Building Projects That Are Beautiful and Impressive
The ultimate guide to streamlined punch lists and top-quality work.
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Today’s Overview:
5 secrets to shrink punch lists and achieve flawless project closeouts.
Master the art of quality control: Lessons learned and best practices from years of punching projects.
A toolkit for best-in-class construction quality management.
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Building Projects That Are Beautiful and Impressive
Filed under: Project Management
“Quality over quantity.”
We’ve all heard it because it’s true. Quality is what makes something valuable and exceptional.
For example, a reader would consider a newsletter high-quality if it's in-depth, thoroughly researched, and well written. In this case, quality is the perceived value of the newsletter.
In construction project management, quality means beautiful projects with real benefits through effective project management.
Easier said than done.
One of my first mentors told me something that stuck with me:
“Any manager can start a project. But it takes a real manager to close a project.”
You’ve seen it before, right?
That last 3-5% of a project can be the hardest part, dragging on and on.
So close, yet so far away…
This week, I’m sharing five techniques and some lessons learned to help you achieve flawless project closeouts.
With over 10 years in the construction industry and managing over $450M in projects, I’ve developed a proven method for shrinking punch lists and delivering stunning project closeouts.
Want to know a secret?
I use the same five techniques every time.
Use these tips to deliver beautiful, impressive, and as-promised projects.
Technique #1: Make Client-Ready an Ongoing Driver
The tweaks and last-minute changes that make up your punch list depend on client feedback. So to eliminate unnecessary punch list items:
Get client feedback early and often.
Hold walkthroughs regularly to gain insight into the client's mindset.
Use mock-ups to identify acceptable quality levels and gather early input.
This simple approach helps you get in the mind of the client and address concerns well before they become punch list items.
Technique #2: Manage Punch List Items Continually
Create a rolling punch list at the beginning of the project to record all deficiencies as they’re observed and the date they’re corrected.
Here’s how it works:
Document and update this list at least weekly.
Set a date for all items to be completed, ideally two weeks before substantial completion.
Don’t wait until the end of the project to start the punch list. Instead, integrate them into your entire project timeline.
Technique #3: Use Punch List Management Software
Today’s construction technology can streamline the punch list process in real time.
Quality improves when you can identify issues, communicate them, and address them swiftly. Construction technology makes this possible with real-time management.
Here’s how it works:
Identify, Assign, and Schedule Tasks: Apps like INGENIOUS.BUILD’s Punch List Tool allow you to manage punch list tasks directly in the field.
Collaborative and Intelligent: The software enables real-time discussions on punch list items with assigned parties, maintaining a comprehensive audit history of changes and discussions.
Efficiency and Effectiveness: Modern software replaces static, outdated methods, streamlining the process.
Takeaway: Embrace modern software to elevate your punch list process and lead the quality control effort more effectively.
Technique #4: Empower the Punch List Manager
Here’s how it works:
Give the punch list manager the authority to make decisions on the spot.
Allow project managers or superintendents to assign rework tasks immediately.
Speed up the review process by addressing issues as they arise.
Do this, and you’ll see faster resolution of punch list items.
Technique #5: Set Expectations for the Entire Team
Reducing your punch lists requires support from all parties involved in the project. To get that support:
Include clear punch list expectations in subcontractors’ contracts.
Identify quality standards and establish a reporting process for deficiencies.
Tie the budget to completed punch list items.
These steps motivate the team to deliver an as-promised building.
By taking these steps to achieve your end goals early in the project planning phase, you may find you can shrink your punch list beyond your expectations—down to zero.
👀 Mastering the Art of Quality
Lessons Learned & Best Practices
Quality is what separates the good from the bad, both in our lives and in our work. It’s the key factor in how we evaluate and are evaluated by others.
I once overlooked the importance of a detailed punch list, assuming my trade partners' work would be flawless without my oversight. I learned the hard way that small issues can become big problems, impacting the project's overall quality. Never again.
From this experience, I learned to love QA/QC and found that the punch list is your #1 tool for making sure all project elements meet the highest standards.
As a Project Manager, your job is to ensure the finished product aligns with the project's scope—completed on time, within budget, and with all materials fitting their intended purposes.
The punch list is your tool, but how you use it, what you look for, and how you communicate it make the difference.
Here are some lessons I’ve learned along the way:
🧠 THE QUALITY MINDSET
To effectively train your eye for quality, you need the right mindset. These two principles will guide you:
Quality over quantity. Focus on doing things right rather than doing more or going faster.
Would I accept this quality in my house? Personalize the quality check to make sure the work meets a standard you’d be proud of in your own home.
With these two ideas in mind, you’ll be ready to talk quality and punch out your project.
🎨 PAINT
Let’s start with paint. If you don’t check the paint quality thoroughly, you might miss imperfections that are easily noticeable to clients.
One of my best painters taught me to check the paint on woodwork and walls with my hands instead of my eyes.
Walk up to your trim and cabinetry, look the other way, and run your hand over it. Is it rough or bumpy? Can you feel any blemishes, paint drops, or brush strokes? If yes, add this to your punch list.
Keep your eyes open for sheen variances. Is one spot of the wall shinier or duller than the rest?
Look at the cut-ins to make sure all lines are straight. Is the paint line where the wall meets the ceiling straight?
📐 DRYWALL
Drywall is another aesthetic finish that can be easy to punch.
One of the best tips I’ve learned is that drywall is easiest to punch after the paint primer has gone up but before the actual paint color hits the walls.
Inspecting drywall at this stage helps you identify and address dings, dips, and texture inconsistencies before the final paint, so you get a flawless finish.
Walk through the site with blue tape after primer is applied.
Turn on lights to inspect the texture for consistency. Is it too heavy in some places or too light in others? Are the bumps consistent with the level of finish picked (Level 3, 4, 5, etc.)?
Check wall corners for straightness and scan walls and ceilings for scratches and dents.
Tag your findings with tape and add them to the list.
💎 TILE
Like paint, tile can be inspected by sight and touch. Make sure everything looks flat and level, and grout lines stay a consistent size.
If the tile is on the floor, take your shoes and socks off and walk around to make sure everything feels nice.
A creative tip from a tile guy: walk throughout the tile area bouncing a tennis ball. Anywhere the ball hits the tile and makes a hollow sound means a tile isn't well-secured and could lead to future issues.
Tag it with tape and add it to the list.
💡 ELECTRICAL, AUDIO, VIDEO
Punching electrical, audio and video work is a lot less visual than some of the other finishes we’ve covered so far.
With electrical and A/V, you’ll want to:
Turn everything on and off multiple times.
Leave lights on for a while to ensure they work correctly. This makes sure that lights don’t “freak out” when they’re on for extended periods of time.
Test dimmer switches to make sure they dim properly. Dimmers that aren’t properly paired to the lighting source can cause flickering.
Test all outlets and GFI outlets to ensure they work and trip correctly.
For appliances, make sure you have all the pieces that came with them and the warranty materials (all that paperwork that comes in the box). This is crucial for any future service needs.
Mark any issues with blue tape and add them to your list.
💧 PLUMBING
Like electrical, plumbing isn’t the easiest to check visually. There are a few things you can see, like scratches in the finish or straightness of plumbing fixtures, but there’s a lot behind the scenes that might only come to surface after use.
Turn on your hot water and let it run to make sure it gets hot, and turn on the cold water to make sure it stays cold.
Plug your sink, fill it to the top, and then drain it. This tests the drain stopper and checks for leaks. Do the same in your bathtub. Fill it up to the overflow hole to ensure the overflow is connected properly.
💨 MECHANICAL
Ignoring mechanical systems can lead to operational failures and maintenance issues.
Here’s what to check for:
Inspect the installation of all HVAC units, boilers, and other equipment for secure connections to walls/floors/ceilings.
Check for proper labeling and accessibility for maintenance on all installed equipment, valves, pipe, ductwork, and motors. Everything above ceilings and in walls should be easy to identify and service.
Test the operation of all mechanical systems, including BMS controls, to confirm they function as intended.
🚪 DOORS
Doors are critical. Any issues can impact operations and security.
Punching doors means making sure they operate and function properly. Verify that:
Doors open and close properly and are sealed tightly.
Hardware (hinges, locks, latches) works smoothly and as intended.
Door gap dimensions between the door frame, door, floor, and opposing edges are correct using a tool of appropriate thickness.
Wrapping Up
I know this sounds like a lot of work, and you might be thinking, “Isn’t this why I hired professional subcontractors in the first place?” And you’re right, but remember, projects are built by humans, and mistakes can happen.
No matter how skilled your trade partners are, something might be overlooked. A thorough punch list increases the chances of a successful and timely project completion.
Punch lists facilitate collaboration between architects, clients, contractors, and subcontractors. And collaboration is the key to successful projects.
Commit to quality and bookmark this post for your next punch list.
Apply these practices, and the last 3-5% of your project will be a breeze.
🧰 INGENIOUS.BUILD: A Toolbox for Construction Quality Management
Construction quality involves a number of moving parts, but employing the right strategies for managing, assuring, controlling, and improving the quality of your projects can set you up for success now and in the future.
INGENIOUS’s intelligent punch list tool was designed to make construction punch lists easy to create and follow. Want to see some punch list magic? Experience the future of streamlined punch list management today!
Until next week,
Kyle Nitchen
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