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In any project, good planning is the pillar that guarantees success. From the initial conception to the final delivery, each phase requires effective strategies and tools that not only ensure compliance with the expected deadlines, costs and quality and safety standards, but also allow us to anticipate and mitigate risks. In construction, an industry subject to an infinite number of conditions and uncertainties, planning is what differentiates a great real estate success from a financial catastrophe.
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The Importance of Planning in Construction
As Architecture, Engineering and Construction (AEC) projects become more complex, and the requirements more demanding, It is necessary to have clear strategies and effective tools that allow not only optimize the operation and improve the use of resources, but also improve administration and maximize profitability.
The lack of adequate tools, techniques and approaches to generate adequate planning can lead to delays, cost overruns, hidden defects and accidents that affect both the reputation of the companies involved and the customer satisfaction. That is why in recent years, The creation of Project Management Offices (PMOs) has become popularized in developers and construction companies to anticipate risks, manage resources, and ensure that time, cost, quality and safety objectives are met during the project life cycle.
To achieve this, Project Management Professionals (PMPs) perform a detailed evaluation of the circumstances surrounding the project:
The purposes and objectives.
The expected results and benefits.
The requirements, assumptions and restrictions.
The conditions, exclusions, limitations and risks.
Those involved and their coordination.
In order to create a plan that serves as a guide for all stages of the project, from initial conception to final delivery. However, there are uncertainties that need to be addressed flexibly, allowing adaptations to the strategy as circumstances change, always maintaining alignment with the purposes and objectives of the project.
Work Methodologies That Are Transforming Scheduling and Scheduling in Construction
The inherent challenges of construction projects have led to the development of more flexible and collaborative work methodologies based on the principles established by the Project Management Institute (PMI) and those that we can find in Lean Thinking looking to efficiently manage all perspectives of an AEC project. From…
Virtual Design and Construction (VDC), which focuses on clearly defining client objectives and aligning stakeholders with the use of digital tools such as BIM.
El Target Value Design (TVD), which focuses on aligning the design with the client's budget and value expectations.
The Takt Time Method (Takt), which focuses on ensuring the continuous flow of construction by anticipating and eliminating restrictions that limit the start-up, continuity and/or closure of activities.
The Last Planner System (LPS), which focuses on improving schedule reliability and encouraging greater collaboration between work teams.
And many others.
Various methods are being implemented to ensure greater efficiency, reduce waste and improve schedule accuracy. The dynamic and effective combination of these, and other methods, not only allows projects to be delivered on time and on budget, but also promotes a more efficient and collaborative work environment, generating value for both direct clients and end users.
Phases of Planning and Programming a Real Estate Development Project
All real estate development begins with an idea, but not all ideas become successful projects. This is why we must follow a methodical process to lay the foundations for a successful project.
1. Master Schedule
The first step is to define the overall scope of the project. This involves determining what will be built, who will be responsible for each phase, and what criteria will be used to measure the success of the project.
From the beginning It is essential to set SMART goals that are aligned with client expectations and project requirements for business potential. Similar to conventional strategic planning, major milestones and critical dates are defined at this stage.
At the same time, the viability of real estate development is determined to ensure that the project is feasible from a technical/legal, marketing and financial point of view. Otherwise, it is discarded to make way for new projects that meet the expectations of all interested parties.
At this stage, it is advisable to use tools such as the Work Breakdown Structure (WBS) diagram, which helps to decompose the project into manageable tasks and understand how they relate to each other to have an overview.
2. Phase Planning
Once the feasibility and structuring of the project has been determined, it is time to develop a plan for the different phases of execution that includes the schedule of activities, the allocation of resources and in-depth risk analysis operations to identify key activities and their dependencies.
The schedule should detail every aspect of the real estate development and allocate specific times for the execution of each task. An adequate schedule will allow you to foresee possible bottlenecks and allocate resources efficiently.
Among the most used tools for scheduling construction projects are Microsoft Project, Primavera P6 and Procore, which allow the creation of Gantt charts and Critical Path Method (CPM) analysis to have a clear view of the project schedule, the relationships between activities, and which of them have the greatest impact (critical tasks).
However, the use of Takt Time Planning has also become popular to structure work at a certain pace and create a reliable plan, with the contribution of the entire team, to balance the workflows for the different phases of the project.
In this phase, it is useful to carry out a capacity and load analysis that allows you to compare the organization's capacity (in financial, human, technical and technological terms) with the expected workload. In this way, you can anticipate problems of overload or underutilization of resources.
3. Look-Ahead Planning
At this level, a short-term planning horizon (generally 6 to 8 weeks), where upcoming tasks are reviewed to identify and remove constraints before activities reach the execution phase, ensuring they are ready to perform.
While the previous two levels may be somewhat idealistic, you must be realistic with what can be done and not overload the teams. Overly optimistic planning can lead to errors and poor quality execution. Involving all actors from the beginning allows each party to understand the expectations and be able to collaborate in creating a plan that is more in line with reality.
In this phase, planning must also ensure proper allocation and coordination of resources. This includes not only materials and equipment, but also specialized labor. Efficient resource management is key to avoiding delays and cost overruns. For example, if a crane is not available when needed, the entire job may stop.
To achieve better identification of potential problems and more efficient coordination between different teams, scenario simulations with BIM models to visualize the construction process before it begins and foresee potential risks before they materialize on the site.
4. Weekly Planning
The heart of execution lies in weekly planning, where the ultimate planners, who are those on the ground, commit to carrying out specific tasks. This commitment is based on the real availability of resources and in the elimination of restrictions, which ensures a high level of reliability in compliance with the schedule.
Many times it is at this point that the client decides to change the specifications and/or the order of priorities.. That is why planning must be flexible enough to incorporate these requests, affecting the schedule as little as possible.
This is where the ability to adapt schedules and resources to changing circumstances becomes crucial. A construction project can be affected by external factors such as changes in market conditions or unforeseen weather events. Being prepared to face these challenges is essential to keep the project within established parameters.
5. Daily Review
Continuous monitoring is essential to identify any deviations from schedule or budget and take necessary actions to avoid setbacks. Daily meetings with contractors allow you to review progress and make adjustments to the plan if necessary. This is where the value of flexible planning is demonstrated since timely adjustments can prevent minor problems from becoming major inconveniences.
For this real-time monitoring of the project, use is made of key performance indicators (KPIs) that help us to identify deviations and address their causes, continually improving future planning and taking the lessons learned from the process so that they do not happen again in that or another project. It is crucial to have indicators that allow us to answer these questions:
Is the project progressing according to the planned schedule?
Are the costs within the estimated budget?
Are the required quality standards being met?
Is the project complying with safety regulations?
Conclusion: Planning as a Pillar of Success in Construction Projects
Planning is the foundation on which a successful real estate development is built. From idea conception to final delivery, careful and strategic planning ensures that each stage of the project is executed efficiently and within the established time, cost, quality and safety parameters. Flexible and well-structured planning allows you to anticipate problems, manage risks and coordinate all the teams involved in the project.
The ability to adapt to changes, manage resources efficiently and monitor the progress of construction projects in real time are the keys to ensure the project can adapt to changing needs and uncertainty of political, economic, social, technological, legal and environmental conditions (PESTLE).
In an increasingly competitive industry like AEC, the ability to plan effectively and adapt to change is key to sustainability and growth of companies in this great industry.
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About Yesenia Pellegrini (Author):
Consultant at TACs Consultores, specialist in the implementation of strategic solutions and digital improvements; seeks to optimize processes and ensure the success of our clients.
About Pablo Tellaeche (Editor):
Owner and main consultant of TACs Consultores, Lecturer and University Professor; seeks to bring a true and positive Culture Lean and Digital Transformation to any company with which you have the pleasure of collaborating.
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