If you’re not in construction, you might assume that projects start with bulldozers, front loaders and cranes rolling onto the site. Although this equipment may be used, preconstruction must take place before you break ground.
As the name implies, preconstruction is the phase that occurs before the build, and it’s critical to the success of the construction project. As with everything in construction project management, there’s a process, meetings, checklist and more. But first, let’s start with a definition.
What Is Preconstruction?
The preconstruction phase in construction project management refers to the preliminary planning and engineering services that the construction company implements before construction begins. The company starts by defining the project and identifying risks. This phase also includes planning and scheduling the scope and cost estimation by analyzing the job’s needs.
Preconstruction is important but so is having the right tools to create a schedule, assemble a team and develop a budget. ProjectManager is construction project management software that helps you plan your build so you can see if it’s worth pursuing. Our interactive Gantt chart helps you estimate costs, plan resources and organize tasks on a timeline. You can filter for the critical path and set a baseline to track project variance in real time to keep you on track. Get started with ProjectManager today for free.
Why Is Preconstruction Important?
The main reason for preconstruction is to ensure that you’re doing the due diligence before you start building. Without preconstruction, you can lose money and people can get hurt. This construction phase also helps persuade your client about the feasibility of the project but it can also have the opposite effect if the project is too expensive or not viable for other reasons.
If the client and the contractor agree to the job, that’s when the process starts. The constructor begins by providing the client with a cost and schedule for the construction project. The preconstruction phase offers the construction team a clear outline of their roles and responsibilities as well as an outline of the work to be done. The client learns what they need to do and how much it’s going to cost.
The price for this phase depends on the type of job, location of the site and the scope of the project. However, as stated above, the client can end the project before construction begins in earnest if they’re not satisfied. While it might be disappointing to do the due diligence and then not go forward with the project, it’s a lot less costly than abandoning the project as it’s being executed.
Key Steps in the Preconstruction Process
Even though the preconstruction phase is abstract, it’s still practical. You need to have real people collaborating in real time to create proper estimations, designs, schedules and budgets. The activities that make up the preconstruction phase might not be done on-site but they require the same collaborative fabric that knits together a skilled crew. Having the right software will connect the different departments involved and allow it to run more smoothly. That process can be broken down into the following activities.
1. Project Feasibility Study
Start with a feasibility study, which is a comprehensive assessment of the proposed construction project. The main goal of a feasibility study is to assess whether the project is worth pursuing in terms of finances, technicality and from a market perspective. It helps uncover potential issues that could arise and guides decision-makers as to whether the project should continue as is, be modified or be abandoned altogether.
2. Construction Site Inspection
If the project is feasible, next comes the construction site inspection as part of the preconstruction planning process. It’s an overview of the site’s challenges and possibilities. For example, physical characteristics of the site are factored in such as the topography and any existing structures. Environmental factors and regulatory factors are also accounted for in addition to infrastructure and access.
3. Design Development
The design development phase is next; it’s an important phase that helps bridge the gap between the conceptual design and the final construction documents. In this stage, the engineering and architectural teams will work together to add more details to the initial ideas so it is more buildable. For example, they may add detailed architectural plans such as the materials and finishes or coordinate with consultants so the entire design is integrated. This helps reduce the risk of delays, cost overruns and change orders.
4. Construction Permits and Regulatory Approvals
This is an essential part of preconstruction as permits and regulatory approvals ensure construction projects comply with health, safety and environmental regulations. These standards are in place to protect the building’s occupants and ensure the project aligns with local zoning laws and building codes. Keep in mind that the specific types of permits and approvals needed will vary depending on the nature of the project.
5. Project Scope Definition
The project scope defines what you want to accomplish and the requirements around the space, schedule and level of finishes to achieve your project objectives.
6. Construction Scheduling
At this point, it’s time to plan and organize the sequence of events in a construction project. All tasks should be broken down into smaller, more manageable tasks such as site preparation, framing, plumbing, etc. Task durations should also be estimated using labor availability, material delivery times and any potential challenges. Preconstruction scheduling is significantly easier with preconstruction software as tools like the Gantt chart can map everything on an easily accessible timeline.
7. Construction Estimating and Budgeting
Concurrently with the other two activities is the process of estimating the costs and prices associated with the project. The findings of the quantity takeoff will be part of the financial forecast, but it must also consider labor, equipment sourcing and rentals. This estimate will help in the creation of a final budget for the construction project.
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Construction Budget Template
Use this free Construction Budget Template for Excel to manage your projects better.
8. Material Takeoff
While you’re tailoring the construction plan to make sure it’ll work, estimators on the project are working on forecasting what and how many materials are needed for the project. During that process a material takeoff should be conducted to ensure every material that will be used is quantified and sourced, delivered and worked into the project timeline.
When it comes to project materials, factor in a long lead time to ensure that they’re on hand when needed during the project. This means you must know what materials and equipment you need and how you’ll get them on time.
9. Bidding Process and Contractor Selection
Now that you have estimations for the project, you’ll start determining who to partner with for the upcoming construction in terms of a general contractor and subcontractors. This activity is sometimes done before estimates are completed, but either way, the bidding process is key to determining what your final budget and schedule will look like. Competing firms will submit their bids or tenders by estimating their costs and the general contractor will see which best fits their needs and financial commitments.
10. Project Team Assembly
The project team is made up of subcontractors and other workers who will execute the project plan. The general contractor will bid for subcontractors who understand the project and have time in their schedule that fits with the construction schedule.
11. Preconstruction Meeting
Every construction project has a preconstruction meeting to help properly scope the project with clear specifications and quality requirements. Preconstruction meetings help ensure that subcontractors are fully informed of the building plans to avoid expensive rework during the build. This helps reduce cost overruns and delays.
In order to have an efficient preconstruction meeting that communicates the project’s needs without wasting time, an agenda should be created. The agenda outlines the main points of the meeting and acts as a guide to keep the meeting on track.
The preconstruction meeting, similar to a project kickoff meeting, helps tie up loose ends and should be open to questions. There could be a document that’s missing or participants will want to confirm what they think is correct about a certain topic.
Having documentation to review on hand is important when conducting a preconstruction meeting. You’ll want to have a project contract that outlines everyone’s responsibilities and methods used to manage the project. The design is another crucial document to have such as renderings and blueprints. You’ll want to have the schedule handy in addition to the safety plan, site plan, quality plan and communication plan.
The preconstruction process is overseen by the preconstruction manager. Let’s learn more about this important role.
What Does a Preconstruction Manager Do?
A preconstruction manager plays a key role in how successful a construction project is before ground is even broken. They help plan and coordinate all of the activities that take place before construction begins, such as developing detailed project budgets, creating a realistic project schedule, selecting subcontractors, identifying and minimizing risks and controlling costs. They are the center of all communication and can set the stage for project success before it officially begins.
Preconstruction Checklist
The preconstruction phase of a project is complicated; you’re outlining everything needed to run a smooth construction project which is already a highly choreographed dance between people, equipment and materials.
We’ve collected the main documentation and other outputs of the preconstruction phase which is planned by the client, design team and construction partner.
- Project Description: The project description is the design plans for the size, layout, character, quality, building materials and systems for the project, as well as any other essential details. This leads to the development of the construction plan that’s broken up into phases and a schedule.
- Scope of Work: The scope of work document outlines the project’s tasks, deliverables and responsibilities. It details what will be done, how it will be done and by whom.
- Construction Schedule: The construction schedule acts as a roadmap that includes the sequence and timing of all tasks in a construction project.
- Construction Budget: The construction project budget is devised by the design and construction teams who determine the costs involved in the construction project, including alternative solutions.
- Construction Plan: This document outlines the scope of a construction project from initial planning to completion. Construction plans include the project’s purpose, objectives and key deliverables.
- Design Documents: During preconstruction, the design documents are detailed drawings, specifications and other information that help act as the blueprint for the entire project. They provide information to stakeholders, contractors, engineers, architects and builders.
- Site Survey Report: This construction document offers a detailed and accurate assessment of a specific location picked out for a construction project. It helps develop a realistic construction schedule and plan.
- Bill of Quantities: A bill of quantities is an important project document that’s created during the preconstruction phase. It describes in detail the materials and labor that will be required during the construction phase. It should itemize materials and indicate their unit of measurement quantities required, among other details.
- Procurement Schedule: In preconstruction management, the procurement schedule outlines the project’s timing and sequence of activities involved in getting the right materials, equipment and services for the project.
- Project Communication Plan: Project communication is key to a successful preconstruction phase right through to the project completion. This is done by creating a communication plan that’s accessible and reliable for everyone involved in the construction project. The better the communication during preconstruction, the better the project.
- Permits and Inspections: Licensed contractors complete projects by the book, which means meeting code regulations, pulling permits and having the work inspected for compliance. Preconstruction thoroughly assesses risks and what could be done to mitigate them, including evaluating the construction site and understanding the permit and inspection requirements before starting.
Construction Budget Template
This construction budget template allows you to estimate the costs of your project tasks during the preconstruction phase and compare them against the actual costs of your project once it’s the construction phase begins so you can determine whether your project is over or under budget.
We offer a variety of free construction project management templates for Excel you can use to manage all aspects of your project.
ProjectManager Helps With Preconstruction
To accomplish all of your preconstruction goals, rely on construction project management software such as ProjectManager. Our software helps you estimate costs, onboard subcontractors and collaborate to keep everyone connected regardless of where or when they work.
Use Multiple Project Views
Preconstruction requires the coordination of different parties to figure out the details needed to execute the construction project, but not everyone uses the same tools. Our software lets you choose the tool you’re comfortable with including our dynamic Gantt charts or sheet views. There are also kanban boards, list and calendar views for subcontractors that need to focus on their tasks. Whatever view you use, it updates in real time and acts as one source of truth. This means everyone is always seeing the same live data.
Stay Connected With Collaborative Tools
Collaboration is critical. If you’re not able to connect the diverse groups who need to come together to deliver a successful project, you’ve failed before you begin. Our online software ensures that everyone can always work together even if they’re working from different sites. Comments can be posted to tasks that trigger email and in-app alerts. Anyone on the project can tag team members to bring them into the conversation. Plans and files are easily shared, and our tool has unlimited file storage to act as a centralized hub for all project documentation and drawings.
Once you move from preconstruction to construction, ProjectManager is already set up and ready to help keep you on schedule and within budget. Our real-time dashboard gives you a high-level view of six project metrics—no setup required. One-click customized reports dive deeper into project data and can be shared to update your client. We even have workflow automation to streamline your processes with task approval settings so only those authorized can change the status of a task. We’re your one-stop shop for all your construction needs.
ProjectManager is award-winning construction project management software that connects you to your crew while helping you plan, monitor and report on the progress and performance of your job. Real-time data allows you to make more insightful decisions. Resource management tools keep teams working at capacity. Timesheets are secure and track time on tasks. You can see why teams as diverse as those from NASA, Siemens and Nestle have chosen our software to deliver success. Get started with ProjectManager today for free.
