Pre-Construction Workflow

Review the client’s preferences and project scope gathered during previous discussions and inspections

Confirm that all key details, such as material choices, maintenance tasks, and scheduling preferences, are accurately documented

Prepare a summary of the client’s final selections, including the maintenance scope, schedule, materials, and any additional services requested

Organize the summary into a clear and concise format for easy client review

Schedule a meeting or call with the client to review and confirm their final selections, ensuring that all key stakeholders are present

Confirm the meeting date, time, and agenda with the client and project team members

Review the summary of final selections with the client, highlighting key points such as material choices, project phases, and scheduling details

Invite the client to ask questions or request last-minute adjustments if needed

Obtain the client’s formal approval of their final selections, either through a signed document or digital acknowledgment

Confirm that all approved selections are clearly documented in the project records

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

Communicate the client’s final selections to key team members, such as the project manager, procurement team, and quality control personnel

Ensure that all personnel involved are aligned with the client’s preferences and project requirements

Review the material and equipment requirements based on the client’s final selections, ensuring that all necessary items are identified and specified

Confirm quantities, specifications, and quality standards for each item

Contact approved suppliers to obtain quotes and confirm the availability of the required materials and equipment

Verify that suppliers can meet the project’s delivery schedule and quality standards

Compare quotes from multiple suppliers to ensure competitive pricing and reliable lead times

Select suppliers based on factors such as price, quality, reliability, and past performance

Place orders for the required materials and equipment with selected suppliers, providing clear instructions for delivery schedules and special handling requirements

Confirm that all orders include accurate quantities, specifications, and delivery addresses

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

Set up delivery schedules with suppliers, coordinating delivery dates and times to align with the project’s timeline and work phases

Confirm that suppliers understand the delivery requirements and deadlines

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

Review the delivery schedules provided by suppliers for all ordered materials

Confirm that the delivery dates align with the project timeline and client expectations

Communicate the confirmed delivery schedules to the project team, including the project manager and site supervisor

Ensure that all team members are aware of key delivery dates

Coordinate with suppliers to schedule on-site deliveries at specific times

Confirm that delivery vehicles have clear access to the site and appropriate unloading areas

Verify that each supplier is committed to meeting the agreed-upon delivery dates

Request updates or confirmations from suppliers as needed

Plan for the storage and security of delivered materials on-site

Identify secure storage areas and assign personnel to manage and monitor inventory

Prepare contingency plans in case of delays or delivery issues

Identify backup suppliers or alternative materials if necessary

Record all delivery schedules and updates in the project records

Monitor delivery status regularly and communicate any changes to the project team

Identify key maintenance phases and tasks based on the project scope, client requirements, and inspection findings

Ensure that each phase is clearly defined and aligned with the client’s expectations

Break down each maintenance phase into specific activities, identifying dependencies between tasks to establish a logical sequence of work

Assign responsibilities for each activity to the appropriate team members

Estimate task durations based on historical data, industry standards, and project requirements

Allocate resources such as personnel, equipment, and materials to each task to ensure smooth execution

Establish critical paths and buffer times for key tasks to minimize risks of delays or disruptions

Identify high-risk areas that could impact the schedule and develop contingency plans

Create a visual maintenance schedule using project management software, such as a Gantt chart or task board, to map out task sequences, dependencies, and timelines

Confirm that the schedule is clear and easy to understand for the team

Review the detailed maintenance schedule with the project team to confirm its feasibility and accuracy

Make necessary adjustments based on team feedback to ensure that the schedule is realistic

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

Compile the draft maintenance plan and checklist, including key tasks, timelines, safety protocols, and quality control measures

Ensure that the plan aligns with the client’s requirements and project specifications

Review the plan and checklist with key team members, such as the project manager, safety officer, and quality control personnel

Confirm that all tasks are accurately defined and assigned to the appropriate personnel

Verify that the maintenance plan and checklist comply with safety and quality standards, such as OSHA regulations, industry best practices, and company policies

Address any discrepancies or issues identified during the review

Confirm that the maintenance plan and checklist align with the client’s requirements and expectations, including specific preferences, deadlines, or material selections

Adjust the plan as needed based on client feedback

Finalize the maintenance plan and checklist, ensuring that all key elements are clearly documented and ready for distribution

Use clear formatting and language to facilitate understanding by all team members

Distribute the finalized maintenance plan and checklist to the project team, including digital and physical copies if needed

Confirm that each team member understands their responsibilities and deadlines

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

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

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

Conduct a site walkthrough with key team members to assess preparation needs, such as clearing debris, securing access points, and setting up temporary facilities

Identify any potential hazards or logistical challenges that may impact maintenance work

Establish perimeter fencing around the work area to control access and ensure safety

Place signage indicating restricted areas, entry points, and safety guidelines for workers and visitors

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

Confirm designated material storage areas on-site, ensuring they are secure, organized, and easily accessible for the maintenance work

Implement security measures, such as locks, cameras, or guards, to protect stored materials and equipment

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

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

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

Schedule the pre-maintenance review meeting with key team members, such as the project manager, crew leads, safety officer, and client representative

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

Prepare and distribute a meeting agenda that outlines key topics, such as project scope, safety protocols, material readiness, and equipment mobilization

Share the agenda in advance to allow participants to prepare relevant information

Review the maintenance plan and schedule in detail, confirming key tasks, timelines, responsibilities, and potential risks

Ensure that all team members understand their roles and the sequence of activities

Discuss safety measures and risk mitigation plans, highlighting critical safety protocols and emergency procedures

Confirm that all team members are aware of the safety requirements and their responsibilities

Address any last-minute concerns or changes to the maintenance plan, such as adjustments to the schedule or additional client requests

Confirm that all changes are documented and communicated to the relevant team members

Confirm that all necessary materials and equipment are ready for mobilization, with delivery schedules aligned with the project timeline

Verify that the logistics and staging areas are prepared for incoming materials

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