How To Make A Production Plan

How to Make a Production Plan – A Real Example from the Field

I’m super excited to share this blog with you because it’s all about how we built a production plan for a $120 million multifamily project—our first one at LeanTakt. Everything for this project is organized in a powerful software tool called InTakt.

But instead of just talking about production planning, I want to show you how it all comes together—from executive summaries and milestones to mobilization items, deferred submittals, long lead procurement, and the trade partner preparation process.

We’re going to walk through how to kick off production for site work, foundations, structure, interiors, and more. Seeing it all in place is key—so let’s not just talk about procurement or trade partner prep, let’s actually see it.

The Software We Use:

We use InTakt—our preferred Takt planning software. We’ve researched a lot of options over the years, and this one stands out for its simplicity, user-first design, and rapid development. The second half of this blog will show you how to create a production plan using InTakt.

Key Elements of the Production Plan:

Here’s how the software layout works:

• Timeline on Top: This is a norm-level production plan—organized day-by-day.
• Phases, Areas, and Zones on the Left: This layout helps you visualize everything clearly.
• Full Functionality: You can customize and export your plan into CPM (Critical Path Method), which is a game changer.

Now let’s talk structure. The plan starts with:

• Executive Summary & Milestones.
• Bidding Process.
• Trade Partner (TP) Preparation.
• Procurement & Deferred Submittals.

Each section is logically tied into the production plan and exports with that logic. That means it’s not just for planning—it’s for managing real project execution.

Leveraging AI with ChatGPT:

Here’s something unique we’ve started doing: using ChatGPT to help identify long lead items and potential deferred submittals before the design is even finished.

We’ll ask ChatGPT something like:

“Hey, based on a multifamily building in this location, what are potential long lead items? Give me prep, review, and approval lead times.”

Even if it’s not 100% accurate, we’re managing it ahead of time. If something turns out irrelevant, we delete it. Simple. This proactive approach helps us stay ahead and reduce risk.

Site & Make-Ready Activities:

Within the production plan, we’ve incorporated:

• Long lead procurement.
• Deferred submittals.
• Trade partner prep.
• General requirements.
• Critical timelines (e.g., temporary power sign-up, trailer setups).

After that, we move into civil work, foundations, exteriors, and interiors—all in a structure you’d expect from a solid Takt plan.

How the Production Plan Comes Together:

Here’s how to build a great production plan:

1. Create the Master Schedule: This is your macro-level Takt plan.
2. Pull Plan the First Sequence: For example, Zone A on Floor 1—this starts with input from trade partners.
3. Use Multi-Rhythm Takt Planning: Different trades can run on different takt times. For example, Gypcrete may have its own rhythm separate from framing or drywall.
4. Time-by-Location Format: Organize by zone and phase to maintain clarity.
5. Include Trade Flow: Ensure your sequencing reflects how work actually flows across zones.

The goal is to create a plan with the right number of zones, the right sequence, and realistic buffers to handle risk.

Buffers & Milestones:

At the bottom of the plan, we always include a buffer. It might look large, but it’s necessary to account for risk, especially when aligning with your Substantial Completion Date.

So:

• Add buffers strategically.
• Ensure your milestones are clearly defined.
• Understand how your plan flows from the end goal backward.

From End Date to Start Date:

We start with the end (substantial completion), then work backward to identify:

• When interiors and exteriors need to wrap up.
• When concrete and civil must begin.
• When procurement and bidding must be complete.

For example, if our notice to proceed is May 19, everything—TP prep, deferred submittals, procurement—must be queued up to hit that start date.

The Process Recap:

1. Start with the end date.
2. Define zones and layout.
3. Insert buffers for risk management.
4. Work backward from completion to procurement.
5. Make sure make-ready activities start on time.
6. Use Takt planning software to visualize and manage it all.

We’ve used this system across many projects and it consistently leads to success. The key? Make a plan to succeed—and start on time.

Key Takeaway:

A successful production plan starts with the end in mind—by defining your substantial completion date, building in the right buffers, and working backward to align procurement, trade partner preparation, and make-ready activities. Using Takt planning software like InTakt and leveraging tools like ChatGPT allows you to visualize, manage, and execute your plan with clarity and confidence—all while staying ahead of risk.