...Organizing your project permits.

If you open your project permit’s folder, does it look like this?

Well if you or your team needs a permit number they will be looking around for 15 minutes to find what they need. After going through that 15 minute search a few times I learned to organize my permits.

I created an excel spreadsheet with all the permit information on one sheet:

1. The General Contractors master permit numbers
2. All my permit numbers
3. The individual inspection codes.

Now when I open my project permit folder I can get the information I need immediately.

This is what my permit folder looks like now:

Remember to give a copy of this to your supers!

I'd like to hear from you. What do you think about this method? What method do you use. I'm always open to improving my organization.

…The absolute best way to set up your notebook for ultimate organization and productivity.

Over the last 6 years of working as a mechanical assistant project manager then mechanical project manager I have developed the best way to set up a notebook to stay organized.

I use to just grab whatever notebook was lying around and take notes and make to-do lists. I ended up with 3 of 4 notebooks scattered around with information. This was not organized. I tried several different methods, tweaking things here and there. Here is the simple but very effective way to keep your notes organized.

Here is my method:

You’ll need:
1. A one inch binder.
2. Divided with 5 tabs
3. Filled with loose leaf paper.
4. A monthly planner.

Here is a photo of my note book:

The 5 tabs are:
1. General Notes
2. Short Term Action List
3. Meeting Notes
4. Misc.
5. Quick Contacts
(You can either hole punch the monthly planner and keep it in the very front or keep it in the front pocket of the binder.)

General Notes - The General Notes section is where I write anything and everything that comes up during the day.

Short Term Action List – The Short Term Action List section is the place I use to write the most important items I need to address the next day.

Meeting Notes - If you’re like me you attend a boat load of meetings. This is where I take the meeting notes.

Misc. – I use the misc. section for two main purposes. I want to be the best in my profession so anytime I do anything I make notes in this section about what I did right and what I could improve on. I label it, “How can I be the best!!!!!!!” Another thing I use this section for is people watching. I make notes about what qualities I see in other people that make them seem more professional or unprofessional so I can learn from them.

Quick Contacts – I’m always getting people’s names, phone numbers and email addresses. I need a quick place to jot this information down so I created a spreadsheet in excel, printed a few copies and inserted them in this section of my notebook. Later if I’ll need the information, I’ll have it transferred to my Outlook contacts.

Here is the Quick Contacts sheet I use:
Quick Contacts


Here is the mothly planner I use:

I like the monthly planners that are folded over and binded with a staple rather than the type that have the metal rings. The type that are folded over are much thinner and fit in the notebook with ease.

I'd like to hear from you. What do you think about this method? What method do you use. I'm always open to improving my organization.

...Figuring out the P-Trap depth for an Air Handler.

The superintendent came to me today asking what depth the P-Traps should be for the condensate leaving the air handlers.

The P-Trap for an air handler is not a one depth fits all kinda deal as it is in plumbing. The positive and negative static pressure has to be taken into account. If it's not, then the trap could be blown or sucked dry (no phun intended)
Our AHU supplier provides a simple formula in their submittal data shown below:

AHU Trap Depth Calculation

One issue we have now run into is the p-trap depth is below the finished floor. Soooo it looks like some hole coring will ensue to fix this issue.

Have any of you ever bumped into this?

...What Does Your Email Font Say About You?

Today I received an email from a supplier with whom I’m about to do business. The email was in a font that gave me an unprofessional vibe. Here is the font:

So I did a little research. I was interested in how the font I use affects my image because I want to project a professional image in all my professional interactions . I found this study conducted last fall by Wichita State University.

This study found that the choice of font can impact the impression you make on your email readers.

The study tested several popular fonts for "appropriateness" in a business communication.

Depending on your choice, you may come across as youthful, rebellious, unstable, less trustworthy or less professional. Not exactly what you intended.

Here's how the fonts stacked up, from most appropriate to least:

1. Calibri - highly appropriate
2. Corbel
3. Candara
4. Cambria
5. Verdana
6. Arial
7. Times New Roman
8. Constantia
9. Georgia
10. Century Gothic
11. Comic Sans - moderately appropriate

The fonts that rounded out the list as "least appropriate" were Gigi, Rockwell Extra Bold and Impact.

The lower a font ranked in appropriateness, the more likely a reader was to assume the writer was a lower level trainee employee, and less mature.

The takeaway from the study: Your font choice may create an unprofessional first impression if you're not careful. Steer clear of playful, "novelty" fonts that may not truly represent your level of experience.

Source: http://psychology.wichita.edu/surl/usabilitynews/91/POF.html

...How a piece of furniture reinforced the practice of laying out material for increased labor productivity?

I went to Ikea Sunday to buy a wardrobe for some extra storage space in my apartment. Of course it had to be assembled. Jen was helping me with the project.

Here's a photo of the wardrobe partially assembled, oh and Jen taking any oportunity to pose.

As I was assembling the pieces, she was reading the instructions and would have the parts laid out in front of me. I would not have to think about what piece went where, I just had to assemble. This made the assembly process go FAST. However, there were times when she didn't have the parts ready. I'd have to stop, look at the directions, get the parts, then go back to work. When this happened it took me 5 times as long to complete that process when compared to having the parts laid out.

This is a process frequently discussed between project managers, executives and superintendents.  The superintendent should make sure the plumbers and mechanics have all the material laid out in front of them. However, I don't see this process of laying out material followed through as much as it should. 

It bothers me to no end to see installers walking around the job looking for material. After my little furniture assembly project I can only imagine how much more productive the labor would be for a huge hospital construction project if this process was closely followed. It seems this could drastically improve labor productivity.

From now on I'm going to make the process of laying out material a priority. I can do this by:
1. Keeping it on the minds of the supers and foremen.
2. When I walk the project, verify that material is laid out.
3. Show examples of how this increases productivity for skeptics.
4. As always: Inspect what you Expect.

…What is this mess? Keep your project drawings up to date!!!

Keeping your project drawings up to date with revisions should be a priority. I’ve taken over several projects where the drawings and revisions were a disaster. How can you do your job if you don’t know if you’re building off the most recent revision? You can’t!

I keep a half size set of drawings , updated with all the revisions in my office.

I also keep a full size set of drawings updated with all the revisions, for “community use” is a “Plans Room.”

Most of us work out of construction trailers so the “Plans Room” is just a place that’s NOT in my office.

Here’s a quick method on updating your project drawings with revisions.

1. Remove the staples from your project set of drawings and from the new revision.

2. Place the project set of drawings facing down to the left and the revised drawings facing down to the right leaving enough room in between the two to combine them right side up.

3. Start combining the drawings right side up in the middle with the most recent revised drawing over the old drawing. Simply mark a red “X” over the drawing number of the older drawing to show that drawing has been revised.

Personally, I give the superintendents a copy of the revisions and let them do with them as they please. It’s probably a better practice to help your superintendents stay organized by updating their drawings for them. Have your assistant take care of it as your super has better things to do with his time.

...Save thousands. Don't buy factory insulated chillers.

We're currently installing three (3) 900 ton chillers. I've found that most projects, including this one, require the chillers to be factory insulated. However, because the insulation almost always get damaged during construction, we requested to insulate the chillers at the end of the project. This will save us several thousand dollars in reinsulation costs.

Here is a photo of the 900 ton chillers wrapped in the factory plastic before the insulation has been applied.

...Am I still 100% vested in my 401K after being laid off?

Vesting is a type of security feature for companies to retain talented and hardworking employees for the longer term. 401k Vesting is the amount of time you MUST work for a company to fully accrue your 401k savings and not forfeit them (if you quit your job prematurely). Thus, when you are "fully vested", this means you have accrued your 401k retirement savings fully and can rollover into an IRA incase you quit working for the company.

If you are the only one making contributions towards a 401k plan (and not your employer together), then you have full 100% vesting. However if your employer matches your 401k contributions by say 25% (meaning if you contribute $10000 a year into your 401k, your employer would therefore contribute 25% of $10,000 = $2500), then you are required to perform 5 years of work for your employer before you have 100% vesting of 401k retirement funds.

Vesting with my current employer works like this:

After 1 year 20% vested
After 2 years 40% vested
After 3 years 60% vested
After 4 years 80% vested
After 5 years 100% vested

I’ve worked with my current employer for almost 6 years, a really great company. Well things got slow and I was laid off for 6 months. I recently started back with the same company and had a question about my 401K.

It was about vesting. An employee must work here for 5 years to become fully vested. Since I was laid off I wanted to know if I would still be fully vested since I had already worked here more than 5 years or would the vesting period start over.

I asked out HR director, who straightened out the issue simply:

“You maintain your vesting percentage until you are gone more the 5 years.”

So that’s that. :)

...My 8 step fixture count process before the buyout.

1. I create a matrix with the drawing page numbers across the top and the fixture nomenclature from the fixture schedule in a column to the left.

2. I go to the first drawing and highlight, in orange, the “Matchline”. I do this because the same fixture will usually be on multiple drawings if it’s located near a “Matchline” and I don’t want to count the same fixture twice.

3. I then highlight, in yellow, all the fixture numbers.

4. Then I begin the fixture count with a pencil in my right hand and the orange highlighter in the left. I put a dot on the fixture number with the highlighter then record it in the matrix with a line.

5. If I notice there are several of the same fixture on the same page I’ll count all those at once while placing a dot on each with the highlighter then record that number in the matrix.

6. When you get toward the middle columns of your matrix it’s easy to make a mistake and place the fixture count in the wrong column so I place a post-it not next to the column I’m currently working in to keep my eyes in the correct column.

7. Then I total the each fixture for that page and circle it.

8. Finally I transfer all that information to the excel spreadsheet. Click Here to example.

Notes: Because fixtures will be installed at the end of the job, I think it’s a good practice to do this take-off later in the job. The reason is there will usually be numerous revisions that may change some fixture types and/or quantities. Check with your supplier to lock in prices.



Fixture Takeoff Complete

...CutePDF writer makes my job easier.

This is a cool little free add-on that makes my work easier. It allows you to print any document into a .pdf file. This comes in handy.
You can get it here: http://www.cutepdf.com/

Digital Business vCards

People notice when you pay attention to detail. Something small that I just thought about doing that can make a good impression is to email your project teams vCards, Digital Business Cards,  to everyone when you start the project. I wish everyone did that for me instead of me having to enter each persons information into my outlook.
Outlook even allows you to include a photo in your v-card. I think it's a good idea to include a professional photo.
In the future I think I'll request that everyone send me theirs in return, to make my job easier and more organized.
Here is a quick training video:
How to get the most out of your Vcard.

The GC's scheduler is building a reputation.

The GC's scheduler shows passion and interest in the schedule. If a sub is causing the schedule to slip, the scheduler is actually upset about it. Most schedulers I've seen just take down the information.
This scheduler takes it seriously so people take it seriously. He inspects what he expects.
Reputation - In my first meeting with the scheduler he has already built a reputation for someone that is passionate and cares about his job!

Building Relationships

I need to work on building relationships with some people on site:
The Owner and anyone working directly for the owner. The engineer, commissioning agent, general contractor, other subs and our own subs.
What are some ways this can be done?:
1. Doing good work on time.
2. Communication
3. Remembering Names
4. Spend time with people: Lunch, hockey games.
5. Small gifts: Bagels or Donuts

I'll add more to this later. :)

Baptist ED Lessons Learned

Coordination
1. Verify all tie in points, acid waste, sewer, storm with sitework sub. Sitework sub must participate in coordination process.

2. Coordination Drawings – Create a completion schedule for the drawings. Push for all trades to get there drawings done on time. Document where everyone is and who is late in the meeting minutes. If someone drops the ball note in the meeting minutes that they will have to move if they are in the way.

3. Include the civil sub in coordination. Coordinate tie-in points outside the building.

Insulation
1. Get the spacing required around the duct by the insulator in writing from the insulator for each system. Supply, return, secondary.

2. Pipe stub out from CV coils before the insulator insulates. Because if we are behind and they insulate the coils we have to tear the insulation and burn it to do our piping. The repair of this insulation costs a lot.

Start-up
1. At the beginning of the job – Be sure to meet with the GC, Drywall contractor & sheet metal contractor. Agree on which walls are priority walls (the get built first) and highlight these walls on a set of drawings.

Plumbing
1. If the space between the front of the WC carrier is more than 8 inches it usually requires additional leg supports.

2. Get a copy of the Mill-work cut sheets for the plumbing super as soon as the GC has it.

Mock-up
1. Provide a mock up of the insulation around the duct for the drywall contractor so we can see what the spacing requirements are.

QC
1. Be sure duct stays covered.

2. Be sure all pipe ends are capped when installed.

3. Meet with field crew – Let them know that knocking holes or cutting big holes in drywall is not acceptable. Show photos KHS&S gave me.

4. Talk to supers. Let them know you expect them to have weekly meetings with their men to go over how we expect work to be done. If something is not done properly, review this with all the men so they learn the correct method. Go over quality with the men.

5. Find out immediately what the final finish floor elevation will be in the bathrooms. (I’m having an issue at Memorial with the lav waste arms not being installed at the right elevation)

6. Find out immediately what the finish wall thickness will be including tile and grout in bathrooms. (There always seems to be an issue with the 18” ADA requirement to center of water closet.)

Change Order
1.Whenever Nash moves anything for coordination, document it on a Nash work order ticket.

Contract
1. PO – Include a line item that says the supplier will take back any extra material with no restocking fees or any fees.

2. nclude duct detector installation in the sheet metal subs contract.

Inspections
1. Be sure the plumbing insulation inspections are complete before releasing the GC to drywall.

Management
1. At least have a monthly job meeting, maybe biweekly or weekly: field staff & subs

2. In-house meetings often. Communicate what is expected.

3. Take more of a leadership role with the supers. Don’t assume they will do what needs to be done.

4. House Keeping. When walking the job check the gang boxes to make sure they are organized. Check the field containers and make sure they are organized.

Productivity
1. Weekly walk through – To ensure everyone is working and has material laid out in front. And Quality control. Ask what each man will be doing.

2. Provide a sketch for everything e.g. lav drops, shower valves, medgas outlet drops for installers.

3. Walk yard with Yard guy. Let him know your expectations and follow-up OFTEN! Communication. Communication

4. Supers must tell guys what is expected. 3 coils per day, 2 lav’s per day, 100 feet of pipe per day. Etc. e.g. Follow-up with this often.

Relationships
1. Take drywall management to lunch early in the job. Build relationships with other subs.

Plumbing & Mechanical
1. Find out where the hard ceiling are early in the job and have access panels laid out. Be sure pipe id for these rooms is above the access panels.

Doc Control
1. Create a tool binder for both supers to keep the delivery & pick-up tickets of tools in.

2. Create a prefab delivery ticket binder.

3. Keep an invoices on hold tab in the PM report binder.

4. After monthly % complete is updated, print out an updated copy and keep it in a binder for future reference along with the marked up old copy.

5. Keep a binder with all credit invoices from suppliers, when a credit comes through to be approved, make a copy and keep it in this binder as complete.

6. Create a book to record all mistakes that cost us money.

7. Record every single PO written in an excel file. Record invoices so they are deducted from total so there is a running balance of outstanding money owed.

8. Create a email file and hard file for notice to proceeds

Organization
1. Make notes on everything about everything you do.

Renovation
1. If it’s a renovation project, have the superintendent verify what’s shown as existing and to remain is still in place and is actually usable.