The easiest phase of any construction project to overlook and under prepare for is usually said to be the closeout phase, and we aren’t going to disagree. By the time of project closeout, the initial energy of the project has long since been transferred to the project’s materialization, and the team may be tired, distracted, and ready to move on to the next project. But this tendency doesn’t have to spell disaster if you’ve prepared correctly; with the proper preparation, your project can continue to run smoothly and efficiently all the way through to the end without losing steam (and valuable time and money). Let’s look at the common mistakes project managers make to delay and muddy up the closeout phase.
1. Not Beginning with the End in Mind
This mistake has the power to completely derail any project, commercial construction or otherwise, causing endless frustration and hassle that can easily be avoided with the proper preparation. It seems almost too simple to mention, but nonetheless, it is a mistake that many construction businesses must remember, and this is it: Keep ALL of your paperwork organized and updated from the very beginning of any project. Without absolute attention to meticulous record-keeping and organization, you can expect delays and scrambling at the end of the project when you’re trying to locate necessary information, including changes, approvals, invoices, warranties, and as-built drawings. All relevant documentation should be easily accessible as well. With some forethought, you can save yourself a lot of time, potential disputes, and misunderstandings.
2. Not Learning from Past Mistakes
All commercial builders (and indeed anyone) can benefit from formally reviewing a project, taking note of what worked and what didn’t, and learning from any mistakes or successes. Inevitably, some things don’t go as planned, and valuable lessons are often contained within these deviations from the initial plan. Getting everyone from builders to the general contractor to weigh in and determine how to improve with every project is a good idea. A complete and carefully executed project review ensures you continuously learn and improve your processes.
3. Allowing Premature Project Closeout
Rushing to close out a project without addressing all outstanding issues will inevitably lead to delays and disputes. Give everything from proper site clean-up to thorough quality control and inspection the necessary time and attention so that you won’t have to reevaluate later if a problem arises. Of course, this includes ensuring that all the required permits have been obtained and all inspections are complete. Of course, project closeouts have many other pitfalls, but these are some of the most common and potentially costly in the long run. Starting with a well-defined project closeout plan, clear communication, and dedication to overseeing the closeout process is essential. Regular checklists, thorough documentation, and attention to detail can help ensure a smooth and successful commercial construction project closeout.
