I’m excited to bring you this blog post because it represents the culmination of the trade partner preparation process. Following these steps will ensure that before your trade partners demobilize, you’ve got everything wrapped up. In this blog, I’ll walk you through the agenda, the concept, and explain why this process can be a game changer for you.
Key Meetings in the Trade Partner Preparation Process
Let’s dive in. The trade partner preparation process includes key meetings such as the buyout, pre-mobilization meeting, pre-construction meeting, initial inspections (or first-in-place inspections), follow-up inspections, and finally, the all-important final inspection.
This final inspection is crucial for many reasons. One of the biggest issues arises when trade partners demobilize before the project is truly finished.
The Biggest Problem When Letting Trade Partners Demobilize
Once a trade partner demobilizes, they no longer have the labor, tools, focus, or context to easily return and fix something. They aren’t being dishonest; it’s just the nature of their business.
However, this situation can introduce variation into the project and potentially delay your timelines. To avoid this, ensure that everything is done and reconciled before they leave. Make sure the punch list is completed as they go, and everything is wrapped up before they demobilize.
What to Check in Final Inspections
During final inspections, you need to ask the following:
- Is all the work complete?
- Has everything been punched out?
- Are all corrections made?
- Have you created the right conditions for successor trade partners?
- Are all change orders reconciled?
- Is the project 100% compliant?
- Have all deliverables, including attic stock and training manuals, been handed over?
This ensures you can release final payments or retainage without any future delays. It also means that your trade partners can demobilize with confidence, knowing their work is complete.
When to Conduct Final Inspections
The timing of the final inspection will vary. If there’s a potential for changes or rework, you may need to schedule the inspection sooner. If the work is simpler, you could schedule it a few days, or even weeks, in advance. The key is to schedule it early enough to ensure all issues are resolved before the trade partners leave.
Key People to Include in the Final Inspections
In your final inspection, the following individuals should be present:
- Trade partner’s project manager
- Superintendent (possibly)
- Foremen (definitely)
- Superintendent
- Assistant superintendent or field engineer
- Project engineer (if necessary)
The purpose of this meeting is to ensure that the trade partner’s scope is complete before they leave.
The Purpose of Final Inspections
The ultimate goal is to ensure that all work is completed before moving on. This aligns with the central theme of lean thinking: plan, build, finish. The final inspection ensures that everything is finished before demobilization, so you can maintain flow and avoid disruptions.
The Agenda for Final Inspections
During the final inspection, you will:
- Confirm that you’ve met the requirements for the owner’s top priorities
- Ensure compliance with internal company checklists
- Conduct a quality inspection using checklists and visual quality boards
- Ensure all areas and scopes are completed
- Confirm that all deliverables have been turned in, including attic stock and training manuals
- Set due dates for any remaining corrective action items—these must be completed before demobilization
It’s crucial to avoid postponing corrective action items. Tackling these issues before demobilization saves time and money in the long run.
How to Do the Final Inspection Process Effectively
It’s easier to hold trade partners accountable when you address issues as they arise, rather than waiting until multiple partners are involved. Make sure to tie these inspections to progress payments and notify the trade partners regularly.
One technique I’ve found helpful is tracking inspections through weekly updates. By keeping an eye on the rolling completion list and contractor grading, you can ensure that all outstanding items are resolved before demobilization.
Wrapping It All Up
Following this process made a significant difference in my own experience. Before I adopted this approach, managing the final stages of a project was chaotic. After implementing regular inspections and tying them to progress payments, it became easier to manage trade partners and ensure that everything was completed on time.
This blog post represents the final step in the trade partner preparation process, and if you follow these guidelines, you’ll be well on your way to completing projects smoothly without any major hiccups.
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