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

Coordinate with the client and GC to schedule an introduction meeting with the project manager and key team members

Confirm a date and time that works for all participants

Prepare an agenda for the meeting, including key topics such as team introductions, project overview, and role clarification

Share the agenda with all participants at least 24 hours before the meeting

Start the meeting by introducing the client, GC, project manager, and key team members

Provide a brief background of each person’s role and responsibilities

Present an overview of the project, including its objectives, key deliverables, and timelines

Outline the project team structure and communication hierarchy

Clarify the roles and responsibilities of each key team member, focusing on areas of client and GC interaction

Confirm the primary point of contact for each party involved

Establish clear communication channels and confirm the main points of contact for the client and GC

Ensure that everyone understands the preferred methods of communication and reporting frequency

Document key introductions, roles, and communication protocols discussed during the meeting

Distribute meeting notes to all participants for reference

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

Gather and organize all relevant project documents, including plans, drawings, specifications, and client-approved changes

Ensure that the latest versions of all documents are available for review

Schedule a review meeting with key stakeholders, such as the project manager, design team, and client representatives

Confirm the meeting date, time, and agenda with all participants

Review the project plans section by section, focusing on critical areas such as design elements, technical specifications, and construction methods

Confirm that all project requirements are clearly defined and achievable

Cross-check the project plans and specifications against client requirements and relevant regulations

Identify any discrepancies or compliance issues that need to be addressed

Ensure that the project plans align with the current site conditions and constraints identified during the site assessment

Make any necessary adjustments to the plans based on the assessment findings

Document any changes or updates agreed upon during the review meeting and update the project plans accordingly

Obtain client approval on any modifications made to the original plans

Distribute the finalized and client-approved project plans to all relevant team members for implementation

Save the final version of the plans in the project records for reference

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

Break the project into key phases, such as demolition, installation, and final inspection

Ensure each phase includes specific goals and deliverables

Identify critical milestones within each project phase

Set deadlines for each milestone based on project scope

Assign tasks to appropriate team members for each phase

Define the roles and responsibilities for each team member

Estimate the time required to complete each task and milestone

Account for potential delays in critical tasks

Identify dependencies between tasks, such as prerequisite tasks

Address potential bottlenecks early in the planning phase, such as prerequisite tasks

Address potential bottlenecks early in the planning phase

Create a comprehensive project timeline using project scheduling software

Present the schedule to the project team

Confirm that each team member understands their tasks and deadlines

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

Review the client’s preferences and requirements for materials, colors, and other selections based on initial discussions and discovery meetings

Ensure that all preferences are documented accurately

Present the client with a selection of materials and colors that align with their preferences

Provide samples or visual aids to help the client visualize their options

Confirm the client’s final selections for materials, colors, and finishes

Clarify any questions or concerns they have about their choices

Document the client’s final selections in the project records, including material specifications, colors, and any custom options

Include confirmation of the client’s approval in writing or via email

Verify the availability of the selected materials with suppliers

Confirm lead times and any potential delays in the delivery of custom or special-order items

Communicate the client’s final selections to the project team, including the project manager and procurement personnel

Ensure that everyone involved is aware of the client’s choices and any special requirements

Prepare to place orders for the confirmed materials based on the client’s selections

Confirm that all necessary specifications are included in the order documentation

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

Identify all subcontractors needed for the project

Verify that each subcontractor’s scope aligns with the project requirements

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

Review each subcontractor’s proposed schedule for alignment with the main project timeline

Confirm that all work sequences are in the correct order

Confirm each subcontractor’s scope of work, including their deliverables and deadlines

Ensure they understand their responsibilities clearly

Identify and address any scheduling conflicts or overlaps between subcontractors

Adjust timelines and sequences to resolve issues

Obtain written confirmations from subcontractors on their availability and agreed schedules

Document these confirmations in the project records

Assess the proposed scope of work submitted by the subcontractor

Ensure that it aligns with the project requirements, timelines, and quality standards

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

Establish a clear payment schedule based on project milestones or completion percentages

Define specific deliverables linked to each payment phase

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

Conduct a thorough internal review of the subcontract documents

Verify that all project requirements, responsibilities, and legal terms are correctly included

Submit the subcontract documents to the legal team for approval

Address any revisions suggested by the legal team

Present the finalized subcontract documents to the client

Obtain written approval or feedback from the client

Arrange a meeting with the client, GC, and subcontractor to review and sign the subcontract documents

Confirm the date, time, and location of the meeting with all parties involved

Provide copies of the subcontract documents to the client, GC, and subcontractor in advance of the meeting

Encourage them to review the documents thoroughly and prepare any questions

During the meeting, review the key terms, responsibilities, and expectations outlined in the subcontract

Address any questions or concerns raised by the client, GC, or subcontractor

Obtain signatures from all relevant parties, including the client, GC, and subcontractor

Ensure that all required pages are signed and dated correctly

Verify that the individuals signing the subcontract have the necessary authorization to do so

Obtain additional identification or documentation if required for legal purposes

Act as a witness to the subcontract signing if required, and acknowledge the signing date and time

Ensure that all parties have completed the signing process properly

Thank the client, GC, and subcontractor for their time and cooperation in finalizing the subcontract

Confirm the next steps in the project and any follow-up actions needed

Make a complete copy of the signed subcontract agreement

Include any annexes or supporting documents

Check that all copies include required signatures and dates

Ensure no documents are missing from the subcontract package

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

Request an acknowledgment of receipt from the subcontractor

Keep a record of their confirmation for project documentation

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

Review the project scope and legal requirements to identify all necessary permits for construction activities

Confirm specific permit requirements based on local regulations, zoning laws, and project specifications

Gather all required forms, supporting documents, and details for each permit application, such as project plans, environmental reports, and fee payments

Ensure that all forms are accurately completed and signed by authorized personnel

Submit the completed permit applications to the relevant local authorities or permitting agencies

Follow each authority’s specific guidelines for submission, including digital or physical documentation

Monitor the status of submitted permit applications through the relevant authorities or agencies

Set reminders for follow-up actions to ensure that permits are approved within the expected timeframe

Respond promptly to any requests for additional information or revisions from permitting authorities

Work closely with the project team and legal advisors to address any compliance issues or concerns

Once approved, collect the necessary permits and verify that all conditions and requirements are met

Confirm that the permits cover all relevant aspects of the project

Document the approved permits in the project records and communicate the approvals to the project team

Update the project schedule and notify key stakeholders of authorized activities

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

Schedule a meeting with the GC and key subcontractors to coordinate site logistics, such as material deliveries, equipment usage, and site access

Confirm the meeting date, time, and location with all participants

Prepare a site logistics plan that includes key elements such as staging areas, equipment storage, delivery schedules, and waste management

Draft an agenda for the meeting to ensure all key points are discussed

Review and confirm designated areas for material delivery, storage, and staging with the GC and subcontractors

Identify any access restrictions or special handling requirements for specific materials

Discuss equipment usage and scheduling to avoid conflicts between subcontractors, such as crane operations, heavy machinery, and scaffolding

Confirm that all equipment will be available and accessible as needed

Establish protocols for site access, including entry and exit points, visitor controls, and traffic management

Coordinate with the GC to assign responsibilities for monitoring and enforcing these protocols

Confirm waste management and clean-up procedures with the GC and subcontractors, including waste disposal schedules and recycling requirements

Ensure that everyone understands their responsibilities for maintaining a clean and safe site

Document the finalized site logistics plan and distribute it to all relevant parties, including the GC, subcontractors, and the project team

Save a copy in the project records and review it regularly to address any changes

Conduct a detailed inspection of all equipment to ensure it’s in good working order

Record any issues or maintenance requirements

Perform or schedule necessary maintenance and repairs for all equipment

Document completed maintenance tasks and update equipment logs

Arrange equipment based on the sequence of project phases

Ensure that critical equipment is readily accessible for initial phases

Check that all safety features, such as alarms and safety locks, are functioning correctly

Test backup systems for critical equipment

Coordinate transportation for heavy equipment and tools to the job site

Ensure that all equipment is securely loaded and protected during transport

Prepare a detailed inventory list of all mobilized equipment

Include serial numbers, quantities, and assigned team members for each item

Share the equipment mobilization plan with the project team

Confirm that all members understand their roles and responsibilities

Establish entry and exit points for workers and equipment

Implement security measures such as fencing and access badges

Set up temporary facilities like restrooms, break areas, and tool storage

Ensure these facilities are compliant with safety regulations

Clearly mark work zones and potential hazards using signage and barriers

Designate areas for specific tasks, like materials storage and waste disposal

Arrange for temporary utilities, such as power, water, and lighting

Verify that utility setups are safe and adequate for project needs

Perform a walkthrough of the site with the safety officer to identify any safety issues

Address and document issues that need immediate correction

Install environmental protection measures, such as erosion controls or dust suppression

Confirm that all measures are in compliance with regulations

Hold a meeting with the project team to review site readiness

Confirm that all members are aware of their initial tasks and responsibilities

Schedule the final pre-construction review meeting with the General Contractor (GC) and key stakeholders, including project managers, subcontractors, and client representatives

Confirm the date, time, and location of the meeting with all participants

Prepare an agenda for the meeting that includes key topics such as project plans, timelines, safety protocols, and stakeholder responsibilities

Gather all relevant documents, such as project schedules, permits, and safety plans, to present at the meeting

Start the meeting by introducing all participants and outlining the objectives of the pre-construction review

Confirm that everyone understands the purpose of the meeting and the key outcomes to be achieved

Review the project plans in detail, highlighting critical milestones, dependencies, and deadlines

Confirm that the project schedule aligns with the expectations of all stakeholders

Review the site safety plan and any compliance requirements that need to be followed during construction

Ensure that all stakeholders understand their roles and responsibilities related to safety and compliance

Invite stakeholders to ask questions or raise concerns about any aspect of the project, such as logistics, resource availability, or scheduling conflicts

Provide clear answers and document any agreed-upon changes

Summarize the key takeaways from the meeting, including confirmed plans, updated timelines, and action items for each stakeholder

Distribute meeting minutes to all participants and update project records accordingly