project management
E441: Ask Coach – Choosing The Right Project Management System
Deciding what project management system to use takes some careful consideration.
Q: How do I know which project management system if right for my company?
A: The one you will use and fits your needs.
- The most important thing is to have a system to use
- This is how we organize our projects
- They can create time
- Create processes that work for you
- Figure out what you want then compare what is available
- What do you want to improve?
- How do you want to use it? What functions do you want to accomplish?
- How will you use it? Mobile? Tablet? Computer?
- How will clients use it? Will they use it?
- Make a list of the things you want so you can compare the different systems
- Now that you have chosen a system the work is just getting started – or maybe several systems
- If you don’t use the system then it’s a waste of time
- Create policies and provide education on using the new system
- Start small, maybe just one or two modules or aspects like drawing management
- Then add additional items as people get used to the system
- Inspect the work – if you want people to use it then you need to verify they are
E388: Managing Small Project Expenses
Those minor expenses on your projects can really add up if not monitored properly.
- Small charges – those little charges under $1,000 for things needed on your projects
- They are often not monitored well because of the effort needed
- These are the little charges for misc. materials, small tools, cleaning supplies, surveying (second time), etc.
- They don’t fall into a specific category or sub so they go un-noticed
- Budgeting for these is a real challenge
- How do you know upfront how many signs you might need, how many drills will go bad
- Typically these things are covered with a plug number based on historical data or absorbed into overhead (I don’t recommend the later)
- These things need to be watched carefully
- I worked with a client that spent over $200K on these charges
- We found that almost half was wasted expenses
- Proactively managing these costs
- Create a procedure for buying these small items
- I used to require pre-approval for materials over $200 and tools over $100
- Add part of the savings into a bonus pool – it buys lunch for the crews
- Manage tools centrally to get the most out of the buying power of multiple units
- We used to buy small tools twice a year – you get great prices when buying 50 shovels at once
- Create a procedure for buying these small items
E386: Ask Coach – Speed Up Project Closeout
Project closeout can drag your project down if not handled properly.
Q: Can you give me some ideas on how to speed up the closeout of a project?
A: Allow for it in your original schedule and make it a priority.
- Project closeout
- The finish of the work
- The completion of the punchlist and inspections
- Submission of final paperwork
- Make closeout a priority
- Put closeout in your baseline schedule
- Then create a separate schedule when you start closing out
- Give closeout as much effort as you do with the planning in the beginning
- Start at 50% planning your cloeout
- Get a focused team effort
- Put closeout in your baseline schedule
- Some things that will help
- Create a special schedule for the final bit of work and the closeout
- Perform pre-punch mock-ups
- Have the client review a finished product and give their feedback
- Start collecting the paperwork early