First Planner System®️ – 18 – The Trade Partner Preparation Process

The Trade Partner Preparation Process, “Who Eats the Cake?”

In this blog, we’re diving right into the Trade Partner Preparation Process, the stage where we help our trade partners get ready to build well.

In the analogy we’ve been using, we’ve already defined what the cake is and how we make the cake. Now we’re in the part about who eats the cake. Of course, we can’t force anyone to enjoy it, but we can make it beneficial, profitable, and remarkable for them.

The Trade Partner Preparation Process is how we implement and convert trades to the IPCS (Integrated Production Control System) and the First Planner System. It’s a six-part process to prepare contractors to plan, build right the first time, and finish as they go, with safety and quality at the forefront.

The Six Key Steps in the Trade Partner Preparation Process

1. Buyout Meeting
   • Attendees: Trade representative + GC Project Manager
   • Purpose: Verify contractor scope and ensure the contract obligates them to deliver exactly what’s required.
2. Pre-Mobilization Meeting
   • Attendees: Trade PM + GC PM
   • Purpose: Explain deliverables needed before the pre-con meeting and set expectations for success.
3. Pre-Construction (Preparatory) Meeting
   • Attendees: Trade PM, superintendent, foreman, on-site team
   • Purpose: Orient the trade to project requirements, create checklists/visuals for installation, and align on quality expectations.
4. First In Place Inspection
   • Attendees: GC superintendent, field engineer, trade superintendent, foreman
   • Purpose: Inspect the first portion of installed work to ensure it meets expectations and sets the right standard.
5. Follow-Up Inspection
   • Attendees: GC superintendent, field engineer, trade superintendent, foreman
   • Purpose: Maintain quality throughout installation by checking requirements at regular intervals.
6. Final Inspection
   • Attendees: GC superintendent, field engineer, trade superintendent, foreman
   • Purpose: Finish and verify the contractor’s scope before demobilization.

Tools That Support the Process

• Meeting agendas: Trigger communication and track progress.
• Meeting minutes: Capture decisions and build installation checklists.
• Quality checklists/visuals: Give crews clear field-ready expectations.
• Inspections: Verify installation quality at each stage.

The Purpose Behind It All

1. One Process Flow: Keep everyone aligned from start to finish.
2. Alignment & Communication: Ensure expectations are clearly understood.
3. Execution with Intention: Deliver work according to plan, on time, and with quality.

Why This Matters

When you run this process well, trades are ready to go, quality is built in from day one, and safety is a constant focus. Without it, you’ll end up with defective work, rework, delays, and endless firefighting.

Self-Assessment Questions:

• Do you have a remarkable buyout process?
• Do you communicate expectations to trades before mobilization?
• Is your pre-construction meeting effective and actionable?
• Are you distilling requirements into a checklist or visual for field crews?
• Do you inspect the first work installed to set the right standard?
• Are you running follow-up and final inspections to maintain quality?

If your score on these is below 80%, identify the actions needed to elevate your team and leadership.

Key Takeaway

The Trade Partner Preparation Process isn’t just a checklist, it’s a proven framework for getting the right trades on board, setting clear expectations, and ensuring that safety, quality, and flow are locked in before work begins. When you get this right, you don’t just “eat the cake” you make sure everyone enjoys it.