Starting a new project site or work? Key points to plan & organize

Often when a Greenfield project site is in the pipeline ready to hit the ground so as to take a physical shape, it takes enormous time for the managing and executing agencies to get the works rolling with the planned momentum. So, what does happen when even the plans are in place on papers, but still the progress isn’t taking off in the required direction? The blame-game starts in such a situation with one agency accusing the others for the delays; the delays in turn becoming compounded; and the project cash flow going negative.

The key to avoid such a gloomy picture at any stage of a project, perhaps more importantly in the beginning stage of the project, is effective planning and monitoring, together with an all-aligned site organization. Since opening the site marks the physical execution of the project, it becomes imperative to take notice of the key points beforehand so that the project site is organized well to perform efficiently and economically.

Key Points to Remember

Like any important work, the early stage planning and orientation tools always help in chalking out the success path of the subsequent periods. The things to remember and implement are:

Making a clear picture

Knowing the contract, project requirements, plans, budgets, site organization, schedules and everything related to chalk out a clear picture of the project comes handy to get acquainted with the project. This helps in reducing the buffer time, which often gets wasted at the start of a project.

Earmarking an effective site organization

No matter if you are amongst the Client, the Consultant or the Contractor, it always helps to have an effective and balanced project as well as back-office teams created to suit the specific nature of the project and the project-site. A balanced and motivated team can do wonders in any sort of conditions.

Dividing the site into manageable sections

A site has different needs and functions from time to time. Creating functional and manageable core teams ensure that monitoring and aligning/realigning of the teams as well as the project activities are always under control. Such teams can be enhanced with or merged to garner more strength and skill as the project goes beyond initial embryonic stage.

Micro & Macro planning

Once the project has followed the macro plans, micro scheduling of activities should follow immediately by respective teams, but in concurrence with each and every correlated team. Such schedules and plans should be regularly monitored and updated vis-à-vis the actual progress and availability of resources. This helps in reflecting the bottlenecks and delays to the managers, who can thereafter take remedial measures without affecting the overall progress much.

Time management

It is unavoidable at any project to have automatic balance between the pressure of work and the remaining time in hand. But this bottleneck can be resolved stage by stage with effective time management. The art to learn and master is to prioritize the important activities first than the secondary ones, and planning to cater to the important ones foremost. All successful managers thrive on this very craft of time management on the first place beside of course other trade and/or personal qualities.

Authority and Responsibility

Delegation of suitable authority and responsibility to every functional member of the team is the last, but definitely not the least of the key requirements of a successful site organization. This helps in clear-cut roles that all the team members are required to perform in the organization.

So, what have we learned from this article?

As like they say, a successful and effect start predominantly leads to a remarkable and desired results. By doing better planning and following the same at site with necessary corrective measures, the projects can become more economical and financially viable. This not only helps the parent companies, but also helps every team member of the project team professionally, personally, financially and morally. The one member which the gains the most, however, is the Project itself.

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