Pre-Construction Workflow
Welcome to the Pre-Construction Workflow SOP Template Library for Roof Replacement (Commercial) roofing projects. Access free, expertly crafted Standard Operating Procedures for the pre-construction phase of your roof replacement (commercial) projects. Our templates include site assessments, material procurement, and scheduling, ensuring a well-organized start. Download our templates today to streamline your pre-construction activities and set the foundation for a successful project.
Schedule project kickoff meeting
Step 1: Identify Key Stakeholders and Project Team Members
• Identify key stakeholders and project team members who need to be present at the project kickoff meeting, including the project manager, client representatives, and subcontractors
• Confirm their availability for scheduling the meeting
Step 2: Propose Multiple Meeting Dates and Times
• Propose multiple meeting dates and times to accommodate the schedules of all participants
• Communicate these options clearly and promptly to all key stakeholders
Step 3: Confirm Meeting Details with All Participants
• Once the meeting date and time are selected, confirm the details with all participants, including the location (or virtual link) and agenda
• Send calendar invitations to all participants to formalize the meeting
Step 4: Prepare an Agenda for the Kickoff Meeting
• Prepare an agenda for the kickoff meeting that outlines key topics such as project goals, timelines, responsibilities, communication protocols, and risk management
• Share the agenda with all participants in advance to set expectations
Step 5: Send a Meeting Reminder to All Participants
• Send a meeting reminder to all participants one day before the scheduled kickoff meeting
• Include any relevant documents or materials that participants should review beforehand
Step 6: Confirm Technology or Venue Arrangements for the Meeting
• Confirm that all technology or venue arrangements are in place, such as virtual meeting platforms, conference rooms, or presentation equipment
• Test the setup to avoid technical issues during the meeting
Step 7: Set Up Follow-Up Actions in CRM for Post-Meeting Tasks
• Set up follow-up actions in the CRM for any tasks or responsibilities that need to be assigned after the kickoff meeting
Hold project kickoff meeting
Step 1: Begin the Meeting with Introductions and Project Overview
• Start the meeting by introducing all participants and providing an overview of the project’s goals, objectives, and key deliverables
• Reiterate the client’s vision and expectations to ensure alignment
Step 2: Present the Project Timeline and Key Milestones
• Present the project timeline, highlighting key milestones, critical paths, and estimated completion dates
• Confirm that all participants are aware of their roles and responsibilities in achieving these milestones
Step 3: Discuss the Scope of Work and Responsibilities
• Discuss the scope of work in detail, focusing on specific activities, deliverables, and responsibilities for each team member
• Clarify any questions or uncertainties about the project scope or assigned tasks
Step 4: Establish Communication Protocols and Reporting Structures
• Establish clear communication protocols and reporting structures for the project, including preferred communication channels, meeting schedules, and escalation procedures
• Confirm that all participants understand the protocols and their reporting lines
Step 5: Review Risk Management and Contingency Plans
• Review the project’s risk management and contingency plans, identifying potential risks and discussing strategies for mitigating them
• Assign responsibilities for monitoring and addressing risks throughout the project
Step 6: Address Any Questions or Concerns Raised by Participants
• Invite participants to ask questions or raise concerns about the project, and provide clear and concise answers to address them
• Confirm that everyone feels confident and prepared to move forward
Step 7: Summarize Key Takeaways and Next Steps
• Summarize the key takeaways from the meeting, including confirmed timelines, responsibilities, and communication protocols
• Outline the next steps and follow-up actions, and confirm that all participants are aligned on the project plan
Introduce client to project manager and key team members
Step 1: Schedule an Introduction Meeting with the Client and Project Team
• Schedule an introduction meeting to formally introduce the client to the project manager and key team members
• Confirm the date, time, and location (or virtual link) with all participants
Step 2: Prepare a Brief Agenda for the Introduction Meeting
• Prepare a brief agenda for the meeting that outlines the purpose of the introductions, project goals, and roles of each key team member
• Share the agenda with the client and internal team in advance
Step 3: Begin the Meeting with a Welcome and Project Overview
• Start the meeting by welcoming the client and providing a high-level overview of the project, including objectives, timeline, and key deliverables
• Reinforce the client’s vision and expectations to ensure alignment
Step 4: Introduce Each Team Member and Their Role
• Introduce each key team member to the client, highlighting their roles and responsibilities within the project
• Allow team members to briefly describe their specific contributions to the project
Step 5: Encourage Open Communication and Collaboration
• Emphasize the importance of open communication and collaboration between the client and the project team
• Reinforce that the project manager will be the primary point of contact for updates and inquiries
Step 6: Confirm Client’s Understanding of the Project Structure
• Confirm that the client understands the project structure, key roles, and how to reach out to team members when needed
• Address any questions or uncertainties the client may have
Step 7: Document the Meeting in Project Records
• Document the meeting details, including key introductions and any client questions or requests, in the project records for future reference
Conduct detailed roof inspection and assessment
Step 1: Review Previous Inspection Notes and Client Concerns
• Review any previous inspection notes, photos, and client concerns to have a clear understanding of the areas that need to be assessed
• Prepare an inspection checklist based on the project scope and client feedback
Step 2: Conduct a Visual Inspection of the Roof Exterior
• Conduct a visual inspection of the roof’s exterior, focusing on visible signs of damage, wear, or structural issues such as missing shingles, cracks, or rusted flashing
• Take detailed notes and photos to document the roof’s current condition
Step 3: Inspect Key Structural Components of the Roof
• Inspect key structural components of the roof, including decking, underlayment, vents, and drainage systems
• Verify that all elements are properly installed and functioning according to industry standards
Step 4: Perform Moisture and Leak Detection Tests
• Perform moisture and leak detection tests using appropriate tools, such as infrared cameras or moisture meters, to identify hidden issues
• Document the results of these tests in the inspection report
Step 5: Take Accurate Measurements and Record Material Specifications
• Take accurate measurements of the roof’s dimensions, slopes, and penetrations, noting the materials currently in place
• Record material specifications for future reference during the planning and procurement stages
Step 6: Discuss Preliminary Findings with the Client On-Site
• Discuss preliminary findings with the client on-site, explaining the key issues observed and their potential impact on the project
• Offer preliminary recommendations for repairs, replacements, or upgrades
Step 7: Prepare and Save a Comprehensive Inspection Report
• Prepare a comprehensive inspection report that includes notes, photos, and recommendations based on the detailed assessment
• Save the report in the project records and link it to the client’s CRM profile
Finalize project plans and specifications
Step 1: Review Preliminary Plans and Client Feedback
• Review the preliminary project plans and all client feedback gathered during inspections and meetings
• Identify any necessary adjustments or refinements to align with the client’s preferences and expectations
Step 2: Consult with Key Team Members and Specialists
• Consult with key team members and specialists, such as the project manager, architect, or roofing consultant, to finalize specific details and technical specifications
• Confirm that all adjustments are feasible and compliant with regulations
Step 3: Update and Refine Project Drawings and Documents
• Update and refine project drawings and documents, including floor plans, elevations, and technical specifications
• Ensure that all documents are clear, detailed, and aligned with industry standards and the project scope
Step 4: Verify Compliance with Building Codes and Regulations
• Verify that the finalized project plans and specifications comply with local building codes, safety regulations, and industry standards
• Address any compliance issues or discrepancies before finalizing the documents
Step 5: Conduct an Internal Review of the Final Plans
• Conduct an internal review of the final plans with the project team to confirm accuracy and completeness
• Make any final adjustments based on the review feedback
Step 6: Present the Finalized Plans to the Client for Approval
• Present the finalized project plans and specifications to the client, explaining key details and any adjustments made based on their feedback
• Obtain the client’s approval before proceeding to the next stage
Step 7: Document and Save Finalized Plans in Project Records
• Document and save the finalized project plans in the project records, linking them to the client’s file in the CRM for easy reference during construction
Verify material pricing and lead times
Step 1: Identify All Required Materials Based on Finalized Plans
• Identify all materials required for the project based on the finalized plans and specifications, including roofing materials, fasteners, flashing, and insulation
• Prepare a detailed material list with specifications and quantities
Step 2: Contact Approved Suppliers for Pricing and Lead Time Information
• Contact approved suppliers to obtain current pricing and lead time information for each material on the list
• Verify that the suppliers can meet the project’s schedule and quality standards
Step 3: Compare Supplier Quotes and Evaluate Lead Times
• Compare quotes from multiple suppliers to ensure competitive pricing and reliable delivery timelines
• Consider factors such as bulk discounts, warranty options, and supplier reliability when making decisions
Step 4: Confirm Availability of Materials and Anticipate Potential Delays
• Confirm the availability of all required materials with the selected suppliers, and identify any items that may have extended lead times or limited availability
• Develop contingency plans for potential delays or substitutions
Step 5: Negotiate Pricing and Delivery Terms with Suppliers
• Negotiate pricing and delivery terms with suppliers to secure the best possible deals without compromising quality or schedule
• Confirm all negotiated terms in writing and update the material list accordingly
Step 6: Prepare a Material Procurement Plan Based on Lead Times
• Prepare a material procurement plan that outlines key ordering dates, delivery schedules, and storage requirements based on the verified lead times
• Coordinate with the project team to align procurement activities with the construction timeline
Step 7: Document Pricing and Lead Times in Project Records
• Document the verified pricing and lead times in the project records, linking them to the project budget and schedule for reference during construction
Develop detailed project schedule
Step 1: Review Finalized Project Plans and Specifications
• Review the finalized project plans and specifications to identify all activities, tasks, and milestones required for successful completion
• Confirm that the project scope and deliverables are clearly defined
Step 2: Break Down the Project into Detailed Tasks and Activities
• Break down the project into detailed tasks and activities, categorizing them into key phases such as site preparation, material procurement, roofing installation, and final inspections
• Assign responsibilities to internal team members and subcontractors
Step 3: Estimate Task Durations Based on Past Project Data
• Estimate the duration for each task based on past project data, industry standards, and the specific requirements of this project
• Consider factors such as resource availability, weather conditions, and task dependencies
Step 4: Create a Visual Project Schedule Using Project Management Software
• Create a visual project schedule using project management software, such as Gantt charts or task boards, to map out the sequence of tasks, key milestones, and critical paths
• Ensure that the schedule is easy to understand and navigate
Step 5: Establish Task Dependencies and Critical Paths
• Establish task dependencies and critical paths to identify the order in which activities must be completed
• Clearly mark critical tasks that have a significant impact on the overall project timeline
Step 6: Include Buffer Time for Risks and Potential Delays
• Include buffer time in the schedule to account for risks and potential delays, such as weather disruptions, supplier delays, or unexpected site issues
• Clearly communicate the purpose of these buffers in the project overview
Step 7: Save and Share the Detailed Project Schedule with the Team
• Save the finalized detailed project schedule in the project records and share it with the project team and key stakeholders
• Link the schedule to the client’s project file in the CRM for easy reference and updates
Confirm client's final selections (materials, colors, etc.)
Step 1: Review Material and Color Options with the Client
• Review the available material and color options with the client, ensuring that they are aware of all choices that align with their project goals and budget
• Provide samples or visual aids to help the client visualize their selections
Step 2: Discuss Pros and Cons of Each Option
• Discuss the pros and cons of each option, highlighting factors such as durability, cost, aesthetic appeal, and maintenance requirements
• Offer professional recommendations based on industry best practices and project specifications
Step 3: Confirm Client’s Final Selections in Writing
• Confirm the client’s final selections in writing, including specific materials, colors, and any special features or upgrades
• Document these selections in a confirmation form or email and obtain the client’s acknowledgment
Step 4: Verify Compatibility with Project Specifications
• Verify that the client’s final selections are compatible with the project specifications and any applicable building codes or standards
• Address any discrepancies or adjustments needed to ensure compliance
Step 5: Update Project Records with Final Selections
• Update the project records and CRM with the client’s final selections, linking them to the project scope and material procurement plan
• Save any related documents or confirmation emails for reference during construction
Step 6: Prepare a Summary of Selections for the Project Team
• Prepare a summary of the client’s final selections and share it with the project team to align everyone on the approved materials and colors
• Confirm that all team members understand and are prepared to implement the client’s choices
Step 7: Reiterate Key Details and Next Steps with the Client
• Reiterate key details of the final selections with the client, including expected delivery timelines and any associated costs
• Outline the next steps in the project timeline based on their selections
Order materials and equipment
Step 1: Review Final Material List and Procurement Plan
• Review the final material list and procurement plan, ensuring that all items align with the client’s approved selections and project specifications
• Confirm quantities, specifications, and any special handling requirements
Step 2: Contact Approved Suppliers to Place Orders
• Contact approved suppliers to place orders for the required materials and equipment, using the verified pricing and lead times obtained earlier
• Confirm that all orders include clear delivery instructions and deadlines
Step 3: Verify Supplier Availability and Confirm Lead Times
• Verify the availability of all ordered materials and equipment with each supplier, and confirm the lead times to align with the project schedule
• Address any potential supply chain issues or delays proactively
Step 4: Submit Purchase Orders and Obtain Order Confirmations
• Submit purchase orders to each supplier, ensuring that all order details are accurate and complete
• Obtain order confirmations or receipts from suppliers and review them for accuracy
Step 5: Coordinate Delivery Schedules and Logistics
• Coordinate delivery schedules with suppliers and internal team members, ensuring that materials arrive on-site according to the project timeline
• Confirm logistics for unloading, storage, and security of materials on-site
Step 6: Document Orders and Track Delivery Status in Project Records
• Document all orders and purchase confirmations in the project records, linking them to the procurement plan and budget
• Use project management software to track the delivery status of each order
Step 7: Communicate Material and Equipment Status to Project Team
• Communicate the status of ordered materials and equipment to the project team, highlighting any items with extended lead times or special handling needs
• Update the project timeline and tasks accordingly
Verify subcontractor availability and schedules (if applicable)
Step 1: Identify Key Subcontractors Required for the Project
• Identify the key subcontractors required for the project based on the finalized scope of work, such as roofing crews, electricians, or HVAC specialists
• Confirm the specific tasks and deliverables each subcontractor is responsible for
Step 2: Contact Subcontractors to Confirm Availability
• Contact each subcontractor to confirm their availability for the project’s planned timeline and key milestones
• Discuss their scheduling preferences and any potential conflicts that may arise
Step 3: Review the Project Timeline and Critical Tasks with Subcontractors
• Review the detailed project timeline with each subcontractor, focusing on critical tasks, dependencies, and key deadlines
• Confirm that they understand the schedule and their responsibilities within the project
Step 4: Request Updated Schedules and Resource Availability from Subcontractors
• Request updated schedules and resource availability information from each subcontractor to align with the project’s timeline
• Verify that each subcontractor has the necessary resources and workforce to complete their tasks on schedule
Step 5: Identify Any Potential Conflicts or Overlaps in Schedules
• Identify any potential conflicts or overlaps in the subcontractors’ schedules, and work with them to adjust timelines or reassign tasks as needed
• Ensure that all subcontractor activities are coordinated to avoid delays or disruptions
Step 6: Communicate Subcontractor Availability and Schedules to Project Team
• Communicate each subcontractor’s confirmed availability and schedule to the project team, updating the project timeline as needed
• Highlight any key risks or dependencies related to subcontractor activities
Step 7: Document Subcontractor Schedules in Project Records
• Document the confirmed subcontractor schedules in the project records and CRM, linking them to the project file for easy reference during construction
Finalize subcontract terms and prepare subcontract documents (if applicable)
Step 1: Review the Scope of Work and Deliverables with Subcontractors
• Review the detailed scope of work and deliverables with each subcontractor, confirming their understanding and acceptance of their responsibilities
• Clarify any uncertainties or additional requirements to align expectations
Step 2: Draft the Subcontract Agreements with Legal and Project Team
• Draft subcontract agreements in collaboration with the legal and project team, ensuring that all key terms, conditions, and deliverables are clearly outlined
• Include sections such as scope of work, payment terms, timelines, quality standards, and safety requirements
Step 3: Verify Compliance with Legal and Regulatory Requirements
• Verify that all subcontract agreements comply with relevant legal and regulatory requirements, such as licensing, insurance coverage, and safety standards
• Address any compliance gaps or discrepancies before finalizing the documents
Step 4: Review Draft Subcontract Agreements with Subcontractors
• Review the draft subcontract agreements with each subcontractor, explaining key terms and confirming their understanding and acceptance
• Discuss and resolve any concerns or requested adjustments to the terms
Step 5: Obtain Internal Approvals from Key Stakeholders
• Obtain internal approvals from key stakeholders, such as the project manager and legal team, for the finalized subcontract agreements
• Confirm that all necessary approvals are documented in the project records
Step 6: Prepare Final Subcontract Documents for Signature
• Prepare final subcontract documents for signature, ensuring that all fields are correctly formatted and all required attachments are included
• Confirm the signing process and schedule with each subcontractor
Step 7: Document Finalized Subcontracts in Project Records
• Document the finalized and signed subcontract agreements in the project records and CRM, linking them to the project file for reference during construction
Obtain client signatures on subcontract (if applicable)
Step 1: Prepare Subcontract Documents for Client Signature
• Prepare the finalized subcontract documents for the client’s review and signature, ensuring that all pages are correctly formatted and complete
• Include a summary of key terms and responsibilities for the client’s reference
Step 2: Schedule a Meeting or Digital Signature Session with the Client
• Schedule a meeting or digital signature session with the client to obtain their signatures on the subcontract documents
• Confirm the date, time, and location (or digital process) with the client and project manager
Step 3: Review Key Subcontract Terms with the Client
• Before obtaining signatures, review the key subcontract terms with the client to confirm their understanding and agreement
• Address any final questions or concerns the client may have about the subcontract
Step 4: Obtain Client Signatures on Subcontract Documents
• Obtain signatures from the client on the subcontract documents, following the agreed-upon signing process
• Verify that all signatures are collected in the correct order, and that all fields are completed
Step 5: Provide Client with a Copy of Signed Subcontract
• Provide the client with a copy of the signed subcontract documents for their records, confirming that all parties are aligned on the terms and responsibilities
Step 6: Document the Signed Subcontract in Project Records
• Document the signed subcontract in the project records and CRM, noting the date of signature and linking it to the client’s project file
Step 7: Notify Project Team and Subcontractors of Signed Agreement
• Notify the project team and subcontractors that the subcontract documents have been signed and are officially in effect
• Confirm that all stakeholders understand the next steps and responsibilities
Provide subcontractor with a copy of the signed subcontract (if applicable)
Step 1: Prepare a Copy of the Signed Subcontract for the Subcontractor
• Prepare a copy of the signed subcontract, ensuring that it includes all necessary attachments and exhibits
• Verify that all pages are correctly formatted and contain the required signatures
Step 2: Deliver the Signed Subcontract to the Subcontractor
• Deliver the signed subcontract to the subcontractor through their preferred method, such as a digital PDF or physical hard copy
• Confirm that the subcontractor receives the copy in a timely manner
Step 3: Include a Cover Letter or Summary of Key Terms
• Include a cover letter or summary that outlines key terms, responsibilities, and payment schedules detailed in the subcontract
• Reiterate the importance of adhering to the specified standards and timelines
Step 4: Request Acknowledgment of Receipt from the Subcontractor
• Request acknowledgment of receipt from the subcontractor to confirm that they have received and reviewed the signed subcontract
• Follow up promptly if the subcontractor has any questions or concerns
Step 5: Update Project Records and CRM with Subcontractor Receipt
• Update the project records and CRM to indicate that the subcontractor has received the signed subcontract
• Link the subcontract to the subcontractor’s file in the CRM for easy reference
Step 6: Verify Subcontractor’s Understanding of Responsibilities and Next Steps
• Confirm with the subcontractor that they fully understand their responsibilities and the next steps outlined in the subcontract
• Offer to schedule a follow-up meeting if the subcontractor requires further clarification
Step 7: Document the Subcontractor’s Receipt Confirmation
• Document the subcontractor’s confirmation of receipt in the project records and CRM, noting the date and method of delivery
Review permitting requirements
Step 1: Identify All Permits Required for the Project
• Identify all permits required for the project based on the scope of work, project location, and local regulations
• Confirm the specific types of permits needed, such as building permits, environmental permits, or zoning approvals
Step 2: Review Local Building Codes and Regulations
• Review local building codes and regulations to ensure that the project is compliant with all relevant requirements
• Take note of any specific guidelines or restrictions that may impact the permitting process
Step 3: Consult with Local Authorities and Regulatory Agencies
• Consult with local authorities and regulatory agencies to confirm the specific permit application requirements, timelines, and fees
• Gather any additional documentation or information required by these authorities
Step 4: Verify Permit Requirements with the Project Team and Client
• Verify the permit requirements with the project team and client to ensure that everyone is aligned on the necessary approvals
• Address any potential issues or delays that may arise during the permitting process
Step 5: Prepare a Permit Acquisition Plan with Key Milestones
• Prepare a permit acquisition plan that outlines key milestones, submission deadlines, and responsibilities for obtaining each required permit
• Share the plan with the project team and assign tasks as needed
Step 6: Document and Save Permitting Requirements in Project Records
• Document all permitting requirements in the project records and CRM, linking them to the project file for easy reference during planning and construction
Step 7: Communicate Permit Requirements to Key Stakeholders
• Communicate the permit requirements to key stakeholders, such as the project manager, client, and subcontractors
• Confirm that all parties are aware of their responsibilities in obtaining and complying with the necessary permits
Procure necessary permits
Step 1: Gather Required Documentation for Permit Applications
• Gather all required documentation for the permit applications, including project plans, specifications, inspection reports, and environmental assessments
• Verify that all documents are complete and up-to-date
Step 2: Complete Permit Application Forms and Submit to Authorities
• Complete the necessary permit application forms, ensuring that all fields are accurately filled out and all required attachments are included
• Submit the applications to the appropriate local authorities or regulatory agencies
Step 3: Follow Up with Authorities to Confirm Receipt and Processing
• Follow up with the relevant authorities to confirm receipt of the permit applications and verify that all documents are in order
• Address any additional requests or corrections promptly to avoid delays
Step 4: Track Permit Application Status in Project Records
• Track the status of each permit application in the project records and CRM, noting the expected approval timelines
• Set reminders for key follow-up dates and any necessary inspections or meetings
Step 5: Obtain Permit Approvals and Required Signatures
• Obtain formal approvals and required signatures for each permit once they are granted by the relevant authorities
• Confirm that all permits are properly signed, dated, and authorized for the project’s scope of work
Step 6: Store Approved Permits in Project Files and CRM
• Store all approved permits in the project files and CRM, linking them to the project record for easy reference during inspections or compliance checks
• Ensure that both digital and physical copies are securely stored
Step 7: Notify Key Stakeholders of Permit Approvals and Next Steps
• Notify key stakeholders, including the project manager, client, and subcontractors, once all necessary permits have been obtained
• Outline the next steps and responsibilities related to permit compliance and documentation
Create site safety plan
Step 1: Conduct a Risk Assessment for the Project Site
• Conduct a risk assessment of the project site to identify potential hazards, such as fall risks, electrical dangers, or equipment-related incidents
• Involve key team members in the assessment to ensure that all risks are thoroughly evaluated
Step 2: Establish Safety Protocols and Procedures for Identified Risks
• Establish safety protocols and procedures to mitigate identified risks, following industry standards and OSHA regulations
• Include protocols such as personal protective equipment (PPE) requirements, emergency response procedures, and equipment operation guidelines
Step 3: Define Safety Roles and Responsibilities for Team Members
• Define safety roles and responsibilities for each team member, such as site safety officers, first aid responders, and crew leaders
• Confirm that all team members understand their responsibilities and have received the necessary training
Step 4: Create a Site Safety Plan Document
• Create a comprehensive site safety plan document that outlines all safety protocols, procedures, and responsibilities
• Include sections such as hazard identification, PPE requirements, emergency contacts, and incident reporting procedures
Step 5: Review the Site Safety Plan with Key Stakeholders
• Review the site safety plan with key stakeholders, including the project manager, subcontractors, and safety officers
• Confirm that all parties understand the plan and agree on its implementation
Step 6: Distribute the Site Safety Plan to All Team Members
• Distribute the site safety plan to all team members, ensuring that everyone receives a copy and acknowledges their understanding of the procedures
• Post key safety protocols in visible areas on-site, such as entrances and break rooms
Step 7: Document and Save the Site Safety Plan in Project Records
• Document and save the finalized site safety plan in the project records and CRM, linking it to the project file for easy reference during safety audits and inspections
Create fall protection plan
Step 1: Identify All Potential Fall Hazards on the Project Site
• Identify all potential fall hazards on the project site, such as elevated work areas, ladders, scaffolding, and roof edges
• Conduct a site walkthrough with safety officers and project leaders to thoroughly assess these hazards
Step 2: Establish Fall Protection Measures and Protocols
• Establish fall protection measures and protocols to mitigate the identified hazards, following OSHA regulations and industry standards
• Include measures such as guardrails, safety nets, harnesses, and designated access points
Step 3: Define Requirements for Personal Protective Equipment (PPE)
• Define specific PPE requirements for workers at risk of falls, such as harnesses, lanyards, helmets, and non-slip footwear
• Ensure that all PPE is inspected regularly and that workers are trained on its proper use
Step 4: Create a Fall Protection Plan Document
• Create a comprehensive fall protection plan document that outlines all safety measures, PPE requirements, and emergency procedures for fall incidents
• Include sections such as hazard identification, protection measures, training protocols, and incident reporting
Step 5: Review the Fall Protection Plan with Key Stakeholders
• Review the fall protection plan with key stakeholders, including the project manager, safety officers, and subcontractors
• Confirm that everyone understands the plan and agrees on its implementation
Step 6: Distribute the Fall Protection Plan to All Team Members
• Distribute the fall protection plan to all team members, ensuring that everyone receives a copy and acknowledges their understanding of the procedures
• Conduct a training session to review the plan’s key components and ensure compliance
Step 7: Document and Save the Fall Protection Plan in Project Records
• Document and save the finalized fall protection plan in the project records and CRM, linking it to the project file for easy reference during safety audits and inspections
Establish project communication plan
Step 1: Identify Key Stakeholders and Communication Needs
• Identify all key stakeholders involved in the project, such as the client, project manager, subcontractors, and crew leaders
• Determine their specific communication needs and preferences based on their roles and responsibilities
Step 2: Define Communication Channels and Methods
• Define the primary communication channels and methods to be used throughout the project, such as email, phone calls, project management software, or in-person meetings
• Establish guidelines for using each channel to ensure efficient and clear communication
Step 3: Set Up Regular Meeting Schedules and Reporting Structures
• Set up regular meeting schedules for key updates, such as weekly project status meetings, safety briefings, and client check-ins
• Define reporting structures, such as daily progress reports, weekly summaries, or milestone updates
Step 4: Document and Share the Communication Plan with the Team
• Document the project communication plan, including details on meeting schedules, communication channels, and reporting structures
• Share the plan with all team members and stakeholders to ensure alignment and understanding
Step 5: Assign Communication Responsibilities to Key Team Members
• Assign communication responsibilities to key team members, such as the project manager, site supervisor, and safety officer
• Confirm that everyone understands their role in maintaining effective communication
Step 6: Implement Procedures for Handling Issues and Escalations
• Implement procedures for handling issues, concerns, and escalations, including the process for reporting problems and resolving them efficiently
• Define a clear chain of command for addressing urgent matters
Step 7: Update and Review the Communication Plan as Needed
• Periodically review and update the communication plan to address changing needs or new stakeholders
• Ensure that any updates are communicated to the entire team
Prepare equipment for mobilization
Step 1: Create an Equipment Inventory and Checklist
• Create an inventory and checklist of all equipment needed for the project, including tools, machinery, safety gear, and support materials
• Verify that the inventory aligns with the project’s scope of work and safety requirements
Step 2: Inspect Equipment for Functionality and Safety Compliance
• Inspect all equipment to ensure it is in proper working order and meets safety compliance standards
• Address any maintenance or repair needs before mobilization to prevent on-site delays or accidents
Step 3: Assign Responsibilities for Equipment Mobilization
• Assign specific responsibilities for equipment mobilization to key team members, such as supervisors or equipment operators
• Confirm that everyone understands their assigned tasks and timelines for mobilization
Step 4: Prepare Transport and Logistics Arrangements
• Prepare transport and logistics arrangements for moving equipment to the project site, coordinating with logistics providers or using in-house resources
• Confirm that all necessary permits or clearances are obtained for transporting large or specialized equipment
Step 5: Coordinate Delivery and Staging on Site
• Coordinate the delivery and staging of equipment on-site, ensuring that there is adequate space and security for unloading and storage
• Communicate delivery schedules to the project team to align with construction activities
Step 6: Verify Safety Measures and PPE Requirements for Equipment
• Verify that all safety measures and personal protective equipment (PPE) requirements for equipment use are clearly defined and communicated to the crew
• Conduct a safety briefing to review equipment handling protocols
Step 7: Document Equipment Mobilization and Status in Project Records
• Document the equipment mobilization process and status in the project records, including inventory checks and safety inspections
Prepare site for construction
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 construction
Step 2: Establish and Secure Perimeter Fencing and Signage
• Establish perimeter fencing around the construction site 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 construction activities
• 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
Conduct final pre-construction review meeting
Step 1: Schedule and Confirm Meeting with Key Stakeholders
• Schedule a final pre-construction review meeting with key stakeholders, including the project manager, client, subcontractors, and crew leaders
• Confirm the meeting date, time, and agenda with all participants
Step 2: Review the Project Scope, Plans, and Timeline
• Review the detailed project scope, plans, and timeline during the meeting, ensuring that all stakeholders are aligned on key objectives and deliverables
• Highlight any critical milestones or deadlines that need special attention
Step 3: Discuss Roles, Responsibilities, and Communication Protocols
• Discuss roles and responsibilities for each team member and subcontractor, clarifying their tasks and reporting structures
• Reiterate the communication protocols established in the project communication plan
Step 4: Confirm Material and Equipment Readiness for Construction
• Confirm that all materials and equipment required for the initial construction phase are ready for mobilization
• Address any outstanding procurement or logistics issues to avoid delays
Step 5: Review Safety Plans and Emergency Procedures
• Review the site safety plan, fall protection plan, and emergency procedures with all stakeholders
• Emphasize key safety protocols and ensure that everyone is aware of their responsibilities in maintaining a safe work environment
Step 6: Address Any Outstanding Concerns or Questions
• Invite stakeholders to raise any outstanding concerns or questions about the project plans, timeline, or safety protocols
• Provide clear answers and confirm that all issues are resolved before construction begins
Step 7: Document Meeting Minutes and Action Items
• Document the meeting minutes, key decisions, and action items in the project records, and share them with all participants for reference
Construction SOPs Your Employees Will Actually Use!
Subtrak’s game-changing SOP software helps contractors effortlessly document their processes and automatically delegate tasks to their entire project team, making sure everyone knows exactly what to do and when.
Schedule a demo today to see how Subtrak can save you time, money, and headaches!
Download Our Free eBook
Get Blueprint for Success, our free guide to scaling and systemizing your specialty trade construction business.