Accelerate your construction career with this one habit

In the early stages of my career, I made it a point to meticulously track every single aspect of each operation I was involved in. I began by documenting productions, equipment, materials, and estimating info. This detailed documentation has, over time, compiled into a comprehensive resource I can refer back to whenever I start a new operation. This habit has been instrumental in my career, enabling me to confidently manage and estimate multi-million-dollar projects.  

1. Historical Data for Future Reference: Documenting your operations allows you to accumulate historical data that can be invaluable for future projects. When starting on a similar project, you can refer back to your notes to foresee challenges, prepare necessary resources, and streamline your processes. Chances are, even your supervisors will struggle with understanding what needs to happen to get an operation going. BUT not you, you'll know exactly what conversations need to happen and what's required to start the operation WEEKS in advance efficiently. You'll be the superstar on that project. 

2. Improved Estimation Accuracy: Detailed records provide concrete data to support your estimates. Whether it’s the cost of materials or labor, having documented proof allows you to present accurate and reliable estimates, backing up your decision-making process.

3. Learning and Growth: Continual documentation fosters a learning environment. You start to notice patterns, understand what works and what doesn’t, and can strategize better for future projects.

You can click here to learn about the 8 habits of effective project management.

Date: Always document the date. Your unit costs, material prices, and labor costs will vary over time. Knowing the date of an operation provides context for future adjustments.

Project Description: Provide a full description of the work being done. This helps in comparing similar projects in the future and understanding the scope and scale of operations.

Weather Conditions: Weather can significantly impact outdoor projects. Track the weather conditions as they can affect productivity and project timelines.

Labor Crew: For productive work, document the labor crew involved over an average of three days. This helps in understanding labor requirements for similar future projects.

Materials and Equipment: Record all materials and equipment used, along with their quantities. This is especially useful for civil contractors where equipment costs are a major factor.

Off-Site Operations: Don’t forget to include off-site operations that contribute to the on-site work. This includes preparations before the project starts and wrap-up activities after completion.

Unit Costs: Come up with unit costs based on the work done – be it per cubic yard, square foot, or linear foot. These metrics are crucial for accurate estimations in future projects. Come up with an average of 3 days. The more the better.

Photographic Evidence: Attach photos, plans, specs, submittals, and any calculations related to the operation. Visual evidence enhances the documentation’s reliability.

Logistics and Egress: Document the logistics involved. Any specific challenges or advantages in accessing the work site should be noted down.

Performance Review: Describe what went well and what didn’t. Breakdowns, delays, or especially productive days should all be accounted for. Discuss what conversations were had while this operation was being performed. This will allow you to handle objections and issues well before they happen the next time. 

Future Considerations: Identify and note down any improvements for future operations. Were there any better methods or equipment that could be used next time?

Having spent many years in estimation, I can attest to the vital role that this documentation habit plays. While estimating $10 billion worth of work, the binder of documented operations has been a critical reference point. It has enabled me, Jerry Aliberti, to provide justifications for costings and has helped in breaking down extensive scopes into manageable and understandable segments.

Scope Breakdown: Be sure to not lump in too much work for a particular operation. Some activities need to be broken out. For instance, in concrete work, different operations such as installing rebar, pouring concrete, and forming/stripping should be documented separately. This detailed breakdown aids in ensuring that costs are captured accurately.

Client Conversations: Clear documentation helps in tackling objections during pre-construction meetings. When you can demonstrate historical data and backed-up costs, it facilitates smoother negotiations and client relationships.

Documenting every single project operation might seem laborious at the onset, but its benefits are manifold. This habit builds a robust foundation of data that not only aids in current projects but also accelerates your career growth in construction. The confidence it brings, the learning it fosters, and the accuracy it ensures in estimation make it an invaluable practice. As you move forward in your career, you will find yourself increasingly relying on this practice, making each new project less daunting and more successful.

If you need assistance in training your current staff or would like to know more about how Pro-Accel can help you develop high-production teams, schedule a free consultation with Jerry Aliberti at jerry@pro-accel.com or click on the blue button below and schedule a call now.