One of the most expensive problems for project management comes from failure to manage the submittal process.  Submittals are sent late, and returned later.  This delays ordering of materials and delays shop drawings.  But the completion date doesn't change.  All too often the result is costly drafting or fabrication errors, undesirable production scheduling, and unnecessary expediting costs of one kind and another.  How can this be corrected?  Here is a partial list:

• Agreement on submittals  The kickoff meeting with the customer should include a specific schedule agreement about submittals and turn around.  Often this will require cooperation of the architect, typically not a party to the kickoff meeting with your GC customer.  Reaching an agreement that late submittal return will delay the job is vital.

• Early Submittals    It is not unusual for certain materials to require long lead times.   These must be identified in the design review.  Make provision for special submittal and approval to meet the production schedule.

• Batching of approvals   On most jobs, it will ease approval bottlenecks to arrange for progressive approvals; starting with the early order materials, and then proceeding more-or-less in erection and production sequence.

• Contract drafting & engineering On larger jobs, provision often must be made for contract drafting and engineering.  Timely contract completion is a typical problem and requires aggressive management to avoid.  Back up resources are often required, and best arranged in advance.   Fail-safe this process.

• RFI's  These are typically a huge waste of time and a source of delay on the job.  Arrange some method of verbal/fax/email approval followed by hard copy confirmation from you to the approving person.

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