The Construction Punch List Closeout
The Construction Punch List Closeout

The Construction Punch List Closeout: A Guide to A Successful Project Turnover

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Managing construction projects can feel like all those intricate tasks, activities, and monitoring never end. It is a well-known fact that these projects have a million moving parts that need to be strictly monitored and managed – from inventory, scheduling, tasks, and crew, it is no secret that the industry is prone to delays. New concerns develop that must be addressed, and old tasks resurface unexpectedly, requiring a review. With so many details to scrutinize, you want to make life easier for yourself and make the final construction walkthrough a breeze.

Enter punch lists in construction. Punch lists are common in construction project management to ensure that all project parameters meet the contract. Let us look at what a punch list is, how key stakeholders are involved, and how you can improve the punch list process in this post.

What is a Construction Punch List?

A punch list is a detailed list of pending tasks that need to be completed. It includes any work that was not finished according to specifications and standards or any items that need to be corrected. Punch list items are usually smaller and faster remedies because larger concerns are typically urgent and previously handled through a change order.

Examples of common punch list items include:

  • Rectify crooked window installation
  • Replace chipped and uneven baseboards
  • Touch up paint cutting on ceilings and walls
  • Clear out construction debris in the property
  • Repaint uneven areas in the exterior paint
  • Reinstall incorrect cabinetry doors
  • Any mechanical, electrical, and plumbing issues found after testing and commissioning
  • Any unresolved issues as stated in the original contract

A punch list can include various items, although they are typically confined to small or minor changes that can be accomplished and rectified immediately before a project is turned over to the client. Because no construction project will ever be perfect, every stakeholder – from the client to the contractors must be able to distinguish between reasonable faults and unreasonable flaws. 

Why Are Punch Lists in Construction Important?

As indicated in the previous section, a punch list clearly describes all of the details that must be included in a completed project. Having a punch list gives you a clear and defined guideline to guarantee that you do not spend time, money, and effort on things and tasks that are not within the scope of your project. During the preconstruction phase, the client, designer, and contractors should agree on punch list items to identify and correct any misaligned expectations before they become difficult. As a result, the owner understands what to expect in exchange for their money. The contractor and subcontractor know what must be completed and what does not. The architect or designer can see the finished product.

A detailed punch list also aids in cost and rework control. You can always return to the punch list and examine if everything is already rectified or when the owner demands adjustments while the project is still in progress. Additional fees may be incurred if new items are added to the punch list. Because shifting direction in the middle of a project is costly, this keeps things fair for everyone.

Who Are Involved in The Construction Punch List Closeout?

Many core people are involved in project management for construction, including the project owner, general contractor, subcontractors, architects, and designers. Thus, they play an essential role when it comes to closing out the punch lists. Here is a brief breakdown of the key roles and responsibilities in the punch list process. 

Project Owner

The project owner is responsible for checking and inspecting the completed work and comparing it to the contract’s specifications before accepting the project and deeming it as completed. They inquire about specific aspects of the project’s completion and add items to the punch list if they find anything that is not up to standard. Then, the project manager utilizes the punch list to keep track of the project’s progress and guarantee that it stays on track.

General Contractor

The primary role of the general contractor is to analyze all critical elements and tasks related to the project to ensure that everything is complete before they invite the owner for an initial or final walkthrough. The contractor examines and prioritizes the issues on the punch list once the project owner raises a concern and then sets a plan of action for the subcontractors to address the fixes and make the necessary rectifications. 

Subcontractors

The subcontractors are responsible for completing the items on the list for their specific scope. If there is faulty wiring, the electrical contractor is the one who is in charge of rectifying the system. The subcontractor is also in charge of following up on and conveying changes to the general contractor as they occur so that everything may be properly recorded in the final checklist.

Suppliers

On the other hand, suppliers are in charge of replacing faulty items or inventory as long as they are valid and under warranty. In times like this, having inventory management software can come in handy. You can record, document, and keep receipts every time an item is delivered to ensure its quality and return possible faulty items. 

Architects, Designers, and Consultants

The architects, designers, and consultants ensure that every project is built and completed according to the original contract specifications.

What is the Construction Punch List Process?

Making a punch list and addressing it are the two primary steps in the process. A contractor will prepare a punch list template to take note of the items that the stakeholders identify and want to be fixed during the walkthrough. The architect, designer, or consultant can also attend the walkthrough to assess any changes made to the original project and note what needs to be altered or rectified. All adjustments or revisions to the actual requirements are addressed at this time by the contractor and necessary tradesmen.

After you have a clear outline of the punch list items, everyone devises a strategy for completing the remaining tasks. The contractor gives the project owner a rough estimate of when the project will be completed. Keeping your punch list as brief as possible is critical to avoid missing lien deadlines and facing legal consequences. Additionally, immediately addressing each punch list item can result in faster turnaround times and project turnover. This section has produced a list of seven of the greatest ways for improving your punch list procedure.

1. Maintain a Checklist

Rather than starting a punch list after the project, add any punch list items to a checklist that you can spot during site inspections as the project develops. This allows you to promote accountability with your team by maintaining a high-quality standard from within the team instead of waiting for the client to point out items that should be rectified. Consider conducting daily check-ins to complete this checklist and confirm that work is progressing as planned.

2. Document Everything

As your project progresses, make sure to document every step of the way, including taking photos if required. Lack of documentation sometimes results in the stakeholders adding more and more punch list items even if it was already accepted in the first place. You can avoid redoing work this way and defend why things were done the way they were.

3. Complete Regular Site Inspections

Perform frequent inspections throughout the life of your project to guarantee every crew or trade partner in delivering high-quality work. Use the punch list style for your inspections to ensure that all safety and quality requirements are met during each job visit.

4. Assign the Right People to Manage Specific Items

Assign each task on your punch list to a specific team member and set deadlines to keep everyone on track. For example, a leaking faucet should be assigned to a plumber, while an uneven paint area should be assigned to a painter.

5. Set a Budget Constraint

Construction projects have a reputation for going over budget, so establish a budget from the beginning and stick to it. Staying on schedule has a number of advantages, including fewer shortcuts and scrambling, fewer disagreements, more accessible and faster project completion, and more.

6. Accept Feedback and Suggestions

Everyone must agree that an item is complete and ready to go before being checked off the punch list. If a project owner is dissatisfied, they are permitted to provide input until they are satisfied that the deliverables have been met. All feedback is welcome to ensure that you leave a favorable and lasting impression on each project’s completion.

7. Optimize Your Process with Construction Scheduling Software

While a pen and paper will get the job done, it is often tedious and laborious to do project management without utilizing technology. It is tough to keep track of all the moving pieces in a punch list with pen and paper, and it’s much harder to offer real-time updates to essential project stakeholders. Construction scheduling software may assist keep all stakeholders in the loop with real-time collaboration and automated updates, allowing you to make smarter, more informed decisions while still completing projects on schedule and within budget.

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