Using checklists to improve performance.

Airline pilots have long used checklists to make sure that they have covered every single item that they are required to perform. They use them in the preflight checks, all through the trip, special circumstances, and in the shutdown procedure. The reason is that there are so many things to

If this system works for airline pilots, why wouldn't it be a useful tool for construction estimators and project managers? The troth is that checklists do work for our trade as well.

Here are some suggestions for typical checklists.

Looking for the Right Job to Bid

* Form a list of potential jobs

* Check online lists

* Search various publications

* Invitations to bid

* General contractors

* Rate most profitable by type and proximity

Obtaining Plans (Check All Known Sources)

* Online services

* Plan rooms

* General contractors

* Printing services from disk

Receive and Log in Plans

* Log must contain the amount of deposit

* Post the bid date on the job bid board

Develop a File on Each Job

* Folder for depositing related information

* Addenda

* Quotes from suppliers

* Computer files

* Date to start the takeoff to meet deadline

* Look for special provisions in the bid documents

Takeoff Process

* Start a list of items that may need special attention

* Start a list of questions

* List the items needed in the bid process

* Start a list of materials

* Begin calling for prices of those items

* Develop and write down the procedure for the takeoff

Bidding Process

* Make a copy of specifications, addenda, and bid form

* Complete bid form and qualification statement

* Check for other items that may be required

* Log or post bid date changes

* Confirm GC bid list from architect

* Mail or deliver sealed proposals

* Fax or e-mail proposal

* Log job and amount of bid for tracking

Post Bid

* Call for bid tabs

* Send letter requesting bid tab

* Follow-up with required information

* Log in tracking bid results

* If didn't get the job, file, return plans, and request deposit

If Got the Project

* Request intent in writing immediately

* Add project to backlog

* Check for long lead items and make arrangements

Get a Contract

* Check contract thoroughly (send to attorney)

* Request revisions to contract

* Make sure scope is correct

* Double-check schedule

* Return to GC when complete

Begin Developing Job File From Estimate File

* Request schedule and post start date on job board

* Collect additional information for file

* Correct names, addresses, etc.

* Write for owner's ability to pay

* Write and request bonding information

* Send legal notices

* Develop schedule of values

* Develop a list of suppliers

* Order extra sets of plans

* Order P&P bonds and builder's risk policy

* Send and order insurance certifications

* Send MSDS, HazCom, and safety program

* Develop submittals and samples

* Shop drawings, certifications, and mix designs

* Send purchase orders

* Build mockup sample panel

* Check for permit requirements

* Turn around time for shop drawings

Preparing to Mobilize

* Permits, labor agreements, equipment, and rental agreements

* Equipment schedule

* Labor force considerations

* Banking completed

* Bonds and insurance

Develop Foreman's Manual and Book

* Scope from contract

* All job information

* Copy approved submittals

* Copy MSDS, HazCom, and safety program

* Time sheets and journal

* Daily reports and other forms

* Go over job with foreman

Job Set-Up

* List equipment needed

* List materials (including accessories)

* Directions, schedules, and workforce needed

* Develop a plan for building the job

* Double-check resources required

* Milestone schedule points

* Measurable rate of performance

Mobilization

* Notify proper authorities, GC, owner, and civil entities

Tracking and Controlling Schedule

* Daily reports

* Schedule updating

* Notification of changes

* Other considerations

** Sufficient workforce

** Sufficient equipment

** Sufficient material and money

Delays and Interruptions

* Time extension

* Acceleration

* Cost impact of additions (lost of O/P and productivity)

* Weather, strikes, and equipment malfunction

* Change in sequence

* Bankruptcy or financial difficulty

* Additional engineering and/or administration

Completion

* Request for substantial completion

* Substantial completion certified

* Punch list

* Final payment

These are just suggested examples that could be used for developing checklists. You can, and should, develop your own for these and other items. The more detailed the list, the better it is. Using checklists saves you from forgetting items and makes you more prepared for the work ahead.

Develop the checklists and use them. You'll be glad you did.

Ron Willis comes from a family of bricklayers and masonry contractors, working as an estimator/project manager and vice president. His software program for estimating and management--"The Masonry Estimating Wiz"--is a series of Excel spreadsheet-templates tied together into one workbook designed to operate as a unit. He has served as a consultant in court litigations, worked with troubled companies, developed research for legal cases, and served on the board of masonary, associations.

Willis is the owner of Masonry Estimating and Consulting Services (www.meacs.com). He can be reached at 817-822-8595 or ron@meacs.com