What Is Construction Project Planning? Succeed in 5 Simple Steps
How do some projects run like clockwork while others stall under delays and cost overruns?
Builders with well-developed construction project planning workflows can answer this question in a second. It’s all about planning!
Having a clear understanding of the key project milestones, resources needed, and potential risks can make all the difference in delivering a project on time and within the estimated timeframe. Being an inseparable part of the preconstruction phase, planning sets the foundation for successful project execution.
Table of Contents
What Is Construction Project Planning?
What Are the First Steps in Planning a Construction Project?
Key Requirements for Construction Project Planning
Who Assigns Planning Tasks for the Construction Project?
What Is Construction Project Planning?
At its core, construction planning refers to the systematic process of mapping out every build stage. It involves the choice of construction technology and techniques, materials, equipment selection, workforce allocation, and timeline development for various tasks. With so many moving parts and dependencies, construction planning can be divided into two major branches featuring cost-oriented planning and schedule-oriented planning.
See a more detailed breakdown in the chart below.
To put it straight, cost-oriented plans are primarily concerned with the financial aspect of your project. Such plans are directly associated with construction cost estimating, which includes two main components: direct and indirect costs.
- Direct costs represent expenses directly tied to the physical construction, such as materials, labor, equipment usage, and subcontractor fees.
- Indirect costs, on the other hand, encompass any soft costs like administrative fees, permits, insurance, and site management costs that enable the project to move forward smoothly.
💡Recommended Reading: Construction Soft Costs: Overview, Types, and Best Practices
Schedule-oriented planning deals with the chronological sequencing and resource allocation required to keep a project on track. This is when managers make organizational decisions about the team members to be involved in the project, subcontractors and vendors to be engaged, and the overall schedule for each task to meet project milestones.
Construction scheduling also involved tracking progress and managing any delays or conflicts that may arise. The focus here is to maintain a balance between time, cost, and quality throughout the whole project lifecycle.
What Are the First Steps in Planning a Construction Project?
It all depends on the project type and complexity.
Residential construction may typically last from 6 months to a year, with a planning phase spanning several months. In contrast, commercial or industrial construction projects may take longer and require more extensive planning due to their scale and complexity.
Nevertheless, there are a couple of general steps that form the basis of any construction project plan.
Step 1. Defining Project Objectives and Scope
- What are the key goals and the expected deliverables of the project?
- What budget, timeline, and regulatory constraints must be considered?
- What potential risks or challenges might impact project delivery?
Answering these questions provides a solid foundation for defining both the project’s objectives and its scope. Clear objectives outline what the project is ultimately meant to achieve, whether it’s creating a state-of-the-art facility, rebuilding an existing structure, or meeting specific performance criteria.
Meanwhile, the scope defines the limits of the project, including:
- What will be included and excluded
- How various components are going to interact with each other
- What resources (such as materials, equipment, and labor) will be required
- How the project will be tested for quality assurance
Establishing precise objectives ensures that every team member is aligned with the project’s vision and goals. It also helps in setting measurable targets that can be monitored throughout the project lifecycle.
Step 2. Conduct a Feasibility Study
Next is evaluating the project’s viability by studying site conditions, legal constraints, market demands, client needs, and potential risks. This is how builders define whether the project is realistic within its scope or whether adjustments to the project plan are necessary.
Feasibility studies imply consultations with different stakeholders, including statutory authorities and local community groups, gathering data, and carrying out surveys. The findings from the feasibility study will help project managers to:
- Understand the budget constraints
- Determine if there is enough demand for the project in the market
- Identify any potential risks and prepare backup plans for them
Step 3. Establish a Preliminary Budget
Developing an initial financial plan involves estimating costs for materials, labor, equipment, and other expenses. A well-structured budget early on provides a framework for funding and cost management throughout the project.
Builders often use construction estimating and project management software solutions to make this process more manageable. With the help of these tools, project managers can easily create accurate estimates based on historical data and mitigate potential cost deviations.
Tools like cost catalog integration, built-in communication with subcontractors and vendors, plus sharing information with project clients, are a must for the team. This way, all stakeholders can agree on the budget and ensure everyone stays updated with the changes.
Step 4. Assemble the Project Team
Identify and bring together key stakeholders and experts, including architects, engineers, project managers, and subcontractors who will collaboratively shape and execute the project.
Ensure everyone has access to the project specifications and knows how things are planned to avoid conflicts and misunderstandings. Having a single source of truth with project files stored in a central location enables streamlined collaboration, reduces the potential for errors, and ensures that everyone is working from the same version of project data.
Another key aspect of effective collaboration is collaborating easily with subcontractors and vendors. Buildern simplifies this process by enabling seamless communication and coordination, even with subcontractors and vendors who are not Buildern users.
Our software allows builders like you to send bid requests to partners who do not have access to the full system. These partners can review, respond, and even submit their offers via email. Once the collaboration begins, these external parties can access all relevant project information through Buildern’s unified system.
Step 5. Outline a Tentative Timeline
Develop a rough schedule by mapping out major milestones and deadlines. Construction scheduling software with Gantt charts, dependencies, and automated alerts can help you create accurate and realistic timelines.
Be sure to involve all stakeholders in this process, as their input can be invaluable in creating a comprehensive timeline. Define task dependencies to ensure everything runs smoothly and no one is left waiting for another team member to complete their work.
💡Recommended Reading: Construction Schedules: How to Create and Manage Them Effectively
Key Requirements for Construction Project Planning
Construction plans serve as a roadmap for taking a project from ideation to completion. While certain projects require a unique approach to planning and execution, here are some essential requirements that every effective construction plan should include:
- Approved proposal and a signed contract by the client
- A detailed overview of the scopes, design, and specifications of the project
- A comprehensive timeline with major milestones, deadlines, and task dependencies
- A thorough budget breakdown with contingency plans and allowances in place
- Clear communication channels between all stakeholders involved in the execution
- Regulatory compliance and safety standards to ensure all project activities meet local codes and protocols
Who Assigns Planning Tasks for the Construction Project?
Planning tasks for a construction project is typically assigned by the project management team, with the construction project manager playing a pivotal role.
Some other key contributors to task assignments include:
- Project Manager: Oversees the entire planning process, assigns tasks, and ensures alignment with overall project objectives. Influences planning priorities and task delegation to ensure the project meets all expectations and regulatory requirements.
- Design and Engineering Teams: Provide specialized input on technical aspects and help define task requirements based on project designs.
- General Contractor: Coordinates on-ground activities and allocates resources, ensuring that planning decisions are practical and executable.
Conclusion
When every phase of planning is executed with precision, you empower your team to anticipate challenges, optimize resources, and stay ahead of potential delays. Remember, while no project is entirely immune to unforeseen obstacles, a well-thought-out construction plan gives you the flexibility and control needed to navigate them successfully.
Choose the right tools to support you through every step of the way, and keep communication open and transparent to foster collaboration among all team members.
Happy building!
