Are you increasingly spending more time creating and managing punchlists? Finding issues and deficiencies, communicating them to the responsible parties, and then keeping track of completed and outstanding issues is a normal part of any construction process. Nonetheless, it can become a management nightmare if you don’t have a good system or solid process in place. Here are some tips for improving your punchlist process.
Formalize Your Punchlist Process
The best way to avoid problems is to move away from creating informal punch lists. Instead, you should create your punch lists as part of your regular inspection process. If you have good checklists to begin with, you can easily note issues related to specific inspection items as you inspect. What works well is to take photos and mark them up to clearly show what needs to be fixed or where problems exist.
Also, your checklist will act as a very effective guide to make sure you don’t miss anything important, so your punch lists will be more “complete”. This means better job quality and less time spent fixing problems.
Time your punch lists correctly
When you time your inspections correctly, you do not waste time or allow subcontractors to wait too long for a list of things to fix. You should only be creating punch lists relating to critical items that will cause problems down the road.
When work is in process, the subcontractors will also be aware of issues and will make adjustments, so you do not need to make a punch list for these types of issues. Your subcontractor will already have a plan in place to fix those problems before they consider the job done. Let your subcontractors be responsible for their own quality.
Having planned inspections that everyone knows about also means that they will be expecting your punch lists after your inspections and will be ready to address problems right away.
Explain the issues clearly
After you are finished with your inspection, you want to send the responsible party(ies) their punch items. A good way to do this is to email the punch list, complete with pictures and correction requirements. Ideally, only items that relate to a particular individual should be sent to that individual so they don’t have to hunt around for the things they need to work on.
Your punch list should not be cryptic. The more clearly you illustrate the problem at hand, the more likely the issues will be fixed the first time. Marked up photos and good notes are really helpful. That way, you will not be getting calls or needing to set up meetings to explain what you meant.
Monitor issues effectively
Individuals should be able to reply back to you when their punch items have been corrected. Once again, pictures and good notes are helpful. Seeing pictures of corrected work makes it possible for you to confirm that work is ready for re-inspection without going onsite only to find that not all items have been addressed.
It’s all about your process. If you can add punch items to your inspections, clearly communicate the punch items and receive clear communications back when items are completed, you’ll spend a lot less time creating and managing punch lists. And, it’s more likely that you won’t have to re-inspect and create more punch lists because the corrections will be done right the first time.
If you want to learn more about using software to create, email and manage your punchlists, visit FTQ360.com and see how FTQ360 Inspection and Punch List Software will improve your construction punch list process.