The key to a realistic timeline
If you're planning to build a commercial building, one of the first questions you might have is, “How long will it take?” Whether you’re facing the urgency of a lease expiring, preparing for new business opportunities, or needing space for new equipment, knowing the timeline for your building project is crucial. At XL Structural, we understand that time is of the essence, and we want to help you get a realistic understanding of what’s possible.
Why realistic timelines matter
It's not uncommon for contractors to promise short timelines to secure your business, only to see those timelines slip due to unforeseen challenges. What separates successful projects from those that miss deadlines? A clear understanding of the key factors that affect the construction timeline, combined with proactive planning and decision-making.
Key steps to building your commercial project on time
To ensure your project stays on track, it’s critical to understand not just what you want to hear, but what’s actually feasible. Here’s a step-by-step approach to help keep your project on time:
1. Start with a clear brief
The clearer you are about your requirements from the beginning, the more likely the project will stay on schedule. A comprehensive project brief should include detailed descriptions of your building’s purpose, specifications, and any specific requirements for equipment or operations. A clear brief minimises the back-and-forth with contractors and reduces the chance of misinterpretation, which can lead to costly and time-consuming changes down the line.
2. Establish a streamlined decision-making process
If multiple stakeholders are involved, designate a project leader who can make final decisions or expedite approvals. This avoids delays that can arise from indecision or conflicting opinions. Use regular progress meetings to keep everyone informed and ready to make decisions when needed. Establishing a clear decision-making hierarchy and sticking to it can significantly reduce bottlenecks.
3. Understand compliance requirements
Compliance can significantly impact timelines. Before breaking ground, familiarise yourself with local building codes and regulations. Your project will need several approvals, including building consents, resource consents, and possibly fire safety plans. These approvals can take time, especially if there are complications or additional information is required. Engage with compliance experts early to identify any potential issues and address them proactively. A well-prepared compliance plan can help avoid delays in the approval process, which are common reasons for project timeline extensions.
4. Plan for geotechnical and environmental reports
Some sites may require geotechnical reports to assess soil stability, which can affect the foundation design. Environmental assessments may also be necessary, particularly if the site is near sensitive ecosystems or requires remediation of existing pollutants. Knowing these requirements upfront allows you to incorporate them into your timeline and budget. Failure to anticipate these needs can lead to unexpected delays and added costs.
5. Decide on early contractor involvement
Engaging the right contractor early in the process allows for more accurate assumptions and better planning. Look for contractors who do what they say they will and who are honest about what’s possible. An early contractor involvement (ECI) approach allows you to establish relationships and expectations before formal contracts are in place, leading to better collaboration and trust. It also means that your contractor can contribute to the design process, suggesting cost-effective and time-saving construction methods.
6. Consider splitting building consents
To streamline the approval process and start construction sooner, consider splitting building consents into separate phases. This approach allows you to start site preparation and foundational work while detailed designs for other parts of the building are still being finalised. By lodging consents for different phases separately, you reduce critical path time, making the project more efficient. However, it’s important to split consents at logical points that align with council and design requirements to ensure smooth processing.
7. Early procurement of materials
Identify what materials and equipment can be ordered or prepared early to reduce delays. This includes long-lead items like steel, specialised equipment, or custom-made components. Early procurement ensures that critical materials are available when needed, rather than causing work stoppages. Discuss with your contractor what can be pre-ordered to avoid delays, especially for items that may be affected by supply chain issues.
8. Choose design + build for faster results
Working with a contractor that offers integrated design and build services can speed up the process by allowing more concurrent work. This approach means that design development and construction planning happen simultaneously, reducing the overall project timeline. Design-build firms like XL Structural manage both design and construction in-house, ensuring better communication, fewer misunderstandings, and more cohesive project execution. This approach also streamlines the change order process since the same team handles modifications from design through construction.
9. Implement robust project management practices
Effective project management is crucial for staying on schedule. Use detailed project scheduling software that outlines each phase of the project, identifies critical path activities, and tracks progress. Regularly review these schedules with your contractor to ensure that milestones are being met. Discuss any deviations immediately and develop strategies to get back on track. Project management tools can also help coordinate the work of subcontractors, ensuring that each party knows their role and deadlines.
10. Plan for risk, not just speed
It's not just about how fast you can go but also understanding the risks that might affect your timeline. Be aware of potential extensions of time (EOT), which might be needed due to bad weather, supply chain disruptions, or unforeseen site conditions. Ask your contractor about these risks upfront so you can plan accordingly. Don’t just hope for the best; understand the worst-case scenarios and how to mitigate them. Engage in regular risk assessment sessions with your contractor to identify new risks as the project progresses and develop contingency plans.
11. Ensure quick, informed decision-making
Delays often occur because of slow decision-making. Work with a contractor who communicates clearly about what decisions need to be made, when, and the impact of delays. This includes being ready to make decisions about changes in scope, materials, or methods that may arise during construction. Make sure you are prepared to make prompt and informed decisions, balancing speed with the need for thoughtful, well-considered choices. Ensure that all stakeholders are on the same page and understand the implications of delays in decision-making.
12. Consider a staged handover for early operations
Consider a staged handover approach to get operational sooner. This means different parts of the building can be handed over for use while other sections are still under construction. For instance, you might be able to start installing equipment in one part of a warehouse while another area is still being finished. Collaboration with your contractor on a staged handover can significantly speed up your move-in process, allowing you to begin operations and generate revenue sooner.
Success lies in the details
The key to keeping your commercial building project on time isn't just about finding the contractor who says they can do it the quickest — it’s about finding one who understands the details, plans for risks, and keeps open lines of communication to ensure the project moves forward at speed. By starting with a clear brief, understanding compliance, making early decisions, and choosing a design + build contractor, you’ll be well on your way to seeing your commercial building project completed on time.
At XL Structural, we’re committed to providing not only quality construction but also achieving key milestone timelines. We understand the challenges of commercial construction and have the expertise to guide you through every step of the process.
Ready to find out how XL can fast track your commercial build project? Contact us today, and let’s start building your success.
