Pre-Construction Workflow

List all key participants who need to attend the project kickoff meeting

Include internal team members the GC subcontractors and any other relevant stakeholders

Contact all participants to propose three potential dates and times for the meeting

Ensure the proposed times are within normal business hours and convenient for all parties

Wait for responses from all participants and confirm a mutually convenient time

If the initial suggestions don’t work propose alternative dates

Send a calendar invitation to all participants with the confirmed date time and location (or virtual meeting link)

Include a brief agenda outlining the purpose of the meeting

Draft an agenda covering key points to discuss during the meeting such as project scope roles and responsibilities timelines and any initial concerns

Share the agenda with all participants ahead of the meeting

Collect all relevant materials or documents needed for the meeting including project plans initial schedules and any supporting information

Ensure all documents are up-to-date and accurately reflect the project details

Inform any internal team members who need to attend the meeting

Brief them on their roles and the key points to discuss

Follow up with the GC a day before the meeting to confirm attendance and address any last-minute changes

Ensure the GC has all the necessary information and is prepared for the meeting

If the meeting is in-person ensure the meeting room is booked and properly set up

If the meeting is virtual test the online meeting platform to ensure it is working correctly

Record the scheduled meeting details in your CRM or project management system

Set reminders for the meeting and any follow-up tasks

Ensure all necessary materials are prepared and organized including project plans schedules and any supporting documents

Bring copies of these materials for all participants or ensure digital access if the meeting is virtual

Arrive early to set up the meeting space if the meeting is in-person

Ensure all equipment such as projectors or video conferencing tools is functioning properly

Begin the meeting by introducing yourself and any team members present

Allow each participant to briefly introduce themselves and their role in the project

Review the meeting agenda to set expectations and ensure all key points will be covered

Clarify the objectives of the meeting and the desired outcomes

Present an overview of the project scope goals and objectives

Highlight the key deliverables and success criteria for the project

Clarify the roles and responsibilities of each team member and stakeholder

Ensure everyone understands their tasks and how they contribute to the project’s success

Walk through the project timeline including key milestones and deadlines

Discuss any potential challenges or critical paths that may impact the schedule

Encourage participants to ask questions and express any concerns they may have

Provide clear and concise answers to ensure everyone is on the same page

Summarize the main points discussed during the meeting

Outline the next steps and any immediate actions required from the participants

Record detailed minutes of the meeting capturing all key discussions decisions and action items

Distribute the meeting minutes to all participants and relevant stakeholders

Review all available project plans site maps and relevant documentation specific to the roofing project

Ensure you have the necessary tools and equipment for the assessment such as measuring tapes cameras ladders and safety gear (e.g. harnesses helmets)

Coordinate with the GC and any necessary team members to schedule the site visit

Confirm the date time and location and ensure all participants are informed

Upon arrival conduct an initial walkthrough of the site to get an overall sense of the building and roof area

Identify key areas to focus on during the detailed assessment

Thoroughly inspect the current condition of the roof

Look for signs of wear and tear damage leaks and any areas that may need repair or replacement

Measure key areas of the roof including dimensions slope and pitch

Record the measurements of roof sections penetrations (such as chimneys and skylights) and any other relevant features

Identify and document the existing roofing materials (e.g. shingles tiles metal etc.)

Note the condition and type of underlayment flashing and gutters

Take clear photographs and videos of the roof’s condition including close-ups of any damage or areas of concern

Ensure you capture multiple angles and perspectives to provide a comprehensive visual record

Note any potential challenges or issues that could impact the roofing project such as access limitations structural concerns or weather conditions

Discuss possible solutions or mitigations for these challenges

If applicable discuss the roof conditions and observations with any team members present

Ensure everyone has a clear understanding of the roof and any potential issues

Compile all notes measurements photographs and observations into a detailed site assessment report specific to the roofing project

Highlight any key findings challenges and recommendations

Review the detailed site assessment report and identify any questions or uncertainties

Compile a list of specific questions and observations that need clarification from the General Contractor (GC)

Prepare an RFI document that includes all questions and observations from the site assessment

Ensure each question is clearly stated and includes any necessary context or references to the site assessment

Organize the questions into categories such as structural concerns roofing materials access limitations and any other relevant topics

This makes it easier for the GC to address each point systematically

Attach any supporting documentation such as photographs measurements and notes from the site assessment to the RFI

Ensure each piece of supporting information is clearly labeled and referenced in the RFI

Write a brief cover letter to accompany the RFI document

Explain the purpose of the RFI and highlight any urgent or critical questions that require immediate attention

Review the RFI document and cover letter for clarity and completeness

Ensure all questions are clearly stated and free of any ambiguity

Email the RFI document and cover letter to the GC

Ensure you use the correct contact information and request a confirmation of receipt

Record the submission details in your CRM or project management system

Include the date sent the recipient’s contact information and a brief summary of the questions

Set a reminder to follow up with the GC if no response is received within the specified timeframe

Ensure timely follow-up to keep the project on schedule

Once the GC responds review their answers carefully

Clarify any further points if needed and ensure all questions have been satisfactorily addressed

Carefully review the responses received from the GC for your RFIs

Identify any responses that result in changes or additions to the project scope

Document the specific changes to the project scope based on the RFI answers

Include details such as additional work required new materials needed or changes to the project timeline

Draft a PCO that outlines the changes to the project scope

Include a detailed description of the additional work the reasons for the changes and any supporting documentation

Calculate the additional costs associated with the changes to the project scope

Include labor materials equipment and any other relevant expenses

Adjust the project schedule to reflect the changes resulting from the RFI answers

Ensure the revised schedule accounts for any additional time needed to complete the new scope of work

Write a brief cover letter to accompany the PCO

Explain the reasons for the change order summarize the additional scope and highlight any impacts on cost and schedule

Review the PCO and cover letter for accuracy and clarity

Ensure all changes costs and schedule adjustments are clearly stated and justified

Email the PCO and cover letter to the GC

Ensure you use the correct contact information and request a confirmation of receipt

Record the submission details in your CRM or project management system

Include the date sent the recipient’s contact information and a brief summary of the changes

Set a reminder to follow up with the GC if no response is received within the specified timeframe

Ensure timely follow-up to keep the project on schedule

Examine the project scope and identify all materials required for the roofing project

Ensure you have a comprehensive list of materials with specifications

Reach out to multiple suppliers to request current pricing and lead times for the required materials

Ensure you provide detailed specifications to get accurate quotes

Collect and compare quotes from different suppliers

Evaluate the pricing lead times and any additional terms or conditions

Confirm the lead times provided by each supplier

Ensure the lead times align with the project schedule and identify any potential delays

Assess the reliability of each supplier based on past performance references and reviews

Ensure they can consistently meet the required delivery schedules

If necessary negotiate better pricing or lead times with the preferred suppliers

Discuss bulk purchasing discounts or expedited shipping options

Record the verified pricing and lead times for each material

Include supplier contact information quotes and any negotiated terms

Adjust the project budget and schedule based on the verified material costs and lead times

Ensure all changes are documented and communicated to the relevant team members

Identify the specific information needed from the master schedule such as key milestones deadlines and critical path activities relevant to the roofing project

Ensure you have a clear understanding of the project scope and requirements

Write a clear and concise request for the master schedule

Include a brief explanation of why the schedule is needed and specify any particular details you require

Send the request to the GC via email or your preferred communication platform

Ensure you use the correct contact information and address the request to the appropriate person

If no response is received within a few days follow up with a polite reminder

Ensure the follow-up is documented and maintains a professional tone

Once the GC provides the master schedule acknowledge receipt promptly

Thank the GC for their cooperation and confirm that you have received the document

Examine the master schedule to ensure it includes all the necessary details

Identify any potential conflicts or critical dates that impact the roofing project

Distribute the master schedule to internal team members and any relevant subcontractors

Ensure everyone involved in the project is informed and aware of the key milestones

Record the master schedule details in your project management system

Ensure the document is easily accessible for future reference

Ensure all team members understand the master schedule and their responsibilities

Address any questions or clarifications needed to ensure alignment

Set reminders to periodically check for any updates or changes to the master schedule from the GC

Ensure the project team stays informed of any modifications

Examine the master schedule provided by the GC and review the project scope specific to the roofing work

Identify key milestones deadlines and any dependencies that impact the roofing tasks

List all tasks required to complete the roofing work including preparation installation inspections and any follow-up activities

Define key milestones such as start dates completion dates and critical deadlines

Estimate the time required to complete each roofing task

Use historical data and team input to ensure accuracy

Determine the order in which tasks need to be performed

Identify dependencies and ensure tasks are logically sequenced to avoid delays

Assign team members subcontractors and equipment to each task

Ensure resources are available and properly allocated to meet the schedule

Use project management software or tools to create the detailed project schedule

Input all tasks durations dependencies and resources to visualize the project flow

Share the draft schedule with the project team for feedback

Adjust the schedule based on input to ensure feasibility and alignment with the master schedule

Confirm the final detailed project schedule with all stakeholders

Ensure the schedule is clear comprehensive and agreed upon by the team

Document the finalized schedule and distribute it to all relevant parties

Ensure everyone involved in the project has access to the schedule and understands their responsibilities

Regularly monitor the progress of the roofing work against the schedule

Update the schedule as needed to reflect any changes or delays and communicate updates to the team

Gather all available options for the GC’s final selections including colors materials and finishes

Prepare samples or visual aids to present to the GC

Contact the GC to schedule a meeting to review and confirm their final selections

Ensure the meeting time is convenient for both parties and allow sufficient time for decision-making

During the meeting present the available options to the GC

Provide detailed information on each option including benefits durability and any maintenance requirements

Address any questions or concerns the GC may have about the selections

Provide clear and concise answers to help the GC make an informed decision

Once the GC has made their final selections document the choices clearly

Include details such as color codes material specifications and any special instructions

Request the GC to provide written approval of their final selections

Ensure the approval is dated and signed to avoid any future misunderstandings

Update all relevant project documents with the GC’s final selections

Ensure the information is accurately reflected in the project plans and schedules

Inform the project team and any subcontractors of the GC’s final selections

Ensure everyone involved in the project is aware of the details and any specific requirements

Confirm the availability of the selected materials with suppliers

Ensure the materials can be delivered within the project timeline

Record the GC’s final selections and approvals in your CRM or project management system

Ensure the information is easily accessible for future reference

Examine the GC’s final selections and the project requirements

Ensure you have a comprehensive list of all materials and equipment needed for the roofing project

Confirm the contact details and ordering procedures for preferred suppliers

Ensure you have up-to-date information on pricing lead times and availability

Draft purchase orders (POs) for all required materials and equipment

Include detailed specifications quantities and any specific delivery instructions

If necessary seek internal approvals for the purchase orders

Ensure all relevant stakeholders sign off on the orders before proceeding

Submit the purchase orders to the selected suppliers via email phone or online ordering system

Ensure you receive confirmation of receipt from each supplier

Verify the delivery schedules provided by the suppliers

Ensure the delivery dates align with the project schedule and adjust if necessary

Monitor the status of each order to ensure timely delivery

Follow up with suppliers if there are any delays or issues with the order

Inform the project team of the ordered materials and equipment

Provide details on expected delivery dates and any special handling instructions

Examine the project scope and specific requirements that pertain to the subcontractor’s work

Ensure you have a clear understanding of all tasks and deliverables expected from the subcontractor

Prepare a draft of the subcontract terms including scope of work payment schedule deadlines and any special conditions

Include relevant details such as quality standards safety requirements and compliance with regulations

Share the draft terms with the subcontractor for their review

Arrange a meeting or call to discuss the terms and address any questions or concerns they may have

Negotiate any necessary adjustments to the subcontract terms based on the subcontractor’s feedback

Aim to reach a mutually agreeable set of terms that ensures clarity and fairness for both parties

Once the terms are finalized prepare the formal subcontract documents

Ensure all agreed-upon terms are clearly stated and legally sound

Attach any supporting documentation required for the subcontract such as project plans timelines and specifications

Ensure these documents are accurate and up-to-date

Submit the subcontract documents for internal review and approval

Ensure relevant stakeholders sign off on the final terms before proceeding

Send the finalized subcontract documents to the subcontractor for their signature

Include clear instructions on how and when to return the signed documents

Follow up with the subcontractor to confirm receipt of the documents

Address any final questions or concerns they may have before signing

Once the subcontract is signed by both parties document the agreement in your CRM or project management system

Ensure all relevant team members have access to the finalized subcontract and are aware of its terms

List all subcontractors needed for the project specifying their roles and the tasks they will be responsible for

Ensure you have up-to-date contact information for each subcontractor

Examine the project timeline to identify key milestones and deadlines relevant to the subcontractors’ work

Determine the periods during which subcontractor services will be required

Reach out to each subcontractor via email or phone to discuss the project requirements and timeline

Provide details on the scope of work expected start and end dates and any critical deadlines

Ask each subcontractor to confirm their availability for the project dates

Ensure they understand the timeline and can commit to the required schedule

Discuss any potential scheduling conflicts or concerns the subcontractors may have

Work together to resolve any issues and adjust the schedule if necessary

Record each subcontractor’s confirmed availability and schedule in your project management system

Include start dates end dates and any specific timeframes for their tasks

Ensure that the subcontractors’ schedules align with the overall project timeline

Make any necessary adjustments to avoid delays or conflicts

Inform the project team and relevant stakeholders of the confirmed subcontractor schedules

Ensure everyone is aware of the subcontractors’ availability and planned work periods

Set reminders to follow up with subcontractors as the project start date approaches

Confirm their continued availability and readiness to begin work on schedule

Regularly monitor the subcontractors’ progress and adherence to the schedule throughout the project

Make adjustments as needed to address any delays or changes in availability

Ensure the subcontract documents are finalized and include all agreed-upon terms

Double-check that all required sections are complete and accurate

Conduct a final review of the subcontract documents with relevant internal team members

Ensure everyone agrees that the documents are ready for GC signature

Present the subcontract(s) to the GC for signature

Ensure all required sections are signed and dated by the GC

Give the GC a copy of the signed subcontract(s) for their records

Ensure the copies are clear and complete

Record the signed subcontract(s) in your project management system

Include details such as the date of signing and any important notes from the meeting

Store the original signed subcontract(s) in a secure location

Ensure they are easily accessible for future reference

Update the project status in your CRM or project management system to reflect that the subcontract(s) have been signed

Inform relevant team members that the GC’s signature has been obtained

Coordinate with all subcontractors to schedule a convenient time for the pre-construction site meeting

Confirm the date time and location and send out calendar invitations

Draft a detailed agenda covering key topics to discuss such as project scope timelines roles and responsibilities safety protocols and any site-specific considerations

Share the agenda with all subcontractors prior to the meeting

Collect all relevant documents including project plans schedules subcontract agreements and safety protocols

Ensure you have enough copies for all attendees or make them accessible digitally

Arrive early to set up the meeting space at the site

Ensure the area is conducive to discussion and that any necessary equipment (e.g. projectors whiteboards) is available and functioning

Start the meeting by introducing yourself and any other key personnel

Allow each subcontractor to introduce themselves and their role in the project

Provide an overview of the project scope and objectives

Highlight key deliverables timelines and any critical milestones

Clarify the roles and responsibilities of each subcontractor

Ensure everyone understands their tasks and how they fit into the overall project plan

Walk through the project schedule emphasizing start and end dates critical paths and key deadlines

Discuss any potential scheduling conflicts and solutions

Discuss any site-specific considerations such as access points storage areas and any unique challenges

Ensure all subcontractors are aware of and prepared for these conditions

Review the safety protocols and requirements for the site

Ensure all subcontractors understand and agree to comply with these protocols

Determine the types of permits required for the roofing project such as building permits zoning permits or environmental permits

Consult local building codes and regulations to ensure compliance

Reach out to local building departments or permitting authorities to confirm the specific requirements for your project

Obtain information on application procedures necessary documentation and associated fees

Develop a checklist outlining all the permits needed and the corresponding documentation for each

Include deadlines for submission and any special conditions that must be met

Collect all necessary documents for the permit application such as project plans site assessments and contractor licenses

Ensure all documents are accurate and complete

Fill out the permit application forms as required by the local authorities

Ensure all information is accurate and all required fields are completed

Submit the completed permit applications to the appropriate local authorities

Confirm the submission method (e.g. online in-person mail) and retain proof of submission

Pay any required application fees as specified by the permitting authorities

Keep receipts or proof of payment for your records

Monitor the status of your permit applications

Maintain regular contact with the permitting authorities to ensure timely processing and address any issues or additional requirements that arise

Once the permits are issued verify that all information is correct and that the permits cover all aspects of the project

Ensure there are no errors or omissions

Store the approved permits in a secure location both physically and digitally

Ensure they are easily accessible for future reference and inspections

Record the details of the approved permits in your project management system

Include information such as approval dates permit numbers and any conditions or comments from the authorities

Inform the project team that the necessary permits have been procured

Ensure everyone involved in the project is aware of the permit conditions and any related compliance requirements

Conduct a thorough assessment of the roofing site to identify potential hazards

Consider factors such as fall risks weather conditions electrical hazards and material handling

Review relevant safety regulations and standards such as OSHA guidelines for roofing work

Ensure your safety plan complies with all legal requirements

Develop specific safety procedures to address the identified hazards

Include fall protection measures proper use of personal protective equipment (PPE) safe material handling practices and emergency response procedures

Designate safety roles and responsibilities to team members

Ensure each person understands their duties such as safety monitoring first aid and equipment inspections

Create a site layout plan that highlights safety zones access points and equipment storage areas

Ensure clear pathways and emergency exits are marked

List all required PPE for the roofing project such as helmets harnesses gloves and safety glasses

Ensure all team members are aware of the PPE requirements and how to use them properly

Define communication protocols for reporting safety concerns and incidents

Ensure all team members know how to quickly and effectively communicate any issues

Develop detailed emergency procedures for situations such as falls severe weather and equipment malfunctions

Ensure all team members are trained on these procedures and know where emergency equipment is located

Organize safety training sessions for all team members

Ensure everyone understands the safety plan procedures and their individual responsibilities

Document the site safety plan in a clear and accessible format

Distribute the plan to all team members and relevant stakeholders

Ensure it is easily accessible on-site for quick reference

Conduct a thorough assessment of the roofing site to identify potential fall hazards

Focus on areas such as roof edges skylights roof openings and ladders

Review relevant fall protection regulations and standards such as OSHA guidelines for roofing work

Ensure your fall protection plan complies with all legal requirements

Determine the most suitable fall protection systems for the identified hazards

Options may include guardrails safety nets personal fall arrest systems and warning line systems

Develop specific procedures for safe work practices to prevent falls

Include guidelines for using fall protection equipment accessing and egressing the roof and working near roof edges

Designate fall protection responsibilities to team members

Ensure each person understands their duties such as inspecting equipment setting up fall protection systems and monitoring compliance

List all required personal protective equipment (PPE) for fall protection such as harnesses lanyards and anchor points

Ensure all team members are trained on the proper use and maintenance of PPE

Create detailed rescue procedures for situations where a fall occurs

Include steps for safely retrieving a fallen worker and providing first aid

Organize fall protection training sessions for all team members

Ensure everyone understands the fall protection plan the use of equipment and their individual responsibilities

Ensure the installation of fall protection systems according to the plan

Verify that all systems are properly set up and functioning before work begins

Establish a routine inspection and maintenance schedule for fall protection equipment

Ensure all equipment is in good condition and safe to use

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

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

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

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

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

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

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

Organize training sessions for all team members on the communication plan and tools

Ensure everyone understands their roles responsibilities and the importance of effective communication

Regularly monitor the effectiveness of the communication plan and make adjustments as needed

Seek feedback from the team and stakeholders to continuously improve communication processes