How to Manage a Construction Project
The 6-step system that will enable you to run projects successfully.
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🏗️ How to Manage a Construction Project
Filed under: Construction
Construction projects are complex.
Therefore, we need to have a system and follow it, and then the system will enable you to run that project successfully.
I started managing construction projects when I was 24.
Since then, I've...
Managed over $450M+ worth of projects.
Successfully led teams through complex builds.
Streamlined processes and systems to save time and money.
If I had to do it all over again, here are 6 things I'd do differently:
1. Don't skip understanding the project.
At the time, I thought just glancing at the drawings and specs was enough.
It wasn't.
It led to missed details, confused teams, and project delays.
Now, I thoroughly review:
The drawings
The prime agreement,
Division 1 specifications
The owner's conditions of satisfaction
I would distill each one down to the key points and make sure the team understands them clearly—simple enough that even a 3rd grader could get it.
2. Focus on assembling the right team.
I really thought hiring fast was going to give me the results I wanted.
It didn’t.
Instead, I'd focus on finding team members with complementary skills and a good cultural fit.
Because I learned much later that the right team:
Balances skills and abilities.
Aligns with project culture.
Includes ideal team players.
Remember, "WHO," not. "HOW!"
3. Clearly define roles and responsibilities.
One of my biggest mistakes was not clarifying who was responsible for what.
I shouldn't have.
If I could redo it, I'd make sure every part of the project had someone accountable for it. Because clear roles unlock:
Better accountability.
Smoother progression.
No neglected areas.
Everyone needs to know their specific duties to prevent misunderstandings.
Get clear on each other's role and then have each other’s back.
4. Elevate communication early on.
At the time, everyone told me to focus solely on task management.
Boy, were they wrong.
Not only was poor communication a huge waste of time, but it ended up causing major issues with coordination and progress.
I would have prioritized getting the right people, in the right meetings, in the right proximity, following the right plan.
My four go-to meetings are:
The Weekly Strategic Planning & Procurement Meeting
Review & update the master schedule (Takt).
Input delays/impacts/roadblocks
Analyze and navigate the critical path.
Prepare make-ready schedules from pull plans.
Confirm procurement is tracking to the right dates.
The Trade Partner Weekly Tactical
Develop and commit to the weekly work plan.
Celebrate achievements.
Facilitate a Lightning Round to acknowledge everyone’s priorities.
Focus on general safety and current milestones.
Review current roadblocks.
The Daily Morning Huddle
What are you working on?
Where are you working?
How many crews/workers are on-site?
What are your constraints/needs?
What material deliveries are coming up?
Are there any safety concerns?
The Daily Afternoon Huddle
Plan the next day with the last planners.
Make the path to success the next day 100% clear.
Check the status of the weekly work plan.
If you do this, you will be able to remarkably run the project, plan the work, and communicate the plan to everyone on-site.
5. Manage risks continuously.
It has taken me many years to realize that identifying risks at the beginning is not enough.
Don't pay attention to just the initial risks.
To maintain an effective grasp of reality, one must undergo a continuous cycle of interaction with the environment to assess constant changes.
Looking back, I'd monitor and update your risk and opportunity register every week using the OODA cycle:
Observe: Collect the latest data.
Orient: Analyze what the data means.
Decide: Choose the best course of action.
Act: Take swift action and repeat this cycle weekly.
This way you can make sure your biggest issues are covered with the right people at the right time.
6. Regularly track your performance with KPIs.
Initially, I didn't realize the importance of monitoring key performance indicators.
It led to uninformed decisions and course corrections.
Now, I believe that your data is what sets you FREE.
KPIs allow you to see the future, make informed decisions, and necessary adjustments, leading to much better results.
Key metrics you should consider having at your fingertips:
Production pace for each trade.
Percent Planned Complete (PPC)
Percent Hand-off Percentage (PHP)
Roadblock removal average
Planned hours vs. actual hours
RFI response average
Submittal response average
Change order approval average
Liquidity Indicator
This is why I’m a big fan of INGENIOUS.BUILD. Instead of drowning in paperwork (90% documents, 10% data), they flip the script to 90% data and just 10% documents. Plus, their project dashboard gives you real-time insights into everything happening on your project. The sense of control and clarity is truly liberating.
TL;DR Summary:
6 Things I'd Do Differently to Achieve Project Success FASTER:
Know the project.
Build the right team.
Clearly define roles and responsibilities.
Maintain great communication
Monitor and manage your risks
And track your performance with KPIs.
It may seem simple, but this is the process. And it works every time. Whether it is a big job or a small one.
If I was running a project and did not have this pattern, I would not sleep well at night because of the stress. With it, I sleep like a baby.
What would you add?
Until next week,
Kyle Nitchen
🧰 Kyle’s Toolbox
Optimize your project with my partner, INGENIOUS.BUILD:
I get asked about the best project management tools all the time. While my recommendations change, INGENIOUS has been a game-changer for many. I use it to collaborate with all project team members from start to finish.
It replaced a bunch of fragmented processes by bringing everything and everyone into one cloud-based workspace. Seriously, its latest iteration INGENIOUS 2.0 is designed to handle all of your daily operations within project financials, project management, and construction administration. With real-time connectivity and data at your fingertips, it transforms you from an administrative project manager into a strategic project leader.
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