Better project management

This Issue This is a part of the Managing sites feature

By - , Build 170

Building projects benefit from smooth running. Perhaps it is time to take a fresh look at how projects are managed and what could be done to improve the experience for client and contractor.

Figure 1: The many aspects of construction management.

MANY YEARS AGO, I spent time working on the tools. I would ask my builder boss to get me the extra items needed to complete the task I was working on – for example, bolts.

Off he would go in the ute and arrive back with half of what I needed – after exhausting the stock of his preferred supplier – and I was left in limbo. Another trip to the merchant was needed when they had restocked, and the task couldn’t be finished that day or maybe even that week.

Has anything changed?

Currently, I can see a couple of reasonably sized residential construction projects from my working space. I have been struck by how often merchant or contractor vehicles arrive with a small delivery. Maybe the sites have good coffee, but more likely it comes down to a shortfall in what was ordered.

At the recent The Great Construction Debate organised by the Property Council (see page 6), it was noted that the public perception of our big construction firms is that they have their own workforce to carry out projects.

In reality, the model use for large projects is based on the small-scale construction model and involves many small contractors providing all the input. The named head contractor is a coordinator.

Defining management

Construction management is defined as ‘specialised project management techniques to oversee the planning, design and construction of a (building) project, from its beginning to its end’.

The Project Management Institute (PMI) characterises project management as ‘the art of directing and coordinating human and material resources throughout the life of a project by using modern management techniques to achieve predetermined objectives of scope, cost, time, quality and participating objectives.’

Figure 1: The many aspects of construction management.

A fresh look at managing projects

Is the way we manage construction projects now really the best way? If not, what might be a pathway to getting us started on making the changes that need to be made? Here are some options.

Use new technologies and techniques

Adopt new technologies and ways of building to increase productivity.

In an article on 3D concrete printing in The Sydney Morning Herald, Jay Sanjayan wrote, ‘Construction is one of the largest industries in the world economy – worth $10 trillion globally. But construction has suffered for decades from remarkably poor productivity compared to other sectors. That’s because it remains largely manual, while manufacturing and other industries have made significant progress in the use of digital, sensing and automation technologies.’

‘We [Australia] use more than 20 billion tons of concrete per year. The biggest hurdle in the development of concrete 3D printing is the concrete itself – to develop a mix that can be printed without the need for formwork. Eliminating the cost of formwork is the major economic driver of 3D concrete printing.’

Back to top

Less bespoke construction

Unless further standardisation is introduced, it will remain hard to achieve efficiencies. However, there are barriers to this in New Zealand residential construction as clients want their homes, even if constructed by a group builder, to vary from others, even if only superficially.

Back to top

Early or prompt decision making

At the contract documentation stage, decisions must be made early and adhered to so the contractor or builder knows exactly what is involved and the level of finish required.

There is a perception among many clients that, until something is actually physically built, there is an opportunity to change it. Too often, we rely on included sums to cover the fact that we can’t make up our minds.

Back to top

Reduce fragmentation

The large project side of the industry still applies a small-scale business model based on many small operators. This can result in inefficiencies and higher costs.

Back to top

Reduce complexity

Complexity of construction, particularly during design and detailing, increases:

  • the risk of details not being satisfactorily resolved and constructed correctly
  • time required to detail and execute on site
  • the risk of failure or getting it wrong
  • cost.

Quality, complete consent documentation Key to ensuring the process works smoothly is the applicant providing the right level of complete, accurate information specific to the application. This is particularly so where the proposal departs from the deemed-to-comply rules.

Back to top

Using BIM

Adoption of whole-of-project building information modelling (BIM) from design through to facility management ensures all aspects of the project are coordinated via a centralised information management system. There are other advantages in terms of efficient management:

  • Digital capturing of reality.
  • It provides a global view of a project.
  • Better coordination and collaboration at design between all participants leading to better information flow to the contractor. As well as design and layout information, each project stakeholder has access to scheduling, financial, performance and materials data from the beginning of the project.
  • Availability of an increasing number of simulation tools allowing designers to visualise such things as the sunlight during different seasons or to quantify the calculation of building energy performance.
  • Reduced errors and omissions in construction documents.
  • Less need for rework and duplication of drawings for the different requirements of building disciplines with a shared model.
  • Buildability can be determined from the models created.
  • Clashes can be detected before work starts leading to reduced rework.
  • Digital model-based workflow involves aids such as autosave and connections to project history so that users can be certain they’ve captured their time spent working on the model.
  • Ability to generate and update fabrication drawings.
  • Schedules of materials for accurate costing.
  • Effective in coordinating material ordering, fabrication and delivery schedules for all building components.

Back to top

Honest and frequent communications

Make sure all stakeholders in the project are aware of what is happening on the job. Communicate with your team, subcontractors, suppliers, client, designers, local authorities and sometimes neighbours and members of the public.

Back to top

Try to avoid change and conflict

Unfortunately, construction projects are often beset with changes and potential conflicts between designer, contractor and client. Conflicts can develop where:

  • the scope of the project at the design stage was not clearly enunciated
  • responsibilities were not clearly defined
  • construction contract and documentation is lacking in detail
  • financing is uncertain
  • budgeted construction costs are out of control
  • payment claims by contractor to client or subcontractor to main contractor are being delayed or disputed
  • increased cost claims are disputed
  • design and construction costs are not effectively controlled
  • instructions have been issued to remedy unsatisfactory work.

Back to top

Do it once and do it right

Have effective, active quality processes. But what is understood by quality assurance and quality control?

Quality assurance is the planned and systematic activity implemented in a quality system so that quality requirements for a product or service will be fulfilled. Quality assurance is the prevention of quality problems by:

  • providing a documented process by which quality commitments are met
  • establishing a benchmark
  • being systematic and reproducible
  • providing a means of continuous improvement.

Quality control is the observation techniques and activities used to fulfil requirements for quality.

Back to top

Take responsibility

There is an unwillingness by many in the construction industry to take responsibility for what they are doing. Too often the phrase ‘that’s not my responsibility’ is heard.

Back to top

Respect the work of other trades

There is a tendency for trades to not respect the work of the trades that precede them. This can cause damage, particularly when working above or near finished surfaces such as a waterproof deck or making penetrations in a fire-rated building element.

Back to top

Use lean principles

Adopting lean principles particularly around the reduction of waste – both materials (in design and on site) and effort (avoiding callbacks, unproductive downtime, short deliveries and rework). Lean should also be about designing and constructing buildings with the underlying principle of avoiding the unnecessary.

Back to top

Other aspects

Other management-related aspects can assist the successful running of construction projects:

  • Deliver bad news as soon as it is identified with multiple solutions and costings.
  • Develop deliverable schedules as a roadmap for the construction team.
  • Set and monitor goals across all trades and activities – a task often forgotten. Have clearly defined KPIs across all contractors and trades, including consultants.
  • Have an active tracking system for lost or unproductive hours.
  • Keep an accurate track of bids versus actuals.
  • Allow for contingencies (something unexpected will happen) additional to the usual bad weather – things like failed inspections, accidents, poor ground or contractors going into receivership.
  • Ensure all client-requested variations are in writing and are costed and agreed on before being actioned.
  • Make sure subcontractors and suppliers know what process to follow when they believe a variation is needed, including what will happen if a variation – or change – is made without approval.

Back to top

Download the PDF

More articles about these topics

Articles are correct at the time of publication but may have since become outdated.

Figure 1: The many aspects of construction management.

Advertisement

Advertisement