How To Do Construction Submittals

Construction submittals can often feel like a monotonous and frustrating part of the construction process. However, when managed effectively, they can be an invaluable tool for ensuring that project plans and materials align with the contract documents. In this blog, I’ll walk you through the best practices for creating, managing, and reviewing submittals, and provide a checklist to make this process as smooth as possible. What Are Construction Submittals? Submittals are essentially documents, drawings, mock-ups, or samples prepared by contractors and presented to designers. Their purpose is to demonstrate that the proposed materials and plans meet the requirements outlined in the contract documents. Submittals are typically driven by the specifications set forth in the project documents. Steps for Effective Submittals

1. Create a Submittal Schedule

Develop a detailed submittal schedule, often referred to as a submittal register. This schedule should be integrated into your overall procurement log or schedule, which includes fabrication times, delivery times, and material inventory buffers. Align all these dates—from required job dates to review times—to support the ideal flow of work for your trade partners.

2. Standardize Submittal Forms

Utilize standardized submittal forms to ensure consistency. Include essential details like project name, number, date, and any other relevant information. Consistency helps both the recipients and trade partners become familiar with the format, making the process smoother.

3. Clearly Define Requirements

Ensure that the entire team understands the submittal requirements. Outline the formatting, content, and supporting documents needed. Make sure your trade partners are well-informed through job information policy brochures or onboarding materials.

4. Organize the Submittal Log

Maintain a comprehensive submittal log to track each item. This can be a dedicated submittal register or part of a larger procurement log. Choose a project management software that fits your workflow to make tracking as efficient as possible.

5. Assign Responsibilities

Designate specific teams for creating, reviewing, and approving submittals. Clear communication of these responsibilities ensures that everyone involved understands their roles and tasks.

6. Prioritize Critical Submittals

Communicate the urgency and due dates of critical submittals clearly. Avoid overwhelming designers by staggering submissions across different scopes of work. Develop a well-structured master schedule to manage the submission flow effectively.

7. Standardize the Review Process

Create a standardized review process to ensure consistency. Align expectations for submission and approval with both your team and the designers. Clear communication of quality expectations is crucial.

8. Ensure Timely Reviews

Timely reviews are essential to avoid delays. Monitor all aspects of the procurement process, from the creation of submittals to their review and approval. Implement strategies such as breaking down submittals into parts and providing additional support to ensure quick reviews.

9. Document Review Comments

Provide clear and actionable feedback on submittals. Address issues immediately if possible, but ensure that all comments are documented. Avoid using submittals to make design changes—such changes should be managed through formal processes like change orders.

10. Communicate Required Changes Clearly

If a submittal is not approved or needs modifications, communicate the required changes explicitly. Avoid leaving the trade partners guessing about what needs to be corrected.

11. Verify Compliance

Ensure that all submittals comply with the specifications and contract documents. It’s your responsibility to make sure that non-compliant submittals are not sent to the designers, saving their time and avoiding unnecessary back-and-forth. Additional Tips for Effective Submittal Management

1. Get Help When Reviewing Submittals: Learn the patterns of different types of submittals and seek help from subject matter experts if needed. This will help ensure quality reviews and expedite the process.
2. Know When to Swarm: Understand the urgency of submittals and seek assistance from colleagues or designers if necessary. Collaborating effectively can help manage tight deadlines.
3. Don’t Be Afraid of Parallel Reviews: Conduct parallel reviews when possible to speed up the process. Tools like Bluebeam can facilitate concurrent reviews with multiple disciplines.
4. Avoid Designing Through Submittals: Ensure that changes are documented properly through formal processes. Avoid altering designs through the submittal process to maintain project integrity.

Conclusion Managing construction submittals doesn’t have to be overwhelming. By following these best practices and using the checklist provided, you can streamline the process and ensure that your submittals contribute positively to the project. Remember, submittals are a crucial part of construction that, when handled well, can enhance project efficiency and success.