You know the old saying “you eat an elephant one bite at a time?” It’s the same with big projects! Take one step at a time. My process is that I try to visualize the task, or project, from the end to the beginning. In other words, I work backward. I need to know what the estimated completion date is, what the contract calls for in terms progress payments, due dates, material deliveries, MOT (method of transportation), number of personnel onsite, port-a-potty locations, email and phone contact information, rough and final inspections, permits (get a copy), attorney and/or consultant review schedule (weekly, bi-weekly, etc.), date of Board vote, and if necessary a membership vote including proper notice to owners.
You see, each large task can be mapped and tracked with a little planning. I find 3-ring binders useful for organization and tracking the project. Simply segregate the binder into the number of weeks or months the job is scheduled to take. Add a tab for the contract, change orders, engineering reports, progress meetings, and payments. Request a timeline or project schedule from the project manager or create one based on the agreement, and keep the schedule in the front of the binder for easy access. This method allows ready access in the event you are asked to produce the information for a status update.
Everyone has their own method for tackling large projects. Ask someone you respect what their process is, and ask for help if needed. I love to help others when they need assistance. Just ask, you will be pleasantly surprised!
Endeavor to persevere.
Tanoa Lynne Poirier is the Managing Principal at Poirier Enterprises Inc., specializing in the management of community associations, commercial and investment properties, and individual residences in South Florida.
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