12 Strategies for Successful Community Construction Project Management

Embarking on a construction or renovation project for your community can be thrilling but also quite challenging. These projects often come with numerous complexities, and with so many elements involved, there's potential for things to go awry. To navigate this process seamlessly, collaborating with an experienced property management firm for expert advice is a good starting point. Here, we've compiled a dozen strategies to guide your community construction endeavor towards a successful outcome.

1. Ensure Team Qualifications

A successful project relies on a skilled group of professionals. Confirm that your contractor is licensed and bonded, your engineer is appropriately certified with relevant experience in similar projects, and your project manager is suitably competent. A property management company can aid in evaluating potential candidates.

2. Define Roles Clearly

A property management company can significantly contribute to a project's success, but additional members are essential for the project team. An engineer should prepare the plan and align the work with your budget and expectations. The project manager collaborates with the contractor to ensure compliance with specifications, manages documentation, schedules, and billing, typically under the engineer's supervision. The contractor executes the work, including obtaining essential permits and approvals. Communication about payments, feedback, and managing community concerns generally falls to the association or property manager.

3. Align with Your Contractor

Misunderstandings about job scope or specifications can lead to complications. It's crucial for contractors to have a clear understanding of timelines, pricing, and expectations at the bidding stage, and reaffirm these details once the bid is accepted.

4. Understand Your Contracts

Always fully comprehend any contract before signing. Engaging legal counsel can be beneficial. Do not hesitate to scrutinize any part of the agreement that seems unclear. A helpful guideline is, “when in doubt, cross it out.”

5. Manage Unforeseen Extras

Each project has its share of unknowns, so it's vital to manage these effectively to minimize costs. Constant communication between the contractor's foreman and the project manager is essential to address any potential issues or cost overruns promptly. Do not simply accept receipts from the contractor—request verification of materials used.

6. Demand Superior Workmanship

Adhering to code regulations is merely the base requirement. All project components should be delivered according to precise job specifications. A close partnership between the engineer and project manager ensures these standards are consistently met.

7. Keep Everyone Updated

Subcontractors may incorrectly supply materials if they’re not fully informed about project specifications. The project manager must ensure that every subcontractor is briefed on all aspects of the project to avoid such issues.

8. Communicate Delays Effectively

Ensure that the foreman informs the project manager of any delays promptly and in writing. While some delays are unavoidable, maintaining open communication helps prevent undue blame and penalties for schedule overruns beyond the contractor’s control.

9. Exercise Caution with Change Orders

Only authorized changes should proceed, as non-approved modifications can lead to contractor liability for the added expenses. The project manager plays a crucial role in overseeing change orders and questioning those that seem unnecessary.

10. Conduct Regular Inspections

Incorporate regular inspections into your project timeline, ensuring they are performed by qualified professionals to maintain quality control.

11. Know About Turnover Documentation

Upon completing a project, certain documents must be passed to the association as per state regulations, including permits, certificates of occupancy, as-built plans, warranties, and a directory of contractors and subcontractors. Legal counsel can assist with local requirements.

12. Understand Your Legal Rights

Should defects arise, knowing your legal options is crucial. Legal action should be a last resort, not an immediate reaction. Prepare a contingency plan for such scenarios, always planning for the worst while hoping for the best.

Successfully completing a community construction project hinges on a cohesive team and a robust strategy. These strategies will pave the way for your project's success.