You have constructed a new building. The client is there to take a final walk-through before he releases the last payment.
But there’s a problem…
You forgot to bring the contract to check the specs. So, when the client complains about certain paint color or window pane, you don’t have the written specs to cross check with.
Another place displays flaws. You are embarrassed and wish you had done a quick walk-through yourself a week ago to ensure nothing of this kind was there.
For all those, who do not want to live the nightmare should read this article carefully. Some of the best practices are shared here to ensure you a smooth sail while preparing a commercial construction snag list.
Before the Meeting
- Begin With an End in the Mind
We have heard this so many times. It is a part of pre construction snag list. Highly effective people ensure they begin something with the end in their mind. In a construction project, you must know the requirements of the project to be able to complete it. Do not lose the vision at any point in the course of the project. Evaluate it with frequent site inspections. Doing it just at the end creates commotion for all.
- Maintain the Quality All Through
Do not stray from the requirements of the project while preparing a commercial construction snag list. Make sure you have a timetable fixed before the project commences to go for frequent site inspections to fix issues as early as you can. When the problems are noticed late, the fixing can be expensive. Updating the customer for constant feedback will help to tackle a situation where they have a change in their mindset. It is recommended to focus on the quality, work together and evaluate thing every few months.
- Shit happens
Well, this is so true and extends to construction projects too. No one can do anything about it. Just accept it and focus on things you can control and let go of what you can’t. And this is absolutely fine. You cannot do anything about it.
- Be Prepared for the Worst
Things happen unexpectedly. But you should be prepared for it. Do your preparations. Find out the things that can possibly go wrong. Research well and be prepared with the solutions. Keep a copy of the specifications everybody should know their responsibilities and have their own pre construction snag list.
- Scan the Site
A punch list meeting is important. Before preparing the construction contractor snag list, go through the scene before the meeting. Read the specifications again and fix the issues. This inspection will help you in having the insight required for the meeting – what’s finished and what questions might be asked.
During the Meeting
- Be There Before the Time
Nobody likes people arriving late. Arriving late can cause unwanted stress and you may lose focus too. So, be there before the scheduled time. When you are the first person to have arrived on the site, you are calm, composed and prepared to welcome everyone. This kind of professionalism is appreciated by everyone and instills a sense of trust for a snag list outline construction project.
- Go Digital
Time is a constraint. How to save time? Make use of an app and keep a record of your site visit. This is important and can be used while drafting the punch lists and field reports in Excel or Word. Typing notes, sketches, adding photos, annotations, and assignees on floor plans. You may not even like the layout. It’s time to change it. Begin with an app.
For those who still believe they don’t have time to enter all the things on their tablet or phone while visiting the site with other people need to know more about the apps. Writing on a handheld device is faster than using a pen and paper. Those who don’t know how to use an app should start learning now before preparing the commercial construction snag list.
Check the key features you should look for in the app to use for preparing snag list for construction projects:
An app with a variety of features, forms, fields and configurations is definitely tempting, but using it is not. Do not forget that you need just 10% of your core functionalities most of the times. These include a quick way to add an observation (item, snag, deficiency) along with the room number, photo and a sign on a PDF floor plan. With a few functionalities, there are lesser chances of issues, bugs and misunderstandings. The team too will comprehend things easily with lesser frustration.
- Offline Functions
You may or may not have an internet connection all the time. Therefore, make sure a few features of the app you pick can work offline including capturing new observations and photos.
Losing all the observations, reports, snags and photos of the construction site is the last thing you would want in case you break your phone, or it is stolen. A web backend is therefore extremely important where the data is synced. It should also allow more and more colleagues to work on the same project.
The app should be able to work with a variety of devices especially a computer and a desktop. A lot of contractors complain of compatibility.
- Other features
Though the app should be simple, it should have a few essential features including:
- Add construction issue with photos, text, assignees and the due date.
- Filter issues based on the status, assignee, project or category.
- Produce observation lists and PDF reports
- Locate issues on the PDF plan
- Draw and sketch on PDF plans and photos
- Voice to text capability
- Import/export from other systems
- Auto numbering of reports and items
- Sign off the field report and punch list
- Refer the Checklist
By nature, construction projects are complex. Teams of subcontractors and contractors are busy working on different parts at different times with specialists required for getting the job accomplished: engineers, plumbers, electricians, elevator installers, carpenters, window installers, etc. with the level of complexity increases. It enhances the chances of failure as well. Talking of a checklist, it is important not to miss any details in a commercial construction snag list.
- Offer Strategic Favors
When you lend strategic favors, the other party will return the favor too. Let’s understand with an example. The client asked for an out-of-scope adjustment. You agree to it. Now, you have the advantage to incorporate the adjustment at the rate you like (no discounts allowed). Isn’t it win-win situation for you?
- Make Promises you can’t keep
Oftentimes, we make mistakes we can’t keep up with and end up losing the trust of the clients. This is bad for your reputation. The best strategy is to not make a promise you can keep. Be honest. Let the client know the time frame after discussing it with who would be responsible for the job.
After the Meeting: Commercial Construction Snag List
The walk-through is the penultimate step, and the final step is construction punch out list. There are a few things needed after the meeting such as: who will prepare the snag list? Is everyone aware of what needs to be done? Is another meeting required or is the client ready to release the final payment after the items are addressed?
- Draft the Final Report
After the final walk-through, finish the construction contractor snag list and send the final report. It should include everything discussed, and the deficiencies found out. It should be sent to the subcontractors as early as possible. This will help them in understanding the jobs they have at hand and stay focused. The punch list should be easy to understand. Use drawings and photos to illustrate the point.
And do not forget to add these points: site visit date, people present, distribution date, corporate branding, and disclaimer.
- Follow up
Finally, you need to track the things that have been rectified or done and check off from the commercial construction snag list.
Don’t forget to take the lessons from the commercial construction snag list prepared this will help you in not repeating the same in future and save time and energy on the after work.