Checklists in construction – complete guide

A checklist can be useful for anyone, regardless of the type of work they do. However, in the construction industry, a checklist can help keep the contractor sane, keep the work moving forward, and ensure that nothing is forgotten as the project progresses.

Of course, a huge checklist is not feasible when it comes to the construction industry because there is so much to keep track of and do from start to finish of the project. Therefore, most construction workers and businesses will rely on the help of multiple checklists divided for each section of the current job.

The first checklist is the one that focuses on the works that need to be completed before construction begins.

Items on this checklist include the following:

1. Obtain written approval of the bid award:
   • This item refers to obtaining official written confirmation that your proposal has been selected as the winning bidder. It is essential to have this approval in writing to formalize the beginning of the contract.
2. Send notice that written approval of the proposal has been received:
   • After receiving written approval of the bid award, it is important to communicate this confirmation to all interested parties involved in the project. This includes customers, subcontractors, suppliers and other team members.
3. Accept the contract award report immediately:
   • After proposal approval, it is crucial to officially accept the contract award report. This confirms the formal start of the contract and establishes the terms and conditions for the project.
4. Get a signed contract:
   • Before starting any work, it is essential to ensure that a formal contract is drawn up and signed by all parties involved. This includes details such as scope of work, deadlines, payment, and responsibilities.
5. Obtain names and contact information of those working on the project:
   • It is important to have a complete record of all people involved in the project, including their names and contact information. This facilitates communication and coordination throughout the construction process.
6. Conduct a step-by-step hazard identification process to ensure all risks have been assessed and eliminated:
   • Before starting work on the construction site, it is essential to carry out a detailed analysis of all potential hazards and risks associated with the project. This includes identifying and eliminating any unsafe conditions that may pose a threat to worker safety and project success.

The second checklist is used during the construction process and items on this checklist include the following:

1. Keep track of all employees at the workplace:
   • This item involves ensuring that all workers are present and working as needed on the construction site. This includes recording work hours, overseeing task progress, and ensuring the safety of all workers.
2. Ensure that contractors and subcontractors are supervising the work of their employees and doing the work they are supposed to be doing:
   • It is essential that contractors and subcontractors take responsibility for the work of their employees and ensure that all tasks are completed as specified in contracts. This includes overseeing the quality of work, meeting deadlines, and ensuring compliance with safety standards.
3. Document the quantities of materials being used at the job site:
   • Recording and documenting the quantities of materials used on the job site is critical to effectively managing inventory, controlling costs, and ensuring that adequate materials are available to complete the project.
4. Prepare daily and/or weekly/monthly reports and invoices:
   • Keeping accurate and up-to-date records is essential for effective project management. This includes preparing daily, weekly or monthly reports documenting work progress, costs incurred, hours worked and other relevant information.
5. Carry out regular inspections:
   • Regular inspections are necessary to ensure compliance with safety regulations, identify and correct any deficiencies or quality issues, and ensure that work is being carried out as planned and to the required standards.
6. Maintain and evaluate records:
   • Keeping detailed and accurate records is crucial to project success. This includes documents such as contracts, change orders, inspection reports, materials records, and other important project-related documents.
7. Prepare change orders as needed:
   • Change orders are necessary whenever changes occur in the scope of work, deadlines, or project costs. It is important to prepare and document these changes appropriately to ensure transparency and compliance with contracts.
8. Continue to assess security risks and remove hazards as they are noticed:
   • Worker safety is an absolute priority on any construction site. It is essential to continue evaluating safety risks, identify potential hazards, and take steps to remove or mitigate them to ensure a safe work environment for everyone.
9. Continuously train employees about safety goals and how they can prevent accidents during work:
   • Safety training and awareness are key to promoting a safety culture in the workplace. Employees should receive regular training on safety procedures, best practices and how to prevent accidents while on the job.
10. Perform routine checks on tools and equipment:

• Defective or damaged tools and equipment pose a significant risk of workplace accidents and injuries. Carrying out routine checks on tools and equipment is essential to ensure they are in good working order and safe for use.

The final checklist will include many of the following items:

1. Perform a final review of project records:
   • Before completing the project, it is important to thoroughly review all records related to the project, including contracts, change orders, inspection reports, material records, and more. This ensures that all documents are complete, accurate, and in compliance with project requirements.
2. Perform final inspection:
   • Before handing over the project to the client, a final inspection must be carried out to ensure that all works have been completed as specified in the contracts and meet the required quality standards. Any problems or deficiencies identified during the inspection must be corrected before the project is delivered.
3. Prepare the Certificate of Completion and sign it:
   • The Certificate of Completion is an official document that certifies that all works have been completed in accordance with contractual and regulatory requirements. This document is prepared by the contractor and signed by all parties involved in the project, including the client and any relevant regulatory authorities.
4. Receive final payment:
   • Upon successful completion of the project and issuance of the Certificate of Completion, the contractor is entitled to receive final payment for the work performed. This includes payment of all costs incurred during the project, as well as any additional fees agreed in the contract. Final payment is generally released by the client upon approval of the final inspection and issuance of the Certificate of Completion.

In the past, most construction companies used printed templates for each job and simply marked the tasks they completed. Some checklists can be used daily, while others are used weekly or monthly.

While paper checklists are excellent options and many templates can be found online or created easily, they simply add to the piles of papers on a person's desk. Of course, these checklists can also be easily lost. Additionally, whoever owns the checklist would be responsible for performing the duties listed, rather than sharing responsibility with other employees.

The best way for every construction company to check the lines of their checklists for each job is to utilize one of the many checklist apps that are now available. There are some benefits to using these apps, but the top 6 are as follows:

Create custom and standard checklists

While many checklists can be used for multiple jobs, there are certain jobs that may require a different type of checklist. These apps will allow a construction company to create a specialized checklist for that job to ensure they don't miss key components they need to focus on.

Manage longer checklists more easily

Sheets of paper filled with lines of reminders can easily become unwieldy over time, making it easy to miss a line item or two. Interactive checklists in a checklist app will make this process easier.

Detailed audits are easier

Keeping records is also much easier using one of these applications and is much lighter for the person responsible! Instead of keeping track of long paper forms and storing everything in one or two large folders, everything can be at one person's fingertips in the app.

Use existing templates

For those who are just starting out, there are many existing models that you can use until you find the one that best suits your needs. This can save people time while allowing them to keep track of what needs to be completed.

Real-time data

Using an app ensures that the data is as accurate as the current time, rather than a person doing one or two checklist items and eventually checking them off or commenting on them a day or two later when they find them. the paperwork again. This means that everyone will know what has been done and what still needs to be completed so that the work can continue to move forward.

Excellent collaboration

Anyone who has access to the checklist app can help keep the information up to date and accurate. This means that sick days or regular days off will not prevent something outside the list from being accomplished.

Everyone needs to use at least one checklist when in the construction industry, but it doesn't matter what type. While some people opt for the tried-and-true paper forms, many people prefer checklist-style apps. It may be because more than one person can do the job or because they are easier to transport. However, the reason doesn't matter as much as the fact that these important items are not being forgotten or disregarded.

The introduction of checklist apps in the construction industry marked a significant change in the way companies manage their daily tasks. Previously, paper checklists were common, but with the advent of technology, apps have become the preferred choice for many contractors and construction teams.

The benefits are clear: customization of checklists, more efficient task management, in-depth audits, utilization of existing templates, real-time data, and improved collaboration. These advantages contribute to greater operational efficiency, better communication between teams and ensuring that no important items are forgotten or neglected during the construction process. Ultimately, checklist apps are becoming an indispensable tool for ensuring the success and quality of construction projects.

Concluding

The adoption of checklists in the construction industry represents a fundamental tool to ensure efficiency, safety and quality in each phase of the construction process. These lists provide a clear structure for tracking tasks, identifying risks, performing regular inspections, and keeping accurate records. By following a meticulously crafted checklist, construction teams can minimize errors, avoid missing important steps, and ensure the successful completion of projects on time and within budget.

Ultimately, checklists are essential for promoting operational excellence and delivering high-quality results in the construction industry.