The Launching Pad:
Preconstruction Meetings
All of our Clients want their new home to turn out just as they
envisioned, built on schedule, and for the agreed upon price. As
professional builders, we want exactly the same thing. That's
what makes the preconstruction meetings so important. This is a
time for builder, design team and clients to ensure all of the
new home’s details are clear and agreed upon. Clients who get
the most from the preconstruction meetings know what to expect
and come prepared to fully participate in the process.
The preconstruction meeting phase is the first of three
important meeting types that happen during the building process
(the other two are on site detailing reviews and the other is
regular off-site meetings to review job cost/changes and
schedule). The meetings are typically divided into two types.
One is pure design meeting. These meetings allow the design team
to understand the project’s needs and present solutions to the
client for direction and approval. The builder may be present
for some or all of this type meeting. The second is builder
focused meetings. Here the feasibility, cost and schedule
implications of potential design solutions are quantified and
reviewed. The builder and estimator usually drive the agenda of
these meetings. Between these two types of meetings lies the
clients comfort level. Here is a chance for the client to
confirm design ideas, understand cost implications and make
rational, comfortable decisions about their future home and make
last-minute corrections before the project gets underway. Think
of it as the construction equivalent of the airline pilot's
preflight checklist.
Depending on the size and scope of the project, this meeting
cycle may last 3 months to a year. Public agency planning
approvals may determine how quickly some ideas can be fully
vetted or even delay the schedule of preconstruction meetings.
Attendees will vary depending on any given meeting’s agenda.
They may include outside consultants (Engineers or manufacturer
representatives). Meetings may focus on one aspect of the home’s
design, say lighting with a lighting design expert presenting
ideas to the team. As the project nears its start, the job site
superintendent or foreman may be present. I believe it is
crucial to have the key decision makers present at these
meetings, usually the husband and wife. Having these key players
at the meetings helps eliminate uncertainty and minimizes
surprises once building gets under way.
Topics covered may vary depending on the project, but usually
include reviews of the floor plan and client/designer
selections: the type of exterior finishes, structural options
and their implications to the design (a good example is large
window openings), mechanical upgrades like custom air
filtration, and any number of other items. It is best early on
to establish allowances for finish items and then, as selections
are made, review their budget and schedule implications. The
team will go over the site plan: how the home will be oriented,
where concrete work such as driveways, sidewalks, and air
conditioning pads will be located, how rain water will drain
from the lot, and what trees, if any, need to be protected.
Legal issues such as property lines and easements will be
covered as well.
As construction nears the builder needs to re-confirm the
company's general policies and review the process for making
changes once construction begins. If something isn't as
expected, this is the time to ask questions. Errors and
misunderstandings are easier, less costly, and less stressful to
correct now than they will be once construction begins.
Providing a schedule to the client so they can understand when a
change will adversely affect the project’s time line can help a
client prioritize.
Some prep work will usually need to be done before each meeting.
The client should prepare for meetings by making timely
selections, especially if there are special-order materials with
long lead times. The client should also prep by carefully
reviewing the plans and specifications, and preparing a list of
questions. The list of questions is important. Now is the time
for clarity down to the smallest detail. Is there a floor drain
in the garage? Where will the hose bibs, outdoor lights and
attic hatch be located? It is important to remember that no
question is trivial. Mock-ups and samples are not unusual. If
these items help a client make a comfortable decision, a
professional builder should provide them.
Clarity on procedures are also important. Who should the clients
call with questions once construction starts? Can the clients
visit the site during construction? If so, when and what are the
rules?
Done well, good preconstruction meetings eliminates the
uncertainty and puts everyone on the same page. It goes a long
way toward ensuring a trouble-free project and a smooth landing
for everyone. As always – feel free to call me, Terry Wardell,
with any question about this article or any other construction
need you may have.
Warm regards,
Terry Wardell
Wardell Builders
649 Valley Avenue, Suite A
Solana Beach, CA 92075-1104
(858) 793-4190 - phone
(858) 793-4199 - fax
info@wardellbuilders.com
www.wardellbuilders.com
