How Superintendents and Project Managers Should Start a Jobsite on Day One

Summary: Starting a new construction project doesn’t have to feel overwhelming. On day one, superintendents and project managers should focus on three essentials: documenting everything, keeping the “three pillars” (manpower, material, and information) strong, and setting clear expectations with subcontractors. Stay proactive, own the schedule, and document your work. These habits make the difference between smooth progress and costly delays.

Starting a new home construction job can be overwhelming, but proper preparation and organization can ensure a smooth process. Here is a guide based on the key points home builders should review with every superintendent and project manager on their first day of construction.

Always carry a binder and a notepad. Writing things down throughout the day is crucial. If you’re not taking notes, you’re missing important details. Constantly ask yourself, “What’s going on today, tomorrow, and next week?” This helps you stay proactive and prepared.

Benefits

• Enhances accuracy in documenting tasks and requirements
• Prevents forgetting critical information
• Helps in keeping track of progress and any issues that arise

Any project has three pillars: manpower, material, and information. If any of these are missing, the project will quickly fall apart. Always ensure that these elements are in place and functioning properly.

Benefits

• Ensures that resources are adequately allocated and available
• Promotes efficient workflow and reduces downtime
• Enhances coordination and project stability

Adopt the mindset of “What can be done, and should be done.” For instance, start on the tile work if you’re waiting on drywall due to supply issues. If there’s an issue with tile mortar, begin waterproofing. This approach keeps the project moving forward despite obstacles.

Benefits

• Minimizes delays caused by material shortages or other issues
• Allows for continuous progress, improving project timelines
• Reduces stress and panic by having alternative plans ready

From day one, set clear expectations with your subcontractors (subs). Be honest and open, and tackle the most challenging tasks first—this is what we call “eating the frog.” For example, if a framer habitually starts work without providing a quote, address this immediately. Insist on transparency and accountability.

Benefits

• Builds trust and transparency with subcontractors
• Reduces the likelihood of disputes and rework
• Promotes a professional and organized work environment

Constantly check all drawings for conflicts and address any RFIs in real time. Delayed responses to RFIs can lead to significant problems. Handling them promptly ensures that the project stays on track.

Benefits

• Keeps the project timeline on track
• Ensures that all parties have the necessary information to proceed
• Reduces the risk of errors and miscommunication

Use and follow schedules and budgets diligently. Even imperfect schedules and budgets are better than none. They provide a framework for the project and help manage expectations. Always double-check the scope of work in your subcontracts or purchase orders. These documents guide the subcontractor’s work and are critical to the outcome.

Benefits

• Helps in tracking progress and managing expectations
• Facilitates better financial management and cost control
• Provides a clear roadmap for the project, reducing uncertainties

Own the schedule. Ensure that tasks are completed correctly and on time. Strive to stay ahead of the schedule—there’s never an issue with being ahead, but it's always a problem when you fall behind. Confirm with your subs a week before they are due on-site and again the day before. This proactive communication can prevent last-minute cancellations and delays.

Benefits

• Prevents last-minute rushes and mistakes
• Allows time to address unexpected issues without delaying the project
• Builds a reputation for reliability and punctuality

Before leaving the site, ask, “Do you need anything else before I go?” This encourages subs to voice their needs and prevents overlooked issues. Remember, believe nothing of what you hear and only half of what you see—always verify information.

Benefits

• Reduces misunderstandings and mistakes
• Encourages proactive problem-solving and collaboration
• Ensures that subs are fully prepared and equipped to do their work

Review the drawings with your subs to ensure they fully understand their scope of work. Misunderstandings can lead to costly mistakes. Additionally, take pictures or videos of the walls before closing them up with insulation or drywall. This documentation is invaluable for future reference.

Benefits

• Aids in quality control and ensures compliance with specifications
• Provides valuable reference material for future work or inspections
• Prevents costly mistakes and rework

Encourage your subs to clean up daily. A clean job site is akin to brushing your teeth—it’s a repetitive task but essential for maintaining order and safety. Regular progress meetings with subs are crucial. They should be done as frequently as possible without causing disruptions.

Benefits

• Reduces the risk of accidents and injuries
• Enhances the work environment, making it more productive
• Reflects professionalism and care in the project

It’s okay to make mistakes, but honesty is crucial. Ask for forgiveness, take responsibility for errors, and focus on finding solutions. Don’t call your boss with problems. Call with solutions. For instance, if you run out of drywall, inform them you’ve already ordered more and need confirmation.

Benefits

• Builds trust and respect within the team and with clients
• Encourages a proactive and solution-oriented mindset
• Reduces stress and improves overall project management

Day one sets the tone. A superintendent or project manager who documents everything, enforces accountability, and communicates proactively is building more than houses—they’re building trust, efficiency, and reputation. Think of it like pouring a foundation: solid habits now prevent cracks later.

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