How Clients can Perform their Effective Role in the Delivery of Projects?

Following key strategies could be adopted by the Clients to deliver the projects effectively i.e. on time, within budget, and to the required standards of quality and safety:

• Choosing Appropriate Procurement Method: Choosing the right procurement methods is an important issue for the clients. Every project has its own requirements. The procurement method should be chosen keeping in view the requirements of project. The essence of a good procurement strategy is to set out and define the right process to achieve the objectives. The procurement strategy is key to defining how the project is to be delivered. It should make clear how the engagement of advisors, design consultants, suppliers and contractors is to be undertaken. It should also make clear under what contractual arrangements these appointments are to be made. The procurement strategy should typically include the following:

1. Basis for seeking tenders (e.g., full design and then construct, design and build, early contractor involvement, construction management, framework, design build finance and operate etc.)
2. Working packaging
3. Publicity to attract the right level of interest from the market
4. Process for bidder prequalification and short-listing
5. Bid and evaluation process, including timeframe
6. Criteria used for scoring and comparing bids
7. Attitude to risk allocation and contingencies
8. Process for accepting winning bids
9. Terms of engagement/form of contract
10. Roles and responsibilities???

• Clear Project Objectives and Requirements: The priority ranking of objectives e.g. cost, quality and time should be decided at the outset of the project. Also, defining the project scope, budget, timeframe, quality standards, and safety requirements clearly and realistically is crucial. This helps in aligning expectations and provides a clear roadmap for all parties involved.
• Effective Project Management: Implementing robust project management practices is essential. This includes detailed planning, risk management, resource allocation, and scheduling. Utilising project management methodologies and tools can greatly enhance efficiency and clarity.
• Soft Techniques of Project Management: It is a common experience that majority of the clients focuses on the hard techniques of project management e.g. planning, economic appraisal, estimation, cost and time control, contract strategy, risk management etc. The soft techniques of project management such as leadership, decision making under uncertainty, communication, motivation, teamwork, collaboration etc. should also be given due importance.
• Selection of Competent Contractors and Consultants: Hiring experienced and reputable contractors and consultants who have a proven track record in delivering similar projects is key. Proper due diligence during the selection process can prevent many issues down the line.
• Regular Monitoring and Oversight: Establishing a system for regular monitoring of the project’s progress helps in early detection and correction of deviations from the plan. This includes tracking milestones, financial expenditures, and quality of work.
• Strong Communication and Stakeholder Engagement: Maintaining open and effective communication channels with all stakeholders, including contractors, consultants, government bodies, and the community, is vital. Regular meetings, updates, and transparent reporting can aid in managing expectations and resolving issues promptly.
• Enforcing Quality and Safety Standards: Ensuring adherence to the highest quality and safety standards throughout the project lifecycle is non-negotiable. The health and safety issues encountered during construction, maintenance, operation and demolition need to be addressed right from the earlier design stages. In earlier stages, the scope of addressing these issues is high and cost of implementation of required measures is low.
• Value Engineering and Risk Management: Vale engineering and risk management should not become a mere formality and must be given more importance by the management of client organisations.
• Monitoring the Program: The programs submitted by the consultants should be thoroughly checked and extra fats should be got removed.
• Collaboration and Integration: Collaboration and integration are potential areas where clients need to pay attention and improve. The integrated and collocated teams can deliver far better.
• Efficient Financial Management: Overseeing the financial aspects of the project carefully, including budgeting, cost control, and ensuring adequate funding, is critical to avoid cost overruns and to ensure financial viability.
• Legal and Regulatory Compliance: Ensuring the project complies with all relevant legal and regulatory requirements, including obtaining necessary permits and approvals, avoids legal complications and delays.
• Change Management Capability: Being prepared to effectively manage changes, whether they are in project scope, unforeseen challenges, or external environmental factors, is important for maintaining project momentum.
• Sustainability and Environmental Considerations: Incorporating sustainable practices and considering the environmental impact in the project planning and execution phases is increasingly important and often required by law.
• Leveraging Technology: Using modern technology tools such as Building Information Modelling (BIM), Geographic Information Systems (GIS), and project management software can significantly enhance project efficiency and accuracy.
• Introducing Innovation: Innovation in design and construction is quite important. Sticking to the design standards kills the innovation and stifle the creativity. The technology is advancing by leaps and bounds and development or updating of Standards is not keeping pace with it. The approval of departure from Standards should be streamlined and made smooth.
• Quality Assurance Audits of Consultants: The quality assurance audits should be carried out by the clients periodically and areas of improvement should be conveyed to the consultants promptly. The competency of all staff from consultant teams?should be examined and their performance should be closely monitored.
• Continuous Learning and Improvement: Learning from each project phase, incorporating lessons learned into future projects, and aiming for continuous improvement in project delivery practices. For this, lesson learnt workshops should be arranged by the clients on regular basis and its recommendations should be implemented in letter and spirit.
• Recognition and Celebration: Recognition and celebration of good performance add to the motivation of staff working on the project. The incentives and rewards should be offered by the clients for the project team members for their good performance.

By actively engaging in these areas, clients can significantly influence the successful delivery of infrastructure projects.