8 Steps to Better Construction Punch Lists

Some of our guiding principles at FTQ360 are that construction defects can be prevented on your construction project and that construction punch list (or snag list) process can be reduced. While these two concepts are certainly linked, fewer defects mean a shorter punch list. You can’t rely on punch lists alone to get you there.

To prevent defects from occurring in the first place, it's essential to use checklists or punch lists as part of your project management process. These tools help identify high-risk issues early and establish a system to eliminate them over time.

You might also consider using a rolling punch list to manage tasks more efficiently. This approach allows you to address issues as they arise, reducing the risk of a long list of unresolved items at the end of the project. The goal is to achieve a Zero Punch List, meaning all tasks are completed, and no outstanding items remain, confirming the project is fully finished.

The eight steps of our Hotspot Improvement Process will help you shrink your construction punch lists.

1. Identify Top Issues by Subcontractor

Start by focusing on the general contractor and subcontractors who have the greatest impact on your construction schedule. For example, properly pouring the foundation and ensuring accurate, square framing are critical steps that set the tone for the entire project. Getting these right the first time helps keep the project on track and ensures clear alignment across all teams.

Pay close attention to tasks that simply must be done correctly from the beginning. Also, take note of recurring issues that tend to slow projects down. Review your construction punch lists and identify the most common and significant problems. Prioritize fixing these first to improve efficiency and avoid repeated delays.

2. Work on One New Issue at a Time

Most people need to hear new information several times and in different ways before they truly understand and retain it.

It’s unrealistic to expect subcontractors to get something right the first time if they've only been told once, especially when it involves a new method or a change from how they've always done things.

As a project manager, it's important to be patient and consistent in your systems and processes when working with contractors.

Trying to tackle every issue at once will only lead to confusion and chaos. Instead, focus on one new issue at a time, either weekly or monthly.

Prioritize one key issue per trade, resolve it fully, then move on to the next. By working through your list in order of importance, you'll steadily improve overall performance and reduce recurring problems.

3. Identify the Possible Causes

There are any number of reasons a subcontractor might not be achieving first-time quality. Some examples include:

• Not aware of  how important specific details are to the rest of the project
• Not trained or introduced to the proper work procedures by either the project owner or the person in charge
• Didn’t know you cared one way or another.  
• Working the same old way with new materials or systems
• Not knowing the acceptance criteria for a specific job or project
• Not checking to see if the work they just finished meets the project requirements

One of the best ways to find out what is causing construction punch list items is to talk to your subcontractors about the issues you are having.

You might find that they are working with a different set of expectations, or that they need training or mock-ups for installing a specific item the way you want it.

4. Develop a Clear Message of the Correct Expectation for your Construction Project

Subcontractors may have plenty of skills but reading minds isn’t one of them. If you want something done a specific way, you need to communicate it clearly and directly. That means telling them, showing them, and including your expectations in the contract specifications.

Set a positive tone by describing exactly what you do want to see not just what to avoid. Whenever possible, use images to show the correct way to perform the work. Visuals are easier to understand, transcend language barriers, and serve as quick, memorable references in the field.

Ideally, only show images of the correct approach. But if you do include an example of how not to do something, always pair it with a clear image of the right way to do it.

5. Communicate the Message Broadly

Use your checklists to communicate expectations by including heightened awareness checkpoints. Provide images, instructions sheets, training videos, and training sessions to ensure that the people doing the work know what is expected of them and how to get it done right.  

Post these messages so people see it every day - in the construction office, on post boards everywhere other messages are seen. Talk about them as a regular agenda item at production meetings and toolbox talks.

6. Confirm That the Message was Received

Just because you’re sending a loud and clear message and doing so repeatedly doesn’t necessarily mean it’s being heard. Confirm that your communications are being received with proof of toolbox talks and attendance sheets at training events.

Use the same approach that you use to convey safety information; this sends the message that both quality and safety are  important.

7. Focus Your Inspections on Hotspots

Not every construction detail  can be treated with the same level of urgency. If you make everything the most important, then everything is also least important.  

Include hotspots as special high priority checkpoints on your checklists. The message here is whatever you do - get the hotspots right!   

8. Celebrate Successes and Examine Failures

In the construction industry, it is expected to face issues during projects. When you have successfully used your inspection checklist process to eliminate a recurring issue from your punch lists, celebrate it! If you get stuck on a particular problem, take the time to figure out why it isn’t getting resolved.

Is there a communication issue? Does the subcontractor understand what you’re asking them to do?

Try a new approach to see if you can break through. The process to reduce construction punch list items is a dynamic one, and you must be prepared to respond appropriately to both the successes and the failures.

By focusing on the highest-risk issues, you can significantly reduce construction punch list items within a year. Remember, construction defects can be prevented. Get out of triage mode and take preventive measure to avoid deficiencies. Need a little help? FTQ360 is here for you.