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5 Steps to a Smooth Project Handoff for Improved Profitability5 Steps to a Smooth Project Handoff for Improved Profitability
Clarifying expectations and crafting standard processes are two critical steps to getting estimators and operations teams on the same page, according to a third-generation roofing expert.
3 Min Read
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When bidding and estimating roofing and exteriors projects, successful project management starts with a thorough and detailed handoff package from the estimator to the operations team, according to John Kenney, CEO of Cotney Consulting Group.
“If problems aren’t on the estimating side, there’s always something lost in the handoff process,” said Kenney, who is third generation in the roofing industry, during his presentation at the 2024 International Roofing Expo.
He also noted that a poor handoff can lead to miscommunication over the scope of work, incorrect installation methods and budget and cost overruns. There can also be billing issues that throw off the payment schedule from the general contractor or owner if not properly communicated.
To help contractors avoid these issues and bring home bigger profits, Kenney shared five steps for ensuring a smooth project handoff:
1 | Make your estimation and sales processes clear to the operations team.
Your operations team must know how you estimated prices for the project as well as what discussions and promises took place at the time of sale, said Kenney. Without a proper handoff from the office to the field team, you can expect the potential for costly problems during construction.
2 | Create standards that must be met by every handoff package.
According to Kenney, a proper handoff includes:
Planning and preparing a thorough handoff package.
A detailed description of the work and deadlines promised.
Excellent communications with all parties from project start to finish.
These steps, he said, will help ensure a consistent outcome for customer satisfaction and quality projects that can lead to higher profits.
3 | Schedule the job and select the project crew before holding pre-construction meetings.
This is meant to give the project manager ample time to digest the information and the rest of the team time to meet to review the project needs, according to Kenney. Having the schedule and team in place before discussions start ensures all the right players are included and on the same page.
4 | Develop a standard set of information to include in project handoff meetings.
Outline each phase and important milestone for the project, including billing dates, said Kenney. Additionally, consider adding these requirements from your handoff meetings as it fits your business model:
Determine who makes decisions on the jobsite from your team and from the general contractor.
Have approved submittals so all stakeholders agree on estimated budgets and when to spend money as the project proceeds.
Determine who will be onsite and who will oversee work hours, safety initiatives and decisions.
Set up payment deadlines and coordinate work to coincide with those deadlines.
Discuss and decide on the process for change orders. Ensure everyone knows there are no change orders without written approval from the right person.
5 | Use technology to streamline the process.
Reach for technology and collaboration software to limit confusion and facilitate communication, Kenney said. It will also help you ensure accountability, workflow and accuracy. Project handoffs are not necessarily quick, and they may require an abundance of information. A standard turnaround time could take weeks, Kenney added, depending on the job's size and the client's decision-making capabilities.
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