Construction projects involve multiple specialists, such as architects, consultants, electricians and compliance professionals, working together to ensure successful results. Each specialist has a crucial role, including approving design changes, guiding the contractor, etc.
To this end, project managers and contractors must submit construction proposals to these experts for approval, review, or guidance. Submissions include samples, drawings, design data, bills of materials, quality assurance, etc.
Many types of documents during construction make up the submissions. In most cases, project managers usually attach these documents or submissions to the project manual to facilitate access and provide information to all interested parties.
Why submissions are important in the construction process
Submissions are vital to ensuring the project is executed according to specifications and designs. They ensure that the contractor follows set guidelines, uses the correct materials, and meets deadlines.
Basically, submissions provide checks and balances during construction, allowing results to match project designs and meet the needs of the project owner. They provide the outlines of each task and define responsibilities for different teams for successful execution.
A good example is the factory drawing, which provides detailed plans for manufacturing completed off-site. Illustrations let contractors or manufacturers know what on-site crews want and what materials are needed.
These documents allow experts to review project plans at a detailed level before giving the green light to contractors and project managers. This approach minimizes delays, costly setbacks and material waste.
Types of shipments and their requirements
There are different types of construction proposals that every project manager and contractor should be aware of, including:
Shop drawings
Shop drawings are highly defined drawings that show detailed information such as materials, thicknesses, joinery, dimensions, etc. These can be window designs, roof assemblies, shop windows, etc. and engineer to ensure the settings are correct
Product Datasheet
This document highlights specifications for materials and products needed for the project, including drywall, steel, paint, flooring materials, sealants, roofing, etc. The sheet covers various details such as warranties, formulations and performance of the products to ensure they align with project requirements.
Samples
Samples are primarily used by interior designers to review and visualize surface materials such as flooring, lighting fixtures, carpeting, brickwork, countertops, etc. This allows the designer and project owner to determine the ideal aesthetic requirements for the project to ensure seamless coordination with other finishes. .
Mockups
In some cases, a project may require mockups to determine or demonstrate how the actual building will be assembled. The purpose may vary, including determining drainage holes, thickness of air space, length of brick ties, etc. Although uncommon compared to other types of submissions, templates offer a way to avoid mishaps.
Common Challenges in Shipping Management
Building submissions helps ensure project success. Unfortunately, there are obstacles that can make it difficult to create proposals:
- The time factor: Some submissions can take weeks to create and this can affect project timelines. For example, creating a product technical sheet requires the manager to know in advance all the necessary products and materials, which can be difficult.
- Inadequate resources: Some teams rely on paper records, spreadsheets or email for the submission process, risking delays when a document is misplaced or lost. This can also lead to disconnected operations due to a lack of central document control.
- Limited information: Disconnected processes and delayed tasks can deny teams crucial information needed to create submissions. This leads to incomplete or inaccurate submissions and delays.
In most cases, lack of communication and coordination is usually the main cause of these challenges. This results in low productivity, confusion and delays, which can impact the project budget and results.
Best Practices for Managing Submissions Effectively
The good thing is that there are several approaches that project managers and contractors can take to improve the construction presentation process. That includes:
- Getting suitable project management software: Software solutions can automate and streamline the submission process. They also provide real-time visibility into the status of each submission and support collaboration with other teams.
- Establish lines of communication: It's vital to create communication channels to ensure team members can share information in real time. Most software solutions offer this feature, making it easier for teams to collaborate when creating submissions.
- Defining roles and responsibilities: Project managers must define clear roles and responsibilities for each team member in the submission process. This will speed up the process when each member understands their roles and speed up administrative work.
Most importantly, project managers should develop a submission review and approval system to reduce delays and support communication. Ensuring transparency and accountability is also vital to avoid confusion in the process and improve your team's performance.
Simplify your shipping process
Traditionally, construction companies have used manual systems to create, track and approve proposals. These systems have been quite efficient and disconnected, leading to delays and wasted resources.
