Pre-Construction Workflow

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

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

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

Conduct a pre-mobilization inspection of the site to assess its readiness for repair work

Identify and document any potential hazards or issues

Establish clear access routes and safety protocols for the project site

Communicate these protocols to all team members and subcontractors

Set up any temporary facilities needed on-site, such as restrooms, storage areas, or meeting spaces

Ensure that these facilities are safe and accessible

Secure the site perimeter with safety barriers, signage, and fencing as needed

Confirm that all safety measures comply with local regulations

Prepare designated areas for storing materials and equipment on-site

Ensure that storage areas are secure and clearly labeled

Conduct a site safety briefing with the project team to review safety protocols, emergency procedures, and assigned responsibilities

Address any questions or concerns raised by the team

Confirm the site’s readiness for repair work with the project manager

Obtain final approval to begin mobilization and repair activities

Reiterate the project scope and primary objectives to the team

Ensure all members understand their roles and responsibilities

Verify that all required permits have been obtained and are up to date

Review compliance measures and documentation

Reaffirm safety guidelines and protocols with the team

Highlight quality standards and inspection processes

Check the availability of materials, equipment, and personnel for the project start date

Address any resource-related concerns

Go over the established communication plan, including reporting schedules and emergency contacts

Confirm that all team members are clear on communication channels

Assign the first set of tasks to team members based on the project schedule

Provide any necessary resources or support for task completion

Allow team members to ask questions or raise concerns

Document any key issues or action items for follow-up