Pre-Construction Workflow

Step 1: Review the Clients Preferences and Project Scope

• Review the clients preferences and project scope gathered during previous discussions and inspections
• Confirm that all key details, such as material choices, maintenance tasks, and scheduling preferences, are accurately documented

Step 2: Prepare a Summary of Final Selections for Client Review

• Prepare a summary of the clients final selections, including the maintenance scope, schedule, materials, and any additional services requested
• Organize the summary into a clear and concise format for easy client review

Step 3: Schedule a Meeting or Call to Confirm Final Selections

• Schedule a meeting or call with the client to review and confirm their final selections, ensuring that all key stakeholders are present
• Confirm the meeting date, time, and agenda with the client and project team members

Step 4: Review the Summary of Final Selections with the Client

• Review the summary of final selections with the client, highlighting key points such as material choices, project phases, and scheduling details
• Invite the client to ask questions or request last-minute adjustments if needed

Step 5: Obtain Clients Formal Approval of Final Selections

• Obtain the clients formal approval of their final selections, either through a signed document or digital acknowledgment
• Confirm that all approved selections are clearly documented in the project records

Step 6: Document the Approved Selections in Project Records and CRM

• Document the approved selections in the project records and CRM, linking them to the clients file for easy reference during planning and execution phases

Step 7: Communicate Final Selections to Key Team Members

• Communicate the clients final selections to key team members, such as the project manager, procurement team, and quality control personnel
• Ensure that all personnel involved are aligned with the clients preferences and project requirements

Step 1: Review Material and Equipment Requirements Based on Final Selections

• Review the material and equipment requirements based on the clients final selections, ensuring that all necessary items are identified and specified
• Confirm quantities, specifications, and quality standards for each item

Step 2: Contact Approved Suppliers for Quotes and Availability

• Contact approved suppliers to obtain quotes and confirm the availability of the required materials and equipment
• Verify that suppliers can meet the projects delivery schedule and quality standards

Step 3: Compare Supplier Quotes and Finalize Orders

• Compare quotes from multiple suppliers to ensure competitive pricing and reliable lead times
• Select suppliers based on factors such as price, quality, reliability, and past performance

Step 4: Place Orders for Materials and Equipment

• Place orders for the required materials and equipment with selected suppliers, providing clear instructions for delivery schedules and special handling requirements
• Confirm that all orders include accurate quantities, specifications, and delivery addresses

Step 5: Document All Orders in Project Records and CRM

• Document all orders in project records and CRM, linking them to the clients file for easy reference during material tracking and delivery coordination

Step 6: Set Up Delivery Schedules and Confirm with Suppliers

• Set up delivery schedules with suppliers, coordinating delivery dates and times to align with the projects timeline and work phases
• Confirm that suppliers understand the delivery requirements and deadlines

Step 7: Communicate Order Status and Expected Deliveries to Project Team

• Communicate the status of all orders and expected delivery dates to the project team, highlighting any critical items or potential delays

Step 1: Review Supplier Confirmations

• Review the delivery schedules provided by suppliers for all ordered materials
• Confirm that the delivery dates align with the project timeline and client expectations

Step 2: Communicate Delivery Schedules to Project Team

• Communicate the confirmed delivery schedules to the project team, including the project manager and site supervisor
• Ensure that all team members are aware of key delivery dates

Step 3: Schedule On-Site Deliveries

• Coordinate with suppliers to schedule on-site deliveries at specific times
• Confirm that delivery vehicles have clear access to the site and appropriate unloading areas

Step 4: Verify Supplier Compliance with Delivery Dates

• Verify that each supplier is committed to meeting the agreed-upon delivery dates
• Request updates or confirmations from suppliers as needed

Step 5: Plan for Storage and Security of Materials

• Plan for the storage and security of delivered materials on-site
• Identify secure storage areas and assign personnel to manage and monitor inventory

Step 6: Prepare for Delivery Contingencies

• Prepare contingency plans in case of delays or delivery issues
• Identify backup suppliers or alternative materials if necessary

Step 7: Record and Monitor Delivery Status

• Record all delivery schedules and updates in the project records
• Monitor delivery status regularly and communicate any changes to the project team

Step 1: Identify Key Maintenance Phases and Tasks

• Identify key maintenance phases and tasks based on the project scope, client requirements, and inspection findings
• Ensure that each phase is clearly defined and aligned with the clients expectations

Step 2: Break Down Each Phase into Specific Activities and Dependencies

• Break down each maintenance phase into specific activities, identifying dependencies between tasks to establish a logical sequence of work
• Assign responsibilities for each activity to the appropriate team members

Step 3: Estimate Task Durations and Allocate Resources

• Estimate task durations based on historical data, industry standards, and project requirements
• Allocate resources such as personnel, equipment, and materials to each task to ensure smooth execution

Step 4: Establish Critical Paths and Buffer Times for Key Tasks

• Establish critical paths and buffer times for key tasks to minimize risks of delays or disruptions
• Identify high-risk areas that could impact the schedule and develop contingency plans

Step 5: Create a Visual Maintenance Schedule Using Project Management Software

• Create a visual maintenance schedule using project management software, such as a Gantt chart or task board, to map out task sequences, dependencies, and timelines
• Confirm that the schedule is clear and easy to understand for the team

Step 6: Review the Schedule with the Project Team for Feasibility

• Review the detailed maintenance schedule with the project team to confirm its feasibility and accuracy
• Make necessary adjustments based on team feedback to ensure that the schedule is realistic

Step 7: Save the Detailed Schedule in Project Records and CRM

• Save the detailed maintenance schedule in the project records and CRM, linking it to the clients file for reference during project execution and updates

Step 1: Compile the Draft Maintenance Plan and Checklist

• Compile the draft maintenance plan and checklist, including key tasks, timelines, safety protocols, and quality control measures
• Ensure that the plan aligns with the clients requirements and project specifications

Step 2: Review the Plan and Checklist with Key Team Members

• Review the plan and checklist with key team members, such as the project manager, safety officer, and quality control personnel
• Confirm that all tasks are accurately defined and assigned to the appropriate personnel

Step 3: Verify Compliance with Safety and Quality Standards

• Verify that the maintenance plan and checklist comply with safety and quality standards, such as OSHA regulations, industry best practices, and company policies
• Address any discrepancies or issues identified during the review

Step 4: Confirm Alignment with Client Requirements and Expectations

• Confirm that the maintenance plan and checklist align with the clients requirements and expectations, including specific preferences, deadlines, or material selections
• Adjust the plan as needed based on client feedback

Step 5: Finalize the Plan and Checklist for Execution

• Finalize the maintenance plan and checklist, ensuring that all key elements are clearly documented and ready for distribution
• Use clear formatting and language to facilitate understanding by all team members

Step 6: Distribute the Finalized Plan and Checklist to the Project Team

• Distribute the finalized maintenance plan and checklist to the project team, including digital and physical copies if needed
• Confirm that each team member understands their responsibilities and deadlines

Step 7: Document the Finalized Plan and Checklist in Project Records

• Document the finalized plan and checklist in the project records and CRM, linking them to the clients file for reference during execution and quality control checks

Step 1: Inspect Equipment Condition

• Conduct a detailed inspection of all equipment to ensure its 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: Identify Communication Needs

• Determine the communication needs for the project including the types of information that need to be shared such as project updates schedule changes and safety alerts
• Consider the stakeholders involved such as the project team subcontractors and the GC

Step 2: Define Communication Methods

• Select the appropriate communication methods for the project such as email phone calls text messages project management software and in-person meetings
• Ensure the chosen methods are accessible and convenient for all stakeholders

Step 3: Establish Communication Schedule

• Create a communication schedule that outlines when and how often updates and meetings will occur
• Include regular progress meetings daily briefings and emergency communication protocols

Step 4: Develop Standardized Templates

• Create standardized templates for common communication needs such as project updates meeting agendas and safety alerts
• Ensure templates are clear concise and easy to use

Step 5: Set Up Communication Channels

• Ensure all communication channels are set up and functioning properly
• Provide access and training to all team members on how to use the chosen communication tools

Step 6: Define Information Flow

• Establish a clear flow of information to ensure that updates and important messages reach all relevant stakeholders
• Specify how information will be documented shared and stored

Step 7: Implement Feedback Mechanisms

• Develop feedback mechanisms to allow team members and stakeholders to provide input and ask questions
• Ensure there is a process for addressing and responding to feedback promptly

Step 8: Conduct Communication Training

Step 9: Monitor and Adjust the Plan

Step 1: Conduct a Site Walkthrough to Assess Preparation Needs

• Conduct a site walkthrough with key team members to assess preparation needs, such as clearing debris, securing access points, and setting up temporary facilities
• Identify any potential hazards or logistical challenges that may impact maintenance work

Step 2: Establish and Secure Perimeter Fencing and Signage

• Establish perimeter fencing around the work area to control access and ensure safety
• Place signage indicating restricted areas, entry points, and safety guidelines for workers and visitors

Step 3: Prepare Site Facilities and Temporary Utilities

• Prepare site facilities, such as restrooms, break areas, and first aid stations, ensuring they are adequately stocked and accessible
• Set up temporary utilities, such as water, electricity, and lighting, in accordance with project needs and safety requirements

Step 4: Confirm Material Storage Areas and Security Measures

• Confirm designated material storage areas on-site, ensuring they are secure, organized, and easily accessible for the maintenance work
• Implement security measures, such as locks, cameras, or guards, to protect stored materials and equipment

Step 5: Coordinate Waste Management and Recycling Plans

• Coordinate waste management and recycling plans to handle construction debris and maintain a clean and safe site
• Designate specific areas for waste disposal and ensure proper signage and procedures are in place

Step 6: Review and Confirm Site Safety Measures

• Review all site safety measures, such as emergency evacuation routes, fire extinguishers, and fall protection systems
• Conduct a safety inspection to verify compliance with OSHA standards and project-specific safety protocols

Step 7: Document Site Preparation Activities and Status

• Document all site preparation activities and their status in the project records, including photos, checklists, and inspection reports

Step 1: Schedule the Pre-Maintenance Review Meeting with Key Team Members

• Schedule the pre-maintenance review meeting with key team members, such as the project manager, crew leads, safety officer, and client representative
• Confirm the meeting date, time, and location with all participants

Step 2: Prepare and Distribute Meeting Agenda

• Prepare and distribute a meeting agenda that outlines key topics, such as project scope, safety protocols, material readiness, and equipment mobilization
• Share the agenda in advance to allow participants to prepare relevant information

Step 3: Review the Maintenance Plan and Schedule in Detail

• Review the maintenance plan and schedule in detail, confirming key tasks, timelines, responsibilities, and potential risks
• Ensure that all team members understand their roles and the sequence of activities

Step 4: Discuss Safety Measures and Risk Mitigation Plans

• Discuss safety measures and risk mitigation plans, highlighting critical safety protocols and emergency procedures
• Confirm that all team members are aware of the safety requirements and their responsibilities

Step 5: Address Any Last-Minute Concerns or Changes

• Address any last-minute concerns or changes to the maintenance plan, such as adjustments to the schedule or additional client requests
• Confirm that all changes are documented and communicated to the relevant team members

Step 6: Confirm Material and Equipment Readiness for Mobilization

• Confirm that all necessary materials and equipment are ready for mobilization, with delivery schedules aligned with the project timeline
• Verify that the logistics and staging areas are prepared for incoming materials

Step 7: Document Meeting Minutes and Action Items in Project Records

• Document the meeting minutes and action items in the project records and CRM, linking them to the project file for easy reference during execution