What are the best practices for tracking and reviewing submittals in a timely manner?

1 Create a submittal schedule

A submittal schedule is a list of all the required submittals, their due dates, and their responsible parties. It should be based on the contract documents, the project schedule, and the priority of the work. A submittal schedule helps you plan ahead, avoid delays, and communicate expectations to the contractors and subcontractors. You should update the submittal schedule regularly and share it with all the project stakeholders.

2 Use a submittal log

A submittal log is a tool for tracking the status and progress of each submittal. It should include information such as the submittal number, description, date submitted, date reviewed, action taken, comments, and revisions. A submittal log helps you monitor the submittal workflow, identify issues, and document decisions. You should use a consistent format and a reliable software for your submittal log and keep it updated and accessible.

4 Communicate effectively

Effective communication is key for ensuring a smooth and successful submittal process. You should communicate with the contractors and subcontractors regularly and clearly about the submittal requirements, expectations, and feedback. You should also communicate with the architect, engineer, and owner about any changes, issues, or discrepancies that arise from the submittals. You should use appropriate channels and methods of communication, such as email, phone, or online platforms.

5 Follow up and close out

Following up and closing out submittals are important steps for completing the submittal process. You should follow up with the contractors and subcontractors to ensure that they implement the approved submittals and make any necessary corrections or revisions. You should also verify that they submit any final or record submittals, such as warranties, manuals, or test results. You should close out submittals by filing them properly and archiving them for future reference.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?