This Project Planner will help to set priorities; however, it serves best as a general guide, not an inflexible set of rules. Read the Project Planner in its entirety, and then start from the beginning of the sequence.

The Project Planner is a living, working document, and presented in a time-based format. Let the following agenda be a basis for planning and action, allowing yourself the flexibility to adapt the information to fit your situation.

Realizing it’s become a cliché to emphasize the need for team-building spirit during planning, organizing, and controlling a home building or remodeling project, we’re very hesitant to pounce on this idea without first bringing to your attention how this spirit has been put to use during the most extreme circumstances. Before you do any project planning, please “think outside the box” by getting a copy of Caroline Alexander’s Endurance and Margot Morrell’s Shackleton’s Way then return to your endeavor with renewed hope, vigor, and team-building spirit.

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1. Establish the principal players of the project team. Based on business, aesthetic, and technical requirements of your project, you may choose to collaborate with a General Contractor, Construction Manager, Architect, Engineer, Lawyer, or Accountant to create the best results possible for the decisions to be made. Initially, contract for professional services on an hourly basis in order to maintain better control over performance. Review McNulty's Management of Small Construction Projects.

2. Develop a strategy for achieving your overall budgetary objective. Accept that there may be multiple ways to achieve your goal and ample time should be given considering options. Do a rough "percentage" budget estimate of hard and soft costs as an exercise in project feasibility. Ask construction lender for an application packet, but wait before making and paying for a loan application. This will provide you with a list of what’s officially required by the lender when it comes time to apply for the construction loan. See Thomas’ Estimating Tables for Home Building.

3. Create an "Activity Flow Chart" to identify major events and support activities. Since this flowchart will be organized chronologically, consider this an informal, rough draft of a project schedule. Most important, this is an opportunity to better understand how activities relate to one another, and begin to get a sense of interdependencies. Write key questions on the flow chart as a reminder of issues of importance! Rely on members of your project team to assist you in the development of your flow chart. Familiarize yourself with Rogers’ Basic Construction Management: The Superintendent’s Job.

4. Produce a “draft” site plan for your lot following guidelines provided by the local building department having jurisdiction over your site. A site plan usually combines a legal survey, existing natural features, topography, utility locations and house footprint into a single graphic representation. Don't forget to indicate adjacent streets, access to site, tax parcel number and legal description. Make multiple copies so the original never leaves your hands! Review NAHB’s Site Engineering for Developers and Builders.

5.Sketch a floor plan based on your characterization of how you intend to live in the new or remodeled home. Let this sketch mature through several revisions without getting bogged down in precise details. By preparing several "Schemas", the Architect, Designer, or Stock Plan Service has a basis for understanding your needs. Refer to Myrvang's Home Design Handbook. This process is an artistic endeavor. Engage the services of a design professional on an hourly basis, and don’t be afraid to scrutinize their performance. If computer-aided design is of interest to you, utilize “3D Home Architect”.

6.Start to think and act like a project manager by creating a "Job Diary" in your home office. A business card index, weekly appointment book, incoming/outgoing phone message register, and pad of memo forms will be the fundamental elements of your “Job Diary”. Place these items adjacent to your phone, and utilize them religiously. Study what others are doing by referring to Schliefer’s Construction Contractors' Survival Guide.

7. Elaborate the "Cardboard Box Files" with contractor and product information. By filing trade and product literature in respective categories, you begin to gather an array of possibilities for future use. Be sure to note a contact person and phone number or email address from the businesses with whom you come into contact. One decent contact leads to another contact, and becomes a network of individuals and organizations! Page through Ching's Building Construction Illustrated.

8. Expand the "Storyboard" with exterior and interior colors, patterns, and textures. Start grouping combinations that seem to go together so you can compare and contrast one grouping to the other. Ask your friends and family members for their opinions. Enjoy being an artist! Take a peek at Clodagh’s Total Design.

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9. Contact local businesses that specialize in salvaged windows, doors, and electrical or plumbing fixtures. Read the "Classified" section of your newspaper for bargain deals on recycled or reused construction materials. Visit a garage sale, especially if it's at the home of a local trade contractor, looking for surplus materials. As you develop your Conditions document for your project, don't forget to assign responsibility to each trade contractor for site cleanup, disposing of their debris, and recycling debris. Become familiar with Chappell’s Alternative Building Sourcebook.

10. Call your Building Department to request a "Permit Submittal Packet" for residential new construction or remodeling. Gain a full understanding of all documentation required for permit application. Avoid multiple trips to public agencies by utilizing phone, mail, and fax communications! Ask about the possibility of a “pre-application meeting” at the local permit-granting agency. Inquire whether any special conditions exist for your building site such as wetlands, shoreline, or flood plain review!

11. Utilize standard contracts used by professionals to better understand what Conditions areimportant to you. If necessary, enlarge the standard contract forms on a duplication machine so it's easier to read the fine print in order to create a rough draft of Conditions to fit your situation. Contact a "friendly" Attorney familiar with construction contract law to review your rough draft. Review Collier's Managing Construction: The Contractual Viewpoint.

12. Use your “best guess” to analyze skill requirements for your project. Determine the complexity of skill required for Design-Build events so you can assess the level of competence anticipated to perform the required tasks. Separate complex tasks from routine tasks; in other words, distinguish high paying jobs from low paying jobs. Read Jahn's Cost-Saving Techniques for Housing Construction.

13. Research your local telephone directory to discover what suppliers and manufacturers are available locally. If local suppliers and manufacturers exist in your region, inquire whether they sell direct to the general public. Determine supplier and manufacturer locations to get a sense of material logistics and delivery requirements. Ask suppliers for a list of “preferred contractors” whom they would recommend to install their products. Become familiar with McConville’s Managing Construction Purchasing.

14. Add a "Safety File" to your "Cardboard Box Files". Think about the special circumstances of your project so you begin to anticipate hazards and dangerous situations. As you develop your Conditions document, don't forget to assign responsibility to the General Contractor or each Specialty Contractor for jobsite safety! See Civitello’s Construction Safety and Loss Control Program Manual.

SIX MONTHS PRIOR TO BUILDING PERMIT APPLICATION:

1. Involve construction professionals of your project team in the "Decision Making Process". Each professional provides specialized information established by years of education and experience. Don't expect free advice! By utilizing the complex information base of the construction industry, you're more able to anticipate management, aesthetic, structural, legal, and fiscal problems before they occur. There’s a great overview of this process in Lewis’ Fundamentals of Project Management.

2. Select a fiscal plan of action based on a review of hard and soft costs. Combine all hard and soft costs related to the Design/Build process into a complete "Cost Analysis". As you extend your budget estimate into an itemized cost analysis keep in mind that this remains a “living document” subject to change. At this point, there should be a clear idea of your cost range in order to accurately consider construction-financing options. Use Jackson's Estimating Home Building Costs.

3. Discuss project requirements with "friendly" designers, contractors, and suppliers. As you continue to update the "Activity Flow Chart" there will be supplemental information that augments major events and support activities. Refine your understanding of workflow by noting activity interdependence. Get a sense of how professional managers handle these concerns by paging through Cleland's Project Management Handbook.

4. In addition to the official site plan required for permit application, make a site master plan that goes beyond what's usually required by the Building Department for permit application. Your Architect will put the finishing touches to the official version for permit application but you can go one step beyond. Take into consideration your region's geological, biological, and meteorological conditions as you enhance the basic site plan. Envision how you intend to use the outdoor space once the home is completed so your home is oriented to the sun, off-site features, native plants, lay of the land, and neighboring community. Be creative! See Roberts’ The Building Site: Planning and Practice.

5. Formalize the floor plan by consulting with a design professional. Whether you choose to work with an Architect, Designer, or engage a Stock Plan Service, you'll need to take your ideas and sketches into "Design Development" so your floor plan can evolve into a complete set of Drawings. There are many variables that contribute to how the Drawings are created, and it's usually in your best interest to rely on professional design services to determine foundation details, framing plans, elevations, roof system, code compliance, and layout for heating, plumbing, and electrical services. Read DiDonno's How to Design and Build Your Own House.

6. Concentrate on using the "Job Diary" daily. Collect business cards as you visit suppliers or consult with trade contractors making notes on the reverse side of each card. Be prompt for appointments, and take notes on your memo pads for future reference. As you write notes in your appointment book, use black ink to make personal entries and red ink to make appointment entries. Keep the message register next to the phone so you log all calls relating to the Design-Build process. Get in the habit of running an efficient and reliable construction office.

7. Continue to use the "Cardboard Box Files" as a means to organize trade and product technical literature. More than likely you'll be creating additional hanging files to expand the growing information base. Get comfortable with the process of progressive approximation so you feel relaxed about a gradual refinement of product and material choices. Now is the time to collaborate with the professionals of your project team as well as potential trade contractors and suppliers, discussing the range of choices available to you. Don’t become the customer-from-hell! Read Edwards’ Dangerous Clients: How to Protect Yourself.

8. Turn a critical eye to the combinations depicted on the "Storyboard”. Eliminate colors, patterns, and textures that obviously won't be considered for your project. Don't throw anything away but select several combinations of exterior and interior treatments that satisfy you the most. Be sure samples are marked with manufacturer product information, including distributor and contact person. Get a few tips from Benzel’s The Room in Context.

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9. Incorporate "Building/Living Green" features that utilize standard sizes, recycled, and sustainable materials. Without compromising cost or quality, seek alternative methods and materials for your project by asking local suppliers and manufacturers what's currently available from them. Refer to Pearson's Natural House Book.

10. Collect all documentation required for building permit application. Since some of this documentation is required for "Design Development" you'll need to make duplicate copies so information can be shared with professionals of your project team while you keep the originals. In addition to the building permit, additional permits may be required for septic, electrical, plumbing, gas, and HVAC inspections. Be sure trade contractors take responsibility for securing necessary permits governing their work. Use the "Index" in Hageman's Contactor's Guide to the Building Code.

11.Prepare your Conditions document for prior to first meeting with General or Specialty Contractors. This is where a word processor really comes in handy! Based on the rough drafts created by the "cut & paste" method, you'll be able to develop a single, generic document then adapt it to each trade contractor. Should you decide to deal exclusively with a General Contractor, you'll only need one Conditions document; however, by assuming the responsibilities of a General Contractor, acting as an Owner-Builder, you'll need separate Conditions documents for each trade contractor. Refer to Acret’s Simplified Guide to Construction Law.

12. Interview prospective General and/or Specialty contractors. Qualifying contractors requires you get information about their previous work experience and how they are organized to operate. What you hope to accomplish is to match the right person to the right job. A good start would be to create a “Project Profile” for your home building or remodeling project, including a site plan and technical information describing scope of work. At this meeting you may also show a preliminary draft of your Drawings so they can offer suggestions that may improve "Design Development" as they offer their opinion regarding how the work might best be accomplished. Review Cook’s Bidding for the General Contractor.

13. Select products and materials to be used in your home. Choosing building and remodeling products and materials is a difficult process due to the consequences of style, finish, cost, installation, and maintenance. Go online to manufacturers’ web sites to examine the entire array of product and material choices currently available in the market. Once a decision is made on what product/material is right for your project, you'll request details on different models, color choices, pricing, installation instructions, guarantees, and warranties from the manufacturer. All of this information together will become the substance of your written "Specifications". Take a peek at Jaffe’s Warranties and Disclaimers for Remodelers.

14. Create a Safety Plan for your project. Request contractor support of safety mentioning your State's requirements and be certain contractor’s maintain their insurance coverage during course of construction. These details will be incorporated into the Conditions document. From manufacturers you'll obtain a "Material Safety Data Sheet" for products and materials that are hazardous, and this information will be placed in the "Safety File" for future reference. Make certain your insurance coverage will be in effect during course of construction.

1. Engage services of construction professionals only on those matters that continue to demand their attention. You should handle routine decisions and actions! Only exceptions, deviations, and emergencies are reported to high-paid professionals for their expertise. You'll need to avoid casual phone calls and conferences with professionals because the minute they pickup the phone, the meter is running. Review Birnberg's Project Management for Small Design Firms.

2. Gain financial accountability by utilizing a "Check Register and Job Cost Journal" to record expenditures such as the product produced by “New England Business Service”. Dedicate this register/journal exclusively for construction expenses so there's an easy audit trail for your project. In addition, create a "Construction Cost Breakdown" to review your budget at a glance! If there’s any doubt about how to setup your register/journal, consult with an Accountant familiar with construction cost accounting. Establish monthly inspections by your lender’s representative to determine what work has been performed so progress payments can be issued through you to the contractor. Do not “assign funds” directly to contractor or supplier. Become familiar with Thomsett’s Builder’s Guide to Accounting.

3. Anticipate construction activities and key events by referring to your "Bar Chart" and "Activity Flow Chart". These sources of information will prompt you to think weeks ahead when ordering products and materials from suppliers, as well as scheduling a Specialty Contractor's arrival on site, or better understanding what’s being accomplished by the General Contractor. Factors that typically affect coordination and control are site logistics, weather conditions, trade contractor availability, and material delivery. Be known as a great communicator! Review Haasl’s Production Checklist for Builders and Superintendents.

4. Set-up site layout. Install temporary electrical and water service. Locate a portable toilet and, if necessary, a job shack on site. Determine where to store materials and designate a work area. Establish building dimensions and elevations for excavation. Protect shrubs or trees that you intend to use later as part of the landscape. DON’T DISTURB ANY AREA WHERE A SEPTIC TANK/FIELD WILL BE INSTALLED. Foresee coming events by placing materials and arranging activities in locations where nothing will be handled twice or later get in the way of productivity. Refer to Gerstel's Builder's Guide to Running a Successful Construction Company.

5.Retain the official "approved" set of Drawings from the Building Department at your home office. The other "approved" set of Drawings remains at the Building Department for their files. Note corrections or changes to the Drawings that may affect proposals by contractors and suppliers. The other six sets that have been in circulation for proposals are for field use during construction, but be absolutely certain to note any changes on them so there’s no confusion as to the work that needs to be performed. Any work done on your project, which is not represented in the Drawings, will need to be illustrated and kept for future reference. These are your "As-Built Drawings" and, when your project is completed, they will be a reminder of what was accomplished in the field and not recorded in the "approved" set of Drawings. Spend a weekend with Leger’s Complete Building Construction.

6. Maintain an accurate diary of construction-related activities. A “Communication Sheet” will continue to help designers, contractors, and suppliers cure any bad cases of amnesia, and the appointment book will keep you organized. Log all telephone conversations using the message register to put into writing what's been agreed to on the phone. Set weekly deadlines for incomplete tasks or repair damaged products. Be persistent with designers, contractors and suppliers who need to correct deficiencies in their work, and be prepared to withhold payment for incomplete or deficient work to expedite completeness or corrections. Use a word processor to complete repetitive tasks and produce standard forms. Utilize Trellis’ Documents, Contracts, and Worksheets for Home Builders.

7. Perform "Quality Control" inspections daily and weekly. Check work performed against Drawings and Specifications, as well as your agreed on Conditions with contractors and suppliers. Use the "Cardboard Box Files" to confirm your understanding of manufacturer guidelines for product installation. Installation instructions are a starting point for field inspections but they are not a substitute for good observation and critical thinking! Use a video recorder and still-camera to improve reliable documentation. Heed the sage tips in Thomas’ Contractor’s Field Guide.

8. Confirm product/material choices from the "Storyboard". Double-check specific names and numbers to be certain the correct color, pattern, or texture has been ordered. Inspect product and materials before installation to verify product correctness. To the greatest extent possible, make quality control the responsibility of the manufacturer and distributor. Glance through Bliss’ Troubleshooting Guide to Residential Construction.

9. Place bins on site for refuse, recycle, and reuse. Keep the refuse bin separate from other areas because this debris will definitely contaminate other recycle/reuse items. Keep the reuse bin near work areas so materials are easily accessible. Any salvaged windows, doors, tiles, or fixtures should be available on site when needed. Each trade contractor and supplier should be responsible for recycle efforts but, if necessary, coordinate pickups at your site with a recycling service. A good rule for each phase of work: the person who makes the mess should be responsible for cleanup and removal of waste!

10. Check with the Building Department to ascertain mandatory inspections. The agency having jurisdiction over your locality may have standard procedures for arranging inspections and what critical events require inspection. Be ready to follow their protocols! Other permits requested by trade contractors will require additional inspections, but the person requesting the permit will do coordination of this effort. Just be certain each trade contractor calls for inspection in a timely fashion, and you keep possession of any correction notices as well as the final, signed permit. Utilize Kardon's Code Check.

11. Be certain all requirements of an enforceable contract are included in the "Conditions" document. Your approved Drawings and written Specifications should be referenced in the Agreement, and Conditions governing performance must be clearly referenced as well. The General Contractor and each Specialty Contractor must come to terms with your requirements before work begins! Prior to your meeting with a contractor where you both sign an Agreement be ready with a final draft of Conditions documents accompanied by Drawings and Specifications. Become familiar with O’Brien’s Construction Change Orders.

12. Sign “Agreement” with General Contractor or Specialty Contractors depending on whether you intend to act as an Owner-Builder or not. After reviewing project’s requirements, qualifying contractors, and negotiating conditions, you'll be ready to enter into “Agreement” on terms of your relationship. Politely reiterate your concern to maintain schedule, budget, and quality of work. Don't forget it's your responsibility to keep contractors informed of your expectations. Read Cole's Construction Superintending.

13. After specifying what products and materials are required for your project and negotiating terms with a supplier, you'll be ready to issue an order for purchase of goods. You may generate “Purchase Orders” or use order forms available at the supplier. Just be sure to reference Drawings and Specifications, and don't duplicate material purchases by contractors. If you’re working with a General Contractor, coordinate all purchases with him/her; otherwise, coordinate directly with the Specialty Contractor. Schedule delivery when required, and be on site to conduct quality control inspections. Make payment only after completely satisfied with products/materials!

14. Integrate the Safety Plan from the standpoint of methods, materials, and machines. Accidents occur because workplace conditions are unsafe or workplace actions are unsafe. Your "Safety File" will alert you to hazardous materials but this information needs to be communicated to workers. Direct your attention to the most common site hazards, but your daily observations are the most reliable means to protect people and property. Read Kennedy’s Construction Foreman's Safety Handbook.

1. Send "Thank You" notes to construction professionals of your project team. Request a copy of any document that you may need from their files regarding your job. Get their advice for any items that may be necessary to include on your Punch List.

2. Use the "Construction Cost Breakdown" to control expenditures up to the final day of construction. By comparing budget estimate and bid proposals to actual payments and extra costs, you force yourself to justify any change from your original fiscal plan of action. Your "Check Register/Job Cost Journal" that you've used to write checks and categorize expenses will be a ready reference if there's a need to refer back to construction expenses. Your construction lender will keep you focused on your payment schedule.

3. Prior to project completion, contact a moving service to schedule transportation of your existing furniture and furnishings to your new home. Any newly purchased items should be stored at the distributor's warehouse so arrange delivery of these items at the same time.

4. Install landscape features and horticulture. As you eliminate the need for temporary services on site, the area surrounding the building will cease to be a construction site and begin its transformation into your yard. Your site master plan provides purpose and direction for landscape activities so base your installation on this design. Create “As-Built Drawings” for your site, depicting actual layout of site conditions, should there be any changes from the original site plan.

5.Collect all copies of Drawings from contractors and suppliers. Often, contractors will write notes and sketch on the margins of these field copies, and by retaining field copies there's a source for future reference to their notes and sketches. Also, the "As-Built Drawings” provide supplemental information for those details not represented in the Drawings.

6. Organize a "Punch List" and remain constantly vigilant toward trade contractors and suppliers completing those details that are incomplete or deficient. Identify what's required to finalize work on your project, contact the responsible person for work to be accomplished, and set deadlines for the work to be completed. Become familiar with Traister’s Home Inspection Handbook.

7.Regard your "Cardboard Box Files" as worth its weight in gold! No doubt, these files have proven to be a ready reference for "Quality Control" activities, but as a repository for all project information, the "Box" becomes a valuable resource for yourself or the next homeowner. Needless to say, your "Cardboard Box Files" are impossible to replace!

8. Take a picture of your Design-Build collage in its final form. Clear the wall of the "Storyboard". Color, pattern, or texture samples should be labeled with manufacturer name and identification number for future reference. Double-check product installation to verify correct models/colors have been utilized. Refer to Hoffman’s How to Inspect a House.

9. Engage the services of a professional cleaning crew to put the polish to your new home. While you're at it, relocate your reuse, recycle, and refuse bins in the house to a location that suits your lifestyle. Take the "Building Green" philosophy and translate it into a "Living Green" program. Incorporate vegetable, flower, and herb gardens into your landscape design, and reduce kitchen waste by using a compost bin in your garden area. Remember to xeriscape!

10. Call for a final inspection by the Building Department. If you've remained calm and avoided conflict thus far in your project, now isn't the time to lose your temper! Resolve any last minute problems in a diplomatic, rational manner. Be sure that the trade contractor responsible for the error or omission is the one who makes the necessary correction. Take an interest in Fredriksson’s The Complete House Inspection Book.

11. Consolidate "Contract Documents". With your project at completion, dedicate one file for all legal paperwork. In this way your "Cardboard Box Files" contain primarily trade contractor, supplier, and manufacturer information. A single legal file exclusively holds all contract documentation.

12. Send "Thank You" notes to Contractors. Request a copy of any document that you may need from their files regarding your project. If you withheld any money from the contract price for "callbacks" write a check for work completed and include it with the "Thank You" note.

13.Send "Thank You" notes to suppliers. Be sure you have a copy of all manufacturers' parts lists and record customer service phone numbers. Operate all products as soon as possible to verify that the product works properly.

14.Dispose of hazardous waste through your County reclamation service. Contact your insurance agent requesting course of construction coverage be terminated and commence homeowner's coverage!

1.Be sure all documents are stored in the "Cardboard Box Files". Write a memoir of your project experience, reflecting on the Design-Build endeavor. Whether prose or poetry, your memoir should combine aesthetic and technical musings. See Ehrenhaft’s The Builder’s Secret.

2.Close bank account dedicated to your project. Store "Construction Cost Breakdown" and "Check Register/Job Cost Journal" in the "Cardboard Box Files".

3.Create a maintenance schedule for products in your new home requiring future service. Store "Activity Flow Chart" and "Bar Chart" in the "Cardboard Box Files".

4.Store "Official Site Plan, Site Master Plan, Site Landscape, and As-Built Drawings" in the "Cardboard Box Files".

5.If possible, make certain all field notes are collected from contractors and suppliers for future reference. Store "Approved Drawings, Field Drawings, and As-Built Drawings” in the "Cardboard Box Files".

6.Be certain the business card index, weekly appointment book, incoming/outgoing message register are consolidated and complete. Store all items comprising the "Job Diary" in the "Cardboard Box Files".

7.Share your information base for your project with a friend or neighbor doing a home building or remodeling project. Don’t give-away original documents, but make copies for others.

8.Store "Design/Build Collage" in the "Cardboard Box Files" in its respective file folder. Utilize the “Storyboard” technique on other projects.

9.Place your “Building/Living Green” notes and contacts into a separate file to be stored in your “Cardboard Box Files”. Join a neighborhood organization dedicated to these principles, and attend the annual Earth Day celebration in your community.

10.Keep signed copies of all permits in a single file in your “Cardboard Box Files”. If a newsletter is produced or continuing education classes offered by your local Building Department, attend them to keep abreast of current regulations governing your site.

11.Be certain that the time period imposed by your State for “Warranty of Habitability” remains in full force. Don’t limit your consumer rights by ever agreeing to a lesser period of warranty. Contact your State’s Attorney General’s Office of Consumer Affairs, inquiring about your warranty rights.

12.Store all contractor documents and notes in the "Cardboard Box Files". Let Contractors know of your willingness to be a reference for them, and don’t hesitate to share your referral list with friends.

13.Complete and mail registration cards that accompany products and appliances to the manufacturer. Keep all literature inside shipping containers and all warranties in your "Cardboard Box Files”.

14.Keep your "Safety File" in the "Cardboard Box Files". Be sure your “Material Safety Data Sheets” are placed in the same file for future reference.

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Englewood Cliffs: Prentice Hall, 1995.

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Carlsbad: Craftsman, 1989.

Thomsett, Michael. Builder’s Guide to Accounting.
Carlsbad: Craftsman, 1996.

Tolpin, Jim. The New Family Home.
Newtown: Tauton, 2000.

Traister, John. Home Inspection Handbook.
Carlsbad: Craftsman, 1997.

Trellis, Al. Documents, Contracts, and Worksheets for Home Builders.
New York: McGraw-Hill, 1998.

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