Creating A Jobsite Organizational Binder

Did you know that many construction projects finish on schedule? Have you ever wondered what they do to make this possible? Usually, the key to this type of success is good planning and subsequent jobsite organization. Jobsite organization on residential projects can be accomplished very simply and easily. It is just a simple matter of assembling all of the information concerning the project and keeping this information handy for all people who are involved in the job. A method that has worked very well for me over the past few years uses a simple 8 1/2 " x 11" loose leaf 3 ring binder.

Delays and problems often occur on projects when a question cannot be readily answered. For example, imagine the electrician shows up to the job to install rough wiring. Let's say that the plan calls for wall sconce light fixtures on either side of the bathroom medicine cabinet. The electrician asks the contractor what type of medicine cabinet and lights will be installed. Will the medicine cabinet require electricity for a self-contained light? How large are the wall sconce fixtures? I could easily list three more questions. The point is, if the items have not been pre-selected and all information concerning these items, including dimensions and catalogue photographs, is not readily available, the builder or the homeowner will not be able to definitively answer the questions. This same scenario can occur with every sub-contractor. It can become a nightmare.

The Solution

I have always encouraged clients to make selections of items either before the project begins, or as soon after the start as possible. When clients make their selections at the various supply houses, the salespeople mail to me the next day all technical information and photographs, if possible, of every selected item. I then begin to assemble this information in a binder which stays at the jobsite at all times. This binder becomes almost as important as the plan.

The creation of the binder is very simple to do. Purchase a 3 ring binder, some loose leaf paper, a set or two of dividers with colored tabs, and a simple 3 hole punch apparatus. The 3 ring hole punch will come in very handy. There will be copies of many things that have to go into the binder which do not have holes in them.

The first step in assembling the binder is to try to determine how many categories or areas you wish to create divisions for. This is not extremely critical, because you can always easily add a divider or a section. For example, a common set of categories for a project might be the following:

• Contract
• Specifications
• Change Orders
• Electric Fixtures
• Plumbing Fixtures
• Kitchen Cabinets
• Counter Tops
• Appliances
• Hardware Selections
• Notes of Meetings
• Sketches

Depending upon the scope of the project, you could easily have more categories or fewer categories.

Once you have decided upon your categories, begin to label the colored dividers and arrange them in a logical fashion, if at all possible.

Now for the fun part. Simply begin to assemble copies of all information concerning all of the items you have selected. Use a colored highlighter to draw attention to various items on any given page. Often, technical data sheets have information for many models. Find the specifications or dimensions for your model and highlight them. This will help to minimize any confusion. Be sure to obtain catalogue photographs of fixtures.

The more information you gather prior to the start of your project, the better. The reason for this is very simple. For example, would you think it important to select a medicine cabinet while the foundation is being poured? Many of my clients could not understand the urgency. They did not realize that in just a matter of days, the carpenters would be framing the bathroom walls. They need to have the proper dimensions of the cabinet so that they can create the correct rough opening. The same thing goes every item.

Binder Benefits

If you decide to create a binder for your next project, your efforts will be rewarded. The job is guaranteed to go smoother. Clear lines of responsibility will have been created. Virtually nothing will be left to speculation. All information will be in writing in black and white. You, as the homeowner, will minimize or eliminate the possibility of a dispute concerning material selections. This should be important to you. Disputes take all of the fun out of jobs. They can almost always be avoided. Often, disputes arise out of poor planning or reliance on verbal agreements. A jobsite organizational binder takes care of problems like these.

Because these binders can be assembled usually for less than $10 each, I suggest that 3 identical copies be made. One should be the homeowners, one the contractor's and the third one should be left in a safe, secure and dry place on the jobsite.

Many projects do not have a full-time superintendent. Sub-contractors can arrive on a job and work unsupervised. If they know that a binder is on the jobsite, they can refer to it to obtain answers to questions they may have. They will not have to call the contractor. This can save valuable time.

A binder which has all contract and change order information is invaluable. Imagine a jobsite meeting between you and the contractor. In the course of discussion, you fail to agree with the contractor on a particular point. If you have a binder with all contract documentation, the disagreement can be settled on the spot, not the next day. It is a good practice to 'white out' all financial information on the contracts and change orders. This is personal information and the jobsite binder could easily be reviewed by many individuals. Financial information such as this is none of their business.

Smooth-running projects do not occur by chance. They are usually the result of organization and attention to detail. A jobsite organizational binder can achieve this goal. Try one on your next project!

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Change Order Tips

The best advice concerning change orders is to avoid them if at all possible. Try to think out all possibilities prior to the start of your project. Try to preselect as many items as possible before you start construction. If you inform a contractor as to exactly what he will be installing, he or she cannot attempt to charge you extra money.

Always get the change order in writing before the work begins. Make sure that the paperwork clearly spells out what you want changed and how much it will cost. Indicate on the change order if the completion date will remain the same or be extended. Do the mathematics on the change order to show what the new contract price will be. Don't assume anything!! Get everything in writing!!!!!

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Obtaining Bids

This is a tough thing to do sometimes. However, the first thing you need is a complete set of drawings and specifications. This will virtually ensure that each builder or remodeler will be bidding on the same thing.

Try to make as many selections of finished materials as possible. this will eliminate allowances. Allowances in bids can easily create confusion. Sometimes a builder will slip an artificially low allowance in his/her bid to give a lower grand total number. This can cause big problems later when you find out that you need more money to purchase that particular item.

Insist on itemized quotations for large projects. These line item breakouts enable you to see whether or not an item has been forgotten. They also allow you to set up benchmarks for payments to your contractor. As always, insist on copies of the bidder's Workers Compensation and general liability insurance policies. These are a must!

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Hiring Architects

Most people don't realize that architects receive very little training in school concerning residential construction. Architects learn this themselves, for the most part, once they get out into the working world. You need to find a seasoned residential architect for your job.

Here are a few ways to do just this. Call the major lumber companies in your town. Most of them have people who prepare estimates for builders and remodelers from blueprints. These individuals see a full range of plans. As such, they tend to know who draws a complete, well thought-out plan.

Ask the architects themselves what percentage of their work is residential. Talk to past clients. Ask if the plans were accurate. Look for details on the blueprints. These are little side drawings showing exploded views of things in your job. Look for door, window and room finish schedules. These are necessary for a complete set of drawings.

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Webster's Seventh New Collegiate Dictionary defines the word estimate as follows: "to produce a statement of the approximate cost of." Based on this definition you can understand why the bids you receive from different contractors rarely match. Estimating is not an exact science. There are too many variables.

However, using historical data indicating how long it takes to do specific job tasks, and using accurate up-to-date cost figures for materials, a person can get pretty darn close to the actual cost of a remodeling job. Heck, I used to do this every day for 20 years. There are thousands of builders and remodelers who also do this every day as well.

Thus, if you are planning to build or remodel, accurate cost figures can be developed. The problem is, jobs often experience cost overruns or they run over budget before they even start.

Why?

That question has been asked a million times by homeowners. There are hundreds of reasons. Here are just a few: poor plans, poor soil conditions, hidden damage, change orders, etc. But one of the most aggravating experiences a homeowner faces is receiving quotations for a planned job that far exceed his or her budget. The heartache this causes is immense. Months worth of planning, hopes, and dreams are shattered when the bids are delivered.

This frustration is avoidable. All you need to do is assemble a written description using plans, photos from magazines, or a simple verbal description outlining exactly what you want. Based on this preliminary description, builders or remodelers can sometimes offer preliminary square foot job costs. They can do this by comparing your description to recently completed jobs. If your job is unique, this may be a difficult thing to estimate.

You can also refer to cost estimating guides. These are detailed books and tables that break down each aspect of a construction project. They have cost figures for many cities throughout the USA.

Remodeling Magazine used these types of books to prepare the cost estimates for their 2003 Cost vs. Value Report. You must use these figures with caution when calculating your project cost. Modifying a project just a little bit can add thousands of dollars to a job. Difficult or tight building spots can also add money.

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DIY Architecture

Let's say you are planning a room addition. Did you know that you already possess the talents which allow you to calculate a comfortable size for the room addition? You may even possess some good design skills. Now you might think that I am wrong on this one.

For sake of discussion, let's assume that your local zoning ordinances will permit you to do just about anything. Some cities have strict setback lines and so forth that may limit the size of your planned addition - you must be aware of these limitations.

Go into your present living room. How does it feel? Imagine if it were say 6 feet wider and 8 feet longer. Maybe this size would allow you the space for that new couch, or a fireplace, built-in bookcases, whatever. The point is this. Use your existing rooms as starting points. You can measure them and stretch them to suit your needs. You need to start thinking in terms of space and how much you need.

Putting it on Paper

Remember earlier how I told you that my drafting skills were poor. Today, you don't need to know how to draw! If you have a fairly modern computer and sufficient memory, there are many affordable computer design programs that will draw your planned room addition.

These programs are not intended to replace an architect. I feel that many homeowners can use these programs to help them get a feel for what the process involves. By using one of these simplistic programs, you can actually draft a floor plan, create elevations (pictures of how walls will look), and even do a walk through 3D tour!

Many of these programs cost less than $100 dollars. If you have the slightest amount of interest, you can possibly plow through much of your preliminary design work. The 3D features of some of the programs allow you to see what you are designing. This is very helpful, as many of my customers had great difficulty in visualizing a blueprint. They simply couldn't see what was going to be.

It is important to note that these programs, in my opinion, are not meant to replace an architect or an interior designer. These professionals can take your concepts and refine them. In many instances they can maximum the utility and beauty of your ideas.

User Friendly Homeowner Software Design Programs

Many of these programs are similar in several respects. You can develop floor plans, elevations and often take a tour of what you have created. Many have libraries of existing house plans that you can modify. They are very powerful. You must pay attention to the system requirements on the side of the program box. In other words, make sure you have 'enough' computer. Most of these programs can be bought for the same amount of money you might pay an architect for 1 hour of his/her time. You can do a lot of your own preliminary work and produce computer generated ideas in a jiffy!

• CAD Complete House
  Deep River Publishing Corp

• Home & Landscape Design
  Punch! Software
• My House
  Designware
• Turbo Cad
  IMSI

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