First Planner System™️ -10 – Procurement

Mastering Procurement in Construction: The Supply Chain Component

In this blog, I continue reading from my book Elevating Pre-construction Planning and dive into one of the most critical and often underestimated parts of the production system: procurement. This isn’t just about buying materials; it’s about creating a fully engineered supply chain that feeds your crews the right tools, equipment, materials, and information exactly when they need them to keep production flowing.

We’ve already covered the production plan, lean in contracts, and risk management. Now, your foremen have a plan they can see and follow, so the next step is aligning production demands with the supply chain. This alignment is what prevents those frustrating slowdowns where crews are left waiting because the right materials or information aren’t available at the right time.

Procurement is More Than Purchasing

Procurement in construction isn’t simply about placing an order. If that’s all you’re doing, you’re already behind. True procurement is design → buyout → procurement → delivery to the place of work, all strategically managed to serve the production plan.

Here’s what that really means:

• Design to work packages – The design phase should serve the way work will actually be executed, breaking down drawings and details to match your production rhythm.
• Buyout early – Secure your trade partners, lock in contracts, and release them early enough to meet lead times for long-lead materials.
• Track everything – Use a procurement log or software that covers both submittal approvals and fabrication/delivery schedules.
• Build in buffers – Procurement buffers and material inventory buffers are essential to protect against the inevitable hiccups in manufacturing or shipping.
• Deliver by zone – Just dumping materials on site creates chaos and waste. Bring them to the right zone, in the right quantity, at the right time.

When procurement is managed well, projects feel smooth. Crews get what they need, when they need it, and productivity soars. When it’s neglected, you get cluttered sites, blown budgets, missed dates, and crews standing idle, wasting both time and money.

The Real Story Behind Just-in-Time Delivery

One of the biggest misconceptions I see in construction is around Just-in-Time (JIT) delivery. Too many people think it means avoiding staging areas entirely, delivering everything directly from vendor to install. That’s not realistic for most projects and it often backfires.

In reality, JIT in construction is about matching deliveries to your production rhythm. Some materials, like drywall or screws, can be delivered directly to the zone. Others, especially long-lead, high-risk items like curtain walls, elevators, or electrical gear, should arrive at a staging yard first so you can control quality, avoid damage, and feed them into the work at the right moment.

The key is balance:

• Too early → excess inventory, cluttered site, wasted motion.
• Too late → idle crews, missed milestones, costly recovery plans.

By combining JIT principles with procurement and material buffers, you can hit the sweet spot where the flow of work never stops.

Procurement Meetings That Actually Work

Another huge factor in procurement success is how you run your procurement meetings. This isn’t just a “review the list and move on” task, it’s a deep dive to solve problems before they hurt production.

A solid procurement meeting includes:

• Reviewing the procurement log in detail.
• Calling vendors and checking actual status.
• Mapping supply chain steps and removing bottlenecks.
• Using virtual design and construction (VDC) to audit material needs.
• Brainstorming recovery actions for any late or at-risk items.

When you run these meetings proactively, you’re not just tracking delays, you’re eliminating them before they cause real damage to the schedule.

Key Takeaway

A strong procurement system keeps your crews working without delays. Design it to match your production rhythm, use buffers wisely, and deliver materials by zone, right time, right place.