Last week we hosted the final part of our Beyond Price & Quality WEBSHOP series centered on The Final 5%: Mastering Job Close Outs. We focused on essential tools and best practices to ensure the final stage of a project runs smoothly and efficiently.
This session was built for property managers and building owners who want to improve their job close-out procedures to ensure all the stakeholders are satisfied.
During the WEBSHOP, our audience asked a number of questions about boot-on-the-ground best practices for completing jobs. Lots of practical knowledge and tools were shared. Here’s a sampling of the questions asked and our answers,
Q: I am the project manager for a flat roof replacement, their area is not accessible to view due to the height. So there is no final walk-through. Progress pictures have been forwarded on a timely basis illustrating the work completed. How can I be assured that the work was done as per contract and release the holdback?
A: When a project can not be viewed physically, you can leverage technology. There are a number of applications available like Company Cam that enable contractors to detail their work via photos, video, walkthroughs, and reports. Ask your contractor to provide photo and video evidence documenting the agreed scope of work, specifications, and production systems. In addition and to ensure peace of mind, ask your contractor for a completion certificate including details of building materials, a maintenance manual, a warranty certificate, and statutory declarations
Q: What if the strata council was managing a balcony project and upon completion released the hold back too soon? When I visited the property for a council meeting, I noticed some surfaces were not painted. What can the strata council do in this instance?
A: This happens, when items get missed, any professional contractor will return to the site and complete the work when asked. Let the contractor know and they will likely return in a timely fashion. Reputation is everything in construction services and building maintenance, the vast majority of contractors will ensure that their work is completed according to scope.
Q: What is the final 5% of a project close?
A: The final 5% represents four distinct phases, separate phases that ensure the construction or restoration project is completed effectively:
- The Contractor Inspection: The contractor and their team inspect their work (this happens throughout the process) When ready the contractor declares the project substantially complete and ready for the owners to review.
- Owners Inspection: Separately and without the contractor, the Owners and other key stakeholders, then review the work and identify areas of concern or deficiency. The contractor is notified of these items and completes the items.
- The Reveal: All stakeholders review the project together, in person, for the final “reveal” This is the wow moment, the reveal of the completed job. At this stage, minor items may come and remaining questions will be answered but for the most part the job is complete.
- Demobilization: A plan is put in place with deadlines to properly demobilize the project. Items like equipment removal, completion certificates, and final invoices /payments should be aligned.
Q: How do I resolve disputes or challenges in a project
A: There is only one way to resolve issues between contractors and owners and that is to bring all parties together on-site to review and discuss concerns. At this, in person, meeting you can clear the air and agree on a path forward to resolve the issues and complete the job. If you find yourself fielding angry emails from owners and contractors, arguing over project details, it’s time to bring everyone together on the job site to resolve the conflict.
Our Final 5% WEBSHOP provided insights, tools, and best practices for effective job closeouts. In addition to the presentation and Q&A session, we provided a number of Job Close resources built specifically for property managers, strata managers, and building owners. Those resources and tools can be downloaded here.
Stay tuned, in 2025, we will be presenting our Beyond Price & Quality WEBSHOP series again, with fresh content to help Property Managers manage their building maintenance and renewal projects.
At WCP Building Renewal, we specialize in building restoration, commercial painting, and concrete restoration. Whether you’re a strata manager needing building renewal services or seeking a reliable commercial painting company, we can assist you with your project.
If you have any questions about your next Building Renewal and Commercial Painting Project we can be reached at [email protected] or 604.420.5552.
