aid kits
• Allocate equipment to designated areas on-site

Step 6: Document Safety Plan

• Prepare a comprehensive site safety plan document
• Include site maps, safety protocols, and emergency contact information

Step 7: Review and Approve Plan

• Review the safety plan with key stakeholders
• Obtain approval from the project manager or safety officer

Step 1: Identify Fall Hazards

• Conduct a site assessment to identify areas where falls could occur
• Focus on roof edges, skylights, ladders, and scaffolding

Step 2: Select Fall Protection Systems

• Choose appropriate fall protection systems such as guardrails, safety nets, or personal fall arrest systems
• Ensure systems comply with OSHA regulations

Step 3: Develop Fall Protection Procedures

• Create step-by-step procedures for the safe use of fall protection systems
• Include guidelines for inspection and maintenance

Step 4: Train Workers on Fall Protection

• Schedule mandatory training sessions for all workers on fall prevention measures
• Provide hands-on demonstrations of equipment usage

Step 5: Assign Fall Safety Monitors

• Designate experienced team members as fall safety monitors
• Instruct monitors on their duties and responsibilities

Step 6: Implement Inspection Schedule

• Establish a regular inspection schedule for all fall protection equipment
• Document inspections and report any issues immediately

Step 7: Review and Update Fall Protection Plan

• Review the fall protection plan periodically for effectiveness
• Make necessary updates based on project changes or incidents

Step 1: Identify Communication Channels

• Determine the primary channels for project communication, such as email, project management software, and meetings
• Decide on secondary channels for urgent communications

Step 2: Assign Communication Roles

• Assign roles to key team members responsible for communicating specific updates
• Ensure each role is clear and documented

Step 3: Set Communication Protocols

• Establish protocols for reporting issues, updates, and progress
• Define the frequency and format of communications, such as daily check-ins or weekly reports

Step 4: Create Meeting Schedule

• Plan a regular schedule for key meetings, including kickoff, status, and review meetings
• Outline the agenda and goals for each meeting

Step 5: Establish Document Sharing Procedures

• Define procedures for sharing and storing project documents
• Choose a central repository for project files and set access permissions

Step 6: Develop Emergency Communication Plan

• Create a protocol for emergency communications, such as accidents or critical project changes
• Provide contact information for emergency roles

Step 7: Review and Confirm Plan

• Present the communication plan to the project team and stakeholders
• Confirm that all members understand their responsibilities and protocols

Step 1: Inspect Equipment Condition

• Conduct a detailed inspection of all equipment to ensure it’s in good working order
• Record any issues or maintenance requirements

Step 2: Schedule Maintenance and Repairs

• Perform or schedule necessary maintenance and repairs for all equipment
• Document completed maintenance tasks and update equipment logs

Step 3: Organize Equipment by Phase

• Arrange equipment based on the sequence of project phases
• Ensure that critical equipment is readily accessible for initial phases

Step 4: Verify Equipment Safety Features

• Check that all safety features, such as alarms and safety locks, are functioning correctly
• Test backup systems for critical equipment

Step 5: Secure Transport Logistics

• Coordinate transportation for heavy equipment and tools to the job site
• Ensure that all equipment is securely loaded and protected during transport

Step 6: Create Equipment Inventory List

• Prepare a detailed inventory list of all mobilized equipment
• Include serial numbers, quantities, and assigned team members for each item

Step 7: Communicate Equipment Plan to Team

• Share the equipment mobilization plan with the project team
• Confirm that all members understand their roles and responsibilities

Step 1: Set Up Site Access Control

• Establish entry and exit points for workers and equipment
• Implement security measures such as fencing and access badges

Step 2: Install Temporary Facilities

• Set up temporary facilities like restrooms, break areas, and tool storage
• Ensure these facilities are compliant with safety regulations

Step 3: Mark Work Zones and Hazards

• Clearly mark work zones and potential hazards using signage and barriers
• Designate areas for specific tasks, like materials storage and waste disposal

Step 4: Prepare Site Utilities

• Arrange for temporary utilities, such as power, water, and lighting
• Verify that utility setups are safe and adequate for project needs

Step 5: Conduct Initial Safety Walkthrough

• Perform a walkthrough of the site with the safety officer to identify any safety issues
• Address and document issues that need immediate correction

Step 6: Verify Environmental Protection Measures

• Install environmental protection measures, such as erosion controls or dust suppression
• Confirm that all measures are in compliance with regulations

Step 7: Review Site Readiness with Team

• Hold a meeting with the project team to review site readiness
• Confirm that all members are aware of their initial tasks and responsibilities

Step 1: Review Project Scope and Objectives

• Reiterate the project scope and primary objectives to the team
• Ensure all members understand their roles and responsibilities

Step 2: Confirm Permits and Compliance

• Verify that all required permits have been obtained and are up to date
• Review compliance measures and documentation

Step 3: Discuss Safety and Quality Standards

• Reaffirm safety guidelines and protocols with the team
• Highlight quality standards and inspection processes

Step 4: Confirm Resource Availability

• Check the availability of materials, equipment, and personnel for the project start date
• Address any resource-related concerns

Step 5: Review Communication Protocols

• Go over the established communication plan, including reporting schedules and emergency contacts
• Confirm that all team members are clear on communication channels

Step 6: Establish Initial Task Assignments

• Assign the first set of tasks to team members based on the project schedule
• Provide any necessary resources or support for task completion

Step 7: Open the Floor for Questions

• Allow team members to ask questions or raise concerns
• Document any key issues or action items for follow-up