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COTNEY CONSULTING GROUP John Kenney

Importance of Project Handoffs Like specialists in every other aspect of construction, roofing contractors must know the importance of a smooth project handoff, so their crew does not get dragged back into a construction project they thought they had completed months earlier. Knowing how your estimator prices a job and how it gets sold is critically important to every project’s success. Without a proper handoff from the office to the field team, expect the potential for costly problems during construction. Miscommunication over the project work scope, incorrect installation methods and budget and cost overruns can lead to a poor handoff. Project managers must know when to coordinate labor and materials to keep the entire crew productive. And they must understand project sequencing or risk holding up other trades and vendors, putting the whole schedule at risk. There can also be billing issues that will throw off the billing schedule from the general contractor. If you find your company struggles with these issues, one of the first steps is to start having job handoff meetings and document the construction process. It requires a lot more than having your estimator dump a set of plans on the project manager’s desk. Without a documented construction collaboration process, you will lose money. Companies that skip these all-important handoff steps usually do so to speed the job along and keep clients happy. This is the time to slow it down and be thorough, so you don’t overlook performing roof work with both quality and profitability. The time you take up front will pay off and avoid a lack of frustration between the roofing team and the general contractor. A proper handoff includes: ■ Planning ■ Preparing a handoff package ■ Great communication ■ A job package These steps will ensure you produce a consistent outcome for customer satisfaction, a quality project and potentially more profit. Before holding your pre-construction meetings, schedule jobs and have your crew in place. Have everyone meet to review the job and give the project manager several weeks to digest it all. Work with your estimator to write a foolproof description of work to go in the job package.

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FLORIDA ROOFING | May 2021

Consider this List for Handoff Meetings 1. Outline each phase and important milestone for the project, including billing. 2. Determine who makes decisions on the job site from your team and from the general contractor. Determine who to call when needed. 3. Have approved submittals, so all stakeholders agree on estimated budgets and when to spend money as the project proceeds. 4. Determine who will be on-site and who will be in charge of work hours, safety initiatives and decisions. 5. Set up payment application deadlines and coordinate work to coincide with those deadlines. 6. Discuss and decide on the process for change orders. Make sure everyone is clear that there are no change orders without written approval from the right person. The process should be designed to be thorough and not necessarily quick. It may require reams of information, which may seem overwhelming. Reach for collaboration software to facilitate communication and limit confusion. It will also help you ensure accountability, workflow and accuracy. Collaboration software allows you to hand off the entire project to authorized users, providing all the information they need to do their jobs. It allows for a smooth workflow, from the estimator providing details to purchase orders and creating an execution plan for the project. Use the same technology to tie your estimate to your budget and billing schedules. You can share drawings from the estimating process, which the project manager can use to create work schedules and checklists. By using a cloud-based software platform, you can access it from anywhere with your smartphone. Start with estimating software to prepare a professional proposal that can be easily transferred to the project management phase. Bringing everyone together through collaboration software, which streamlines the process and cuts

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