When a property goes under construction, many tend to find themselves in uncharted territory. Prepare for your next big project well in advance and identify the keys steps to take beforehand to ensure that your property is up and running as swiftly and smoothly as possible.

Identify Your Goals

So, you want to start a repair, remodel, expansion, or even build a new property. It can be easy to get lost in the land of never-ending options when facing a new project. Take a step back and focus on the big picture first. Identify the main goals of the project, the rough timeline, the scope of work, and how much disruption is allowable for the property and its tenants.

Begin identifying potential service providers to partner with and see if their expertise aligns with the work you need done. Research different examples of the work that you would like done to get a general idea of how things will play out. Find stand-out examples of your desired outcome to present to potential vendors so that you all are on the same page when mapping out a plan together.

Utilize your network at this step. Reach out to other industry professionals and connect with those who have undergone similar projects at their properties. What did they learn along the way? What roadblocks did they run into, what helped their project run smoothly, what qualities did they look for in vendors, and how can this knowledge assist you? If your network includes service providers with which you have trustworthy relationships, get their insight on the project and see if they have recommendations as well. As we will identify later, successful projects are rooted in effective communication, so having that in place already can give you a head start.

Assess Your Budget

Before any project can begin, the property must identify a budget. Lay out the plans regarding what needs to be done, what the budget allows for, and how much wiggle room exists in case you run into any snags while working.

Begin reaching out to vendors to build your construction team. Identify which companies offer the services that you need and compare pricing based on expertise, communication flow, timeline, and experience.
Work through the logistics of billing, contingencies, materials, labor costs, and permits.

“Before assessing your budget for an upcoming project, it’s important to have a conversation with the client so you can understand their specific needs. If the project is a tenant build-out, you will want to discern how the tenant operates day-to-day so you can tailor their space for them and anticipate their needs. From there you can reach out to your vendors to build an efficient project team that will work with you to meet the client’s needs. I recommend having preliminary meetings with your construction team to discuss the necessary details that are needed for creating an RFI or RFP. Taking this organized approach will be the first step in accomplishing a successful outcome,” explains Amanda McCallum, Senior Property Manager with Lincoln Property Company.

A Request for Information (RFI) is typically the initial step in the procurement process. RFIs are used to gather information and gain insight into potential services or products.
An RFI is an exploratory tool to better inform a property of the capabilities and expertise of prospective vendors.

A Request for Proposal (RFP) is a formal invitation for vendors to submit detailed proposals outlining their solution or approach to fulfilling a specific need or requirement. Unlike RFIs, RFPs are more detailed and specific, providing vendors with comprehensive information about the project scope, objectives, evaluation criteria, and contractual terms.

Using RFIs and RFPs aid tremendously in the procurement process. For more information on RFIs and RFPs, visit Amanda’s recent article “Invitation for Bid: Understanding the Difference Between a Request for Information and a Request for Proposal.”

Plan it Out

Now that you have identified your goals, your budget, and your service provider, it’s time to create a detailed project plan. Having a well-organized framework in place sets the foundation for successful execution.

Schedules, Deliverables, and Expectations

Your project plan should include key performance indicators (KPIs) to measure success and progression throughout the construction process. Identify what goals should be tracked and how their success will be measured. As you flow through the process, you can then gauge how your expectations are being met.

Monitor performance and evaluate if it measures up to expectations throughout the process rather than waiting until it’s too late to make changes.

Create a schedule based on the vendor’s capabilities and your timeline expectations. Map out when different phases of the project should be completed by and expected status at different points in the timeline.

Keep Open Lines of Communication

Open and ongoing communication is essential to any project, especially major construction projects. Talk through and agree upon the best way to communicate with your service provider before any construction begins. This can include email, a different communication platform, emergency and non-emergency phone numbers, or check-in meetings.
Additionally, agree upon what timely communication looks like for the both of you. If there are reasons for which you won’t be able to receive responses as soon as you would prefer, identify why and what is reasonable for both of you. Have backup contacts on both sides in case of emergencies as well. If you are unable to be contacted, what is the next step in decision making? If possible, you can identify another team member to make quick decisions on your behalf. If all decisions must have your sign off before proceeding, communicate that as well.

Document It All

If changes to the contract need to be made between you and your service provider throughout the construction process, ensure that all changes are documented in writing. The easiest practice of this could include sending emails regarding changes and utilizing phone calls or in-person chats for the purpose of follow-up or emergencies. Construction can often become chaotic, and the many moving parts associated with a big project can result in terms of agreement getting lost.

Changes to pricing of materials or labor, construction time, transactions, and delays must all be accounted for. Indicate both the reasoning and the new plans moving forward in your documentation. Store everything in a safe and secure location, ideally backed up digitally for easy and protected access if needed.

Laying the groundwork down in advance for extensive projects is the most important part of ensuring success. Now that you have your pre-construction plan in place, you can move into the execution phase confidently. As you move through the completion of your project, refer to your planning documents and agreements to ensure consistency and progression.

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