If a Schedule Falls in the Woods…

As featured in Constructech magazine (pdf)

You’ve finally invested the dollars (and the time) to create a computerized construction schedule using an exciting new piece of software; the schedule is templated with all your supporting tasks; it’s arranged using the critical path method.  THIS technology is going to make the difference – it is definitely going to help you sleep a little easier at night.

Now the next project has started and the schedule is in place and the computer is tracking it.  But as is all too common in construction, you have begun to pull permits and ALREADY that schedule needs adjusting because of an inspector’s question about the foundation engineering.

No problem, you think.  When I was sold this scheduling software they showed me how the entire schedule will re-calculate and update with the touch of a button.  Your project manager reviews the new timeline with you, it is approved and the data is entered in the scheduling software.  The schedule is updated.  You’re on top of it!  This scheduling software really is great!

But two weeks later, you have a hole but no footers and no sign of the foundation crew.  They were originally scheduled to start 10 days ago, but they showed up and the excavation had not started because of the engineering delay.  No one had alerted them originally AND no one assigned them a new start date – they are now busy on your competitor’s home across town.

What went wrong?  Your project manager updated the schedule, you approved it and your customer care manager alerted the Homeowners.  Problem is someone forgot to tell the foundation crew that the schedule had been adjusted.  That investment in ‘the greatest scheduling program in the world’ is for naught because no one alerted the affected parties to the schedule changes.

Ask yourself the old question: if a tree falls in the woods, does it make a sound?  Or in our homebuilding case, if your construction schedule adjusts and updates does anyone notice? Not if, but when your schedule changes and adjusts, are all impacted parties updated?  Is the actual work progress related to that schedule reported to all your employees, your subcontractors and your Homeowners?

Ask yourself these questions to make sure your scheduling technology is working for you and is not simply ‘busy work’ for someone in your office:

1. Who is in charge of creating the initial schedule?
2. Who is in charge of updating that schedule?
3. When scheduling changes occur, does your technology automatically contact (via email, etc.) the affected parties or do you need to make phone calls?  If it is automatic, is the contact information uploaded correctly so the program can send out the alerts?
4. Is there a process in place to produce a ‘Work Progress Report’ or summary of what ACTUALLY happened and is that summary getting to everyone in your company, your Homeowners, and your Tradesmen/Vendors?

As with any technology, you need to have a PROCESS in place to utilize the tool correctly.  Review your procedures and make sure you assign specific responsibilities via your Job Descriptions and Standard Operating Procedures.  Also, remember that the schedule only predicts the future – you want to have a process in place to create a historical record of what really happened on what day on your job.

So next time your project falls off track, first have your Project Manager record the events that caused the disturbance in a ‘work progress report’, and then update your computerized construction schedule.  Once your future timeline is adjusted, make sure someone in your organization is in charge of updating the rest of your Staff, the Homeowner, and your Vendors and Subcontractors.  If you have not purchased that new scheduling software, ask the vendor if their program automates these functions for you and make sure you take advantage if it does by programing the schedule properly in the first place.

Once all the above is functioning properly (and being overseen by responsible management), then your scheduling technology will pay you dividends.  Ensure you start with an accurate and complete schedule; update that schedule on a regular basis; communicate your updates to the appropriate parties in a systematic manner; and record actual work progress on a regular basis for your historical record.