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

Determine a suitable time for the client introduction meeting

Confirm availability of key team members

Create a document that introduces each key team member and their role

Include brief biographies and areas of responsibility

Begin with introductions of each team member

Highlight their specific contributions to the project

Discuss client expectations for communication and project updates

Set a cadence for regular meetings and touchpoints

Provide direct contact information for the project manager and client liaison

Confirm preferred contact methods and times

Allow time for the client to ask questions

Note any specific client concerns for further action

Summarize key actions and upcoming meetings

Reiterate project goals and objectives

Review the client’s initial report and concerns about storm damage, including any photos or notes provided

Confirm the key areas to inspect based on the client’s feedback

Prepare the necessary assessment tools, such as cameras, measuring devices, and inspection forms

Ensure that all team members are clear on their roles during the inspection

Conduct a visual inspection of both exterior and interior areas affected by the storm

Look for visible signs of damage such as missing shingles, leaks, water stains, or structural damage

Take detailed notes and photos of all damage observed during the inspection

Ensure that photos are labeled and organized according to the areas inspected

Assess the structural integrity of the affected areas and identify any potential safety risks

Use appropriate tools and techniques to evaluate the severity of the damage

Check for hidden damage and secondary issues such as mold, weakened supports, or compromised insulation

Document any findings that require further inspection or follow-up

Communicate preliminary findings to the client, explaining the severity and potential impact of the damage

Offer initial recommendations for repairs or further evaluation

Go through the initial project plans and specifications in detail

Verify that all project elements align with the client’s expectations

Review the list of materials and their specifications

Ensure all materials meet quality standards and project requirements

Cross-reference final plans with client feedback or adjustments

Identify any discrepancies or updates needed

Confirm that plans adhere to all relevant codes and regulations

Document any required permits or compliance checks

Share finalized plans with the project manager and lead foreman

Confirm understanding of key details and deadlines

Present the finalized plans and specifications to the client

Obtain formal approval and document their acceptance

Distribute the approved plans to all relevant stakeholders

Confirm that each stakeholder has the latest version of the project plans

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

Review the client’s initial preferences and selections for materials, colors, and finishes, as documented during previous meetings

Confirm that all preferences are accurately recorded

Present the final material and color options to the client, including samples or visual aids to help them make informed choices

Highlight the benefits and features of each option

Discuss any concerns or changes in preferences expressed by the client regarding the materials or colors

Offer alternatives or suggestions based on their feedback

Confirm the client’s final selections for materials, colors, and finishes, documenting their approval in the project records

Obtain a signature or written confirmation if required

Update the project plans and specifications to reflect the client’s final selections, ensuring that all changes are accurately documented

Confirm that all team members are informed of these updates

Communicate the client’s final selections to the suppliers and the project team, confirming that all orders and preparations align with the updated specifications

Verify that everyone is clear on these changes

Document the client’s final selections and approvals in the CRM, including any related correspondence or approvals

Ensure that all records are 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

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

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

Prepare the final subcontract document for the client’s signature, ensuring that all necessary sections are complete and accurate

Include a summary of key terms if needed

Schedule a meeting with the client to review the finalized subcontract and obtain their signature

Confirm the meeting date, time, and location with the client

Review the key subcontract terms with the client, focusing on the scope of work, payment schedule, and any contingencies

Address any client questions or concerns in real-time

Guide the client through the signing process, ensuring that all required signatures are obtained in the correct locations

Verify that all parties are aware of their responsibilities

Confirm that the client’s signature has been obtained on all necessary sections of the subcontract

Double-check that all documents are properly signed and dated

Document the signed subcontract in the project records, updating the project status to indicate contract completion

Store digital and physical copies securely

Notify the subcontractor that the client has signed the subcontract, confirming that all parties are in agreement

Provide the subcontractor with a copy of the signed document

Prepare a complete copy of the signed subcontract for the subcontractor, ensuring that all pages are properly formatted and legible

Include a cover letter summarizing key terms if needed

Confirm the subcontractor’s preferred delivery method for receiving the signed subcontract, such as email, postal mail, or secure portal

Verify the subcontractor’s contact details and delivery address

Deliver the signed subcontract to the subcontractor using their preferred delivery method

Send a confirmation message once the subcontract has been delivered

Confirm that the subcontractor has received the signed subcontract and offer to review it with them if they have any additional questions

Provide contact information for follow-up inquiries

Document the delivery of the signed subcontract in the CRM, including the delivery method, date, and subcontractor confirmation

Update the project status to reflect contract finalization

Store copies of the signed subcontract in the project records, both digitally and physically

Ensure that access is restricted to authorized personnel only

Communicate the contract delivery status to the project team, confirming that all parties are in agreement

Assign next steps or tasks as needed

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

Submit all required permit applications to the relevant regulatory authorities

Include all supporting documents and pay necessary fees

Regularly monitor the status of each submitted permit application

Document all updates in a central tracking system

Proactively follow up with regulatory authorities to address any pending issues or delays

Respond promptly to any requests for additional information

Collect all approved permits and verify their validity

Confirm that each permit includes correct project details and approval dates

File copies of the approved permits in the project records

Distribute copies to key stakeholders such as the project manager and site supervisor

Schedule a meeting with the assigned insurance adjuster to discuss coverage details, project scope, and key considerations

Confirm the date, time, and format of the meeting

Prepare all necessary project documentation, including the damage assessment report, photos, cost estimates, and any previous correspondence with the client

Ensure that all information is complete and organized

Review the coverage details and any limitations or exclusions outlined in the client’s insurance policy with the adjuster

Clarify any ambiguous points or terms to ensure full understanding

Confirm the extent of coverage for key project components, such as materials, labor, and potential contingencies

Discuss any additional coverage options or endorsements if needed

Address any concerns or questions raised by the insurance adjuster, providing clear and detailed explanations

Offer to provide additional documentation or information if required

Document the agreed coverage details, including any limitations or conditions, in the project records and CRM

Confirm that all team members are aware of the coverage specifics

Communicate the confirmed coverage details to the client, ensuring that they are fully informed of the insurance provisions and any limitations

Provide a summary of the key points discussed

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

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

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