The Project Manager's Toolbox: Harnessing Technology and Tools for Project Success

In this feature with Construction Business Review Canada, Jeremy Clayton, Director of Project Management at Ruppert Landscape, shares his insights on the evolving role of project managers, emphasizing the importance of organized communication, effective meetings and leveraging various project management tools to enhance efficiency, collaboration, and project success.

Are there any particular topics you have in mind that you would like to share or draw special focus on?

 Over the past 20 years, the role of project manager has evolved. Gone are the days when a simple phone call and a good report moved a project along. As the industry embraces increased collaboration, more advanced technology, proactive risk management, and a growing emphasis on efficiency and productivity, today’s project manager is charged with planning, executing, and monitoring the project. In short, they must manage all aspects of the job to contract standards with a critical focus on time, cost, and scope. As a result, project managers are required to wear many hats including accountant, statistician, dispatcher, therapist, and lawyer, just to name a few.

Project management is no different than any other trade. With so many areas requiring attention, project management requires its professionals to dig into their toolbox to manage a project, no matter the size, efficiently and effectively.

Could you elaborate on organized and frequent communication?

Most project managers receive hundreds of emails a day, dozens of phone calls, and numerous texts. It’s important to properly manage and organize communications using follow-up reminders, inbox folders, task lists, and trying to adhere to a 24-hour response in order to ensure that nothing falls through the cracks. Equally as important as electronic communication is capitalizing on opportunities for in-person communication. Never underestimate the value of shaking someone’s hand, looking them in the eye, and listening to their concerns or ideas. That one-on-one goes a long way in ensuring better collaboration and long-term results.

What do you think are the important tools for project managers?

Holding effective meetings is an important tool for every project manager. Meetings provide participants with an opportunity to clarify, discuss and align expectations. The post-meeting follow-up offers a written record of what was discussed (and is a jumping off point for additional follow-up when warranted.) The most effective meetings have a clear agenda, include all the key stakeholders, and have someone appointed to take notes with a special focus on decisions that were made, action items and deadlines.

Schedules is one of the least utilized and most important tools a project manager has in their toolbox. Most subcontractors simply use the general contractor’s schedule, which can be a mistake. By managing their own schedule, a subcontractor is better able to notify the general contractor of roadblocks, prevent lost and better communicate upcoming needs, all of which can save and money.

When something isn’t 100 percent clear, using a request for information (RFI) is a critical tool to minimize confusion and the need for rework. By asking for more information or further clarification about the scope, methodology, or technical requirements, more informed decisions can be made about how to proceed with a particular solution. Internal RFIs are just as important as external ones, often helping to prevent mistakes and save money.

While notice is a more formal way of communicating important information, updates, changes, or requests related to a project, it’s often underused. Most general contractors and many subcontractors have an array of formal notices in their toolbox to choose from. Understanding when this more official notification is necessary is key. Notices generally contain more precise information like time, dates, deadlines, requirements, consequences and instructions. They are a good option for conveying information that requires acknowledgement or compliance.

Submittals serve a critical role in ensuring that materials, products and workmanship meet the requirements and design intent of the project. Submittals enable all parties to ensure that product quality is up to par, expectations are aligned, and that material choices comply with design specs and industry standards. While this process can cause some angst on the front end, it goes a long way in ensuring that the completed project meets everyone’s expectations.

When used effectively, change orders ensure that any modifications to the project’s scope, schedule or budget have been communicated and agreed upon by all stakeholders. Timing is the critical component of this tool, as modifications need to be proposed, reviewed, negotiated and approved in writing prior to implementing.

The role of the project manager continues to evolve, encompassing a broader range of responsibilities and skill sets that reflect the changing demands of the industry and evolving expectations of customers. By leveraging the range of tools that are available, project managers can improve efficiency, communication, collaboration and ultimately, project success.