Regarding long-running construction projects, few of us remember how they started, but we all remember how they ended. The final impression you leave on an owner is just as important as your first impression—especially when you hope to earn repeat business. A smooth and successful project closeout should be the goal from day one. You can speed up the project closeout by taking a few simple steps.
Project closeout tasks
The closeout stage of a construction project involves tying up a lot of loose ends. Some of the key steps of this stage:
- Make sure all change orders and punch lists have been completed
- Confirm that you satisfied all legal requirements and statutory claims
- Complete all inspections to obtain your certificate of occupancy
- Document that all work outlined in the contract documents has been completed and conforms to the plans and specifications
- Review any final client notes, making sure you have completed all requests
- Compile all guarantees / warranties, owner’s manuals and cut sheets
- Complete the final pay app
These are deceptively complex steps. Their success relies on forethought and daily attention throughout the course of the project. Doing so will speed up the closeout process, and increase your profitability.
Setting up a successful project closeout
The most important effort you can make to make sure an effective project closeout is to have your eye on the finish line from day one. Gathering the financials, finalizing documentation, resolving change orders, and other related closeout tasks can be hugely time consuming. Many contractors wait until they are in the final phases of their project to start thinking about, and planning for, the closeout steps. Using construction management software to track and manage your projects will greatly reduce the time your team spends closing out a project. If you start planning for your closeout at the beginning of your project, you’ll avoid delays and overages.
Creating a project closeout checklist before you even break ground can be very helpful. Include details like targeted dates for specific actions (such as returning machinery and equipment, site clean-up, inspections, billing, etc) and identify people in charge of specific closeout action tasks. This way, everybody knows from the beginning what the expectations are for the closeout process — and their part in getting it done. Use the document to inform your team throughout the project, and maintain accountability for each person’s tasks along the way. When the profit margins are realized, you’ll be able to track that the steps you took at the start of your project directly impacted the efficiency of your closeout process.
Boost jobsite efficiency to improve your closeout
Routine actions taken daily, at the jobsite, will speed up your closeout and save you money. Well organized steps such as having enough receptacles for waste (and getting them hauled off regularly) or scheduling extra labor for the days you need to remove equipment will keep you from losing time at the end of your project and overpaying to get things done at the last minute.
Most importantly, save time throughout the project by using field-first technology to:
- Track employee time and expenses
- View plans and specifications
- Create, view and respond to RFIs
- Create and view daily progress reports, checklists, punchlists, submittals
- Communicate in real-time using posts and immediate push notifications
Having those critical items at your fingertips in one central location, available to all project team members and partners for easy access and collaboration, will save you time throughout the project and during the closeout process. No more scrambling for contracts or plans that you haven’t seen in weeks, or even months. RedTeam’s construction management and field management solutions provide all of these features for you.
A smooth project closeout will impress project owners
Impressing your owners at the handoff not only feels really great, it also increases your company’s chances of repeat business with this owner. With the right tools, a well-documented closeout is simple and efficient and leaves everybody with a positive impression of the overall project. Watch a demo from RedTeam to learn how a construction management solution and / or a field management solution can improve your closeout process, impress your clients and see your profits grow.
Frequently Asked Questions
Q: What is project closeout in construction?
Project closeout in construction is the final phase where all tasks, activities and requirements outlined in the contract are completed and documented. This phase involves ensuring all work meets the project specifications, obtaining necessary certifications and handing over the completed project to the owner.
Q: Why is project closeout important in construction?
Project closeout is crucial because it ensures that all project requirements are met, legal obligations are fulfilled and the project is delivered to the owner in a satisfactory condition. A smooth closeout process can leave a positive final impression, enhance client satisfaction and increase the likelihood of repeat business.
Q: What are the key steps in the project closeout process?
The project closeout process involves several key steps. Start by completing all change orders and punch lists. Ensure all legal requirements are satisfied and obtain a certificate of occupancy. Document the completed work and review final client notes. Compile all guarantees and warranties and complete the final pay application.
Q: How can construction management software help with project closeout?
Construction management software can streamline the closeout process by tracking and managing project tasks, financials, documentation and communications in one central location. This reduces the time spent on administrative tasks and ensures that all team members have access to up-to-date information, facilitating a smoother and faster closeout.
Q: What are some best practices for speeding up project closeout in construction?
To speed up project closeout, start planning for it from day one. Create a detailed closeout checklist and assign specific responsibilities to team members. Use construction management software to streamline the process. Maintain daily jobsite efficiency through organized actions and field-first technology.
Q: How can creating a project closeout checklist improve efficiency?
A project closeout checklist helps improve efficiency by outlining all required closeout tasks, setting targeted dates for specific actions and assigning responsibilities to team members. This ensures that everyone knows their roles and responsibilities from the start, reducing delays and enhancing accountability throughout the project.
Q: What role does jobsite efficiency play in project closeout?
Jobsite efficiency plays a critical role in project closeout by minimizing delays and overages. Routine actions such as proper waste management, scheduling extra labor for equipment removal and using field-first technology for tracking and communication help keep the project on schedule and reduce last-minute rushes.
Q: How can field-first technology benefit the closeout process?
Field-first technology benefits the closeout process by providing tools to track employee time and expenses, view plans and specifications, manage RFIs, create daily progress reports and communicate in real-time. Having all these critical items accessible in one location facilitates collaboration and reduces the time spent searching for information.
Q: What should be included in a project closeout documentation package?
A project closeout documentation package should include completed change orders, punch lists, inspection reports, certificates of occupancy, guarantees and warranties, owner’s manuals, cut sheets and any final client notes. Comprehensive documentation ensures all project aspects are covered and can be referenced if needed.
Q: How can a smooth project closeout impact future business opportunities?
A smooth project closeout can significantly impact future business opportunities by leaving a positive final impression on the project owner. Satisfied clients are more likely to provide repeat business and recommend your services to others, enhancing your company’s reputation and profitability.
