Cleaning Up the Raggedy and Chaotic End of a Project
Why does that last 5% feel like 95% of the work?!
The end of a construction project is where the wheels can really come off, and money and time gets seriously wasted. Everyone is tired and ready to be done, which can lead to lax oversight.
What can be done to make sure that last 3-5% of the project doesn't ruin things?
Turns out, no matter what your role - architect, GC, or owner - there are real, tangible things you can do to help make landing the plane a bit less bumpy:
Keep going with weekly onsite OAC [owner, architect, contractor] meetings. It's tempting to cancel these, bc "there's just not that much to talk about." But without the regular pressure of the meeting, and regular walkthroughs, stuff starts to get missed and deadlines start to slide.
If you’re not having weekly [or at least, highly regular] OAC meetings, you need to start, now. Owners, you’ll need to pay your architect to be there. Don’t skimp on this. GCs, you need to be there. Someone needs to take detailed minutes that go out to the team right after the meeting. This is how grown-up projects are run.
Owners: DO NOT pay in full until the project is actually complete. Your contract should define what "complete" is (substantially complete, punchlist, CO, move in, etc are all important milestones at the end but they're not the same thing).
These milestones and their definitions are defined in the contract. If you’re not familiar with these terms, start with the definitions given in the AIA standard contracts to learn more about what they mean.
Don't neglect the punchlist. The architect should create it, but owners, you need to be part of that process as well. Once you sign off on a punchlist, it's very hard to go back and add stuff later.
On big projects, the punchlist is generated and administered in a project management software like Procore. On smaller projects, this is done by the Architect. We do it in Google sheets, and if you’re interested in a copy, you can download one here.
Don't neglect good CA processes. Everyone is sick of project paperwork - RFIs, submittals, ASIs, ASKs, etc etc - but a year from now you will be verrrry glad you have a good project record, especially of the chaotic last days of a project. Stick to it.
No matter your role, acknowledge and understand that the team is both tired and giddy - everyone loves finishing a project, but it's likely been a slog.
Owners: don't scream at your GC/architect bc something small was missed. Just let them know; they're juggling a lot of little stuff.
GCs: don't check out and neglect the job just bc it's in the "piddly stuff" stage that your guys don't enjoy.
If you’d rather move your super to another job, consider having a “close-out” team that specializes in that last mile of the job, and can bring fresh energy down the stretch.
Architects: don't make dumb last minute suggestions or dawdle with project admin stuff.
No matter your role, find quiet times to walk the site alone. Stuff will jump out at you that you don't see when you're in a big meeting running around the site.
On bigger jobs, make sure the team is assembling an O+M manual (operations and maintenance) so the owner has specs, manufacturer, etc of everything in the bldg. On smaller/resi jobs, the GC should collect all manuals for appliances, etc, and make sure the owner gets them.
Take photos! You likely won't get pro ones done for a while, so snap a few that can be used on your website/social as placeholders for now.
Say thank you, a lot. Construction is hard - for everyone involved - and people in this industry care a lot about doing a good job. Generally. :)
What are some of the most important things from your perspective, that help a project finish strong?
Thanks for reading! Your readership, and support, means the world to me. Please consider becoming a paid subscriber to help support my work!