How to Prevent Project Delays
How to Prevent Project Delays
April 4, 2011 by Taylor Studios
Back in December 2009, I wrote about how . Plus how almost all projects have some sort of delay during the course of the project. Our project management approach is to prevent delays instead of problem solving after delays happen. Here our some of our techniques to reduce delays on projects.
Contract Review of Responsibilities
Generally, eliminating delays is about communicating often with our clients. It starts with the contract. When drafting the contract we review each party’s responsibilities, create a mutually agreeable schedule, coach our client on where delays typically happen, coach our client on how much time they will need to set aside to participate in the project, remind them of payment terms and generally educate them on the process.
Communicate Often
Our project managers and project team communicate weekly, at least, with our clients. In these weekly meetings, any concerns are addressed as quickly as possible. If a potential delay is eminent we attempt to proactively offer solutions. We may offer an alternative schedule, generate a quick sketch if a new design idea is needed, maybe there is a different material approach to a schedule problem, etc. We react quickly to problems and generate solutions instead of letting the problem ride for weeks.
Interim Design Submittals and Reviews
During the design phase of a project we submit design ideas throughout the course of design instead of as one big package at the end of the design phase. These interim design reviews spread the client work load out over several weeks instead of in one giant lump sum in which they have two weeks to absorb their designs.
Several Communication Methods
Our communication process also includes RFI forms, change notice forms and other documentation that reminds both parties of what is needed to complete the work, who is responsible for the work, when the information is needed to complete the work and often the consequences if the work is not done on schedule. Our clients are also coached on when a change of mind will change the schedule. At some point designs are considered final and changing them will change the schedule or the contract amount. Putting communication in writing is critical to the success of the project and the relationship. Don’t count on your memory.
Delays are inevitable. We work to generate mutually agreeable solutions to delays. Sometimes they cannot be avoided and are the best thing for the project. A delay may actually save money versus rushing something that will sneak up and bite you later.
How do you eliminate delays in your projects?