Planning and scheduling are critical responsibilities for any general contractor managing a project. Without a plan and schedule in place, there is no direction or specific goals for the project team to advance towards. Maintaining a schedule is crucial to project success and hinges on meticulous planning.
Anticipating Planning Challenges
While defining client requirements, design, budgeting, and procurement are all considered important steps in the project management process, it's how you plan to meet the schedule that carries the most weight. Understanding lead times and market conditions is the initial step. A proper schedule should tie all material deliveries into the base timeline to reflect how each task is affected. Once lead times are determined, the team can then review which items are not feasible if the timing of their arrival creates a delay, or the process required for ordering, such as waiting for field dimensions, creates bottlenecks. A determination can be made on alternative materials can be selected, or what other variables can be altered in order to make certain materials work.
Obtain an Early Release on Submittals
One of the most effective methods to accommodate a predictable long lead item is to obtain an early release on submittals. By the time a contract or project is awarded, the schedule with projected material lead times should be complete and established. If the scheduled ending falls past the desired completion date, proper planning will flag critical items leading any roadblocks, forcing the project manager to determine whether continue with the scheduled material or look for alternatives. In certain cases, the end user will be reluctant to change, as long lead materials tend to be higher quality, custom finishes, or finishes that have been an integral part of the design required from day one. To avoid this issue, implementing an early release and prioritization plan for submittals is an essential strategy.
Choose the Right Subcontractors for the Job
As important as materials selection is the solicitation and selection of the right subcontractors for the project. Specialty subcontractors are critical to making the design a reality and it's not always about who has the best price. Other important factors to consider are their experience in the building and with similar projects, their reputation, proper insurance coverage, and a history reliable delivery. This extends down to the crew the Subcontractor has scheduled for your project.
Staff the Project Management Team to Drive the Project
A General Contractor must also staff their internal project management team with the best team for the specific project. They must consider important factors such as the experience of project manager and superintendents with similar projects, rapport with the building management, and the architects, engineers, and other team members. This is essential, as the general contracting team is responsible for driving all aspects of a project as well as its subcontractors.
Understand the Construction Site and the Parties that Control It
The General Contractor must gain an understanding of the site or building where they will be working along with its logistical issues, even if having previously performed work in a given location. Property management teams or personnel can change along with their standards, requirements, and personal perspectives. It is critical to meet with them ahead of time to establish not only an understanding of the project and schedule, but to build confidence and trust. The General Contractor needs to be aware of their specific site, insurance, and logistics requirements, which has to be factored into the schedule as well.
Be Aware of End-User Factors that Affect Scheduling
The schedule establishes the project duration with the General Contractor contractually tied to meeting this obligation. There are non-construction related end user factors, outside of construction, to consider as a result of meeting deadlines such as planning around lease agreement and imposed penalties for holding over in space past the lease expiration. Few tenants will voluntarily begin paying rent in a leased building before they have complete use of the space. A General Contractor must be made aware of lease terms that need to be planned for.
There are a multitude of factors that affect the schedule and must be considered as part of the planning process, none more important than those that directly affect the client or end user. Plan accordingly!
Chris Holland is the President of ONYX Constructors LLC, a Houston based General Contractor. You can contact him at cholland@onyxconstructors.com.
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