What Is The Role Of A Project Manager In Planning?

In this blog, we’re diving into the specific steps you, as a project manager, need to take when planning a construction project. Planning is multifaceted, and while I’ve covered the broader planning process in other posts, today, we’ll focus on your unique role in ensuring a successful outcome. 

You’re balancing numerous responsibilities, and understanding when and where to zoom in during planning will make a world of difference, especially when managing superintendents and other key stakeholders. Let’s break it down.

1. Overseeing Project Scope Definition

Your primary task as a project manager begins with defining the project scope. This means thoroughly understanding the owner’s vision and expectations and determining what will satisfy them. During the pre-construction phase, you’ll begin by creating a proposal and conducting an interview.

 Once that’s established, you’ll move on to developing a macro-level strategy during the concept schematic design phase, setting the parameters to guide the project forward. From budgeting and constructability reviews to ensuring deliverables are dialed in before the project officially kicks off, your involvement in scope management will continue throughout each phase.

2. Brokering Resources for Success

You are, in a sense, brokering resources at various points in the project. Early on, you might rely on your Virtual Design and Construction (VDC) team or input from a general superintendent. As the design develops, you’ll need to bring in builders, assistant superintendents, general foremen, and trade partners. The goal is to break everything down by time and location, ensuring your logistics, risk registers, and key planning documents are on point.

3. Reviewing General Conditions and Requirements

It’s your responsibility to ensure that general conditions and requirements align with the overall project strategy. As the project moves forward, you’ll make sure logistical considerations and budget needs are reflected properly. The goal is to ensure that any special budgetary needs are priced correctly and integrated into the overall plan.

4. Anchoring Plans and Mitigating Risks

As the team works on developing the production plan, you’ll constantly anchor it to other projects, helping to identify and mitigate risks. A solid plan must undergo continuous critique and review to ensure risks are minimized. Whether through miniature reviews throughout the process or a fresh set of eyes before final approval, risk management is crucial.

5. Aligning the Supply Chains

You’ll always be working backward from the phases of your plan, ensuring that procurement aligns with the overall strategy. From tracking lead times and managing deliveries to coordinating submittals and buyouts, you must ensure the supply chain is linked with construction timelines.

6. Managing Resources Effectively

You’ll constantly broker resources throughout the planning process, from conceptual estimates in the design phase to leveraging software, trade partners, or additional support to ensure the production plan is sound. It’s about asking, “What do you need?” and securing the necessary resources for success.

7. Planning for Quality

Quality is a crucial component of project planning. As a project manager, you must account for the owner’s quality requirements in the plan. Whether it’s managing specialized concrete installations or intricate forming systems, ensuring that the necessary time and effort are factored into the schedule is essential to maintaining high standards.

8. Ensuring Plans are Visually Formatted

The planning documents should be visually formatted and easy to present, whether on a screen or wall. Clear visual documentation helps align the team and stakeholders with the project’s goals.

9. Keeping Stakeholders Informed

Throughout the planning process, it’s your job to keep stakeholders informed. Whether it’s the owner or other decision-makers, you must ensure that the communication is ongoing, clear, and supported by visual formats that everyone can understand.

10. Securing Permissions and Approvals

Finally, securing necessary permissions and approvals is vital to ensure the smooth progression of the project. From permits to financial approvals, everything must be in place to allow work to flow seamlessly.

These ten steps may seem like a lot, but I’ve provided a structured approach to help you implement them in your planning process. If you find yourself needing additional support, don’t hesitate to reach out. We offer consulting services specifically tailored to assist you in your role, ensuring your project’s success.

If you need further guidance or have any questions, feel free to contact us. Let’s work together to elevate your project planning game!