Why do construction projects fall behind schedule and how to prevent schedule slippage?

It is not unusual to come across construction projects that are unable to keep up with their schedules. From factors such as an overtly aggressive baseline schedule to inclement weather, there are a multitude of factors that could delay a project. Schedule slippage is a recurrent reality in the industry, and when it occurs, it puts an enormous pressure on the construction team.

Let’s look at some major factors that affect the project schedule during the course of construction and some strategies to mitigate delays.

Baseline schedule not tailored for the project

Each project is unique, and has its own specific set of challenges and requirements. Project baseline schedules are often created using cookie cutter construction sequences and productivity data from past projects, which results into a project schedule that does not reflect the granular realities of the project. The construction team is thus unable to co-relate the project activity time line with the baseline schedule, and then it just becomes a piece of paper that they occasionally refer to. If your project schedule does not reflect the actual sequencing and time line, it will never reflect the actual status of the project, and you will never be able to utilize the baseline schedule to plan and coordinate the project, which defeats its purpose. It is critical to create a baseline schedule that is realistic, thorough and accurate.

While creating the baseline schedule for any project, one must conduct a thorough review of all aspects of the project. One must study the construction drawings in detail, understand the contractual requirements, site logistics, and weather conditions. A deep dive into all aspects of the project will allow the scheduler to fine tune the activity sequencing and activity breakdown. It is critical that the Project Manager and the Project Superintendent also undertake a detailed review of the schedule and provide their feedback to fine tune the schedule. Any schedule can be made more granular and precise by drawing from the Project Manager and the Project Superintendent’s experience.

Example. - A project consists of a large foundation footprint, for which the concrete placement must be divided in two separate sections, A & B. Due to lack of deep dive into the construction drawings, this detail is not reflected in the baseline schedule. Now your schedule would reflect a continuous time line which would show that first, all your underground utilities for the whole foundation must be completed by a certain date, after which the concrete placement for the entire foundation would be undertaken and completed.

However, in reality, the completion of the foundation has to be approached in two sections. The utilities in Section A will have to be installed first, upon which concrete will be placed in that section, while the utilities in Section B are being installed concurrently. Once that is complete, concrete will be placed in the Section B.

If this actuality is not taken into consideration, your project baseline schedule will be unable to facilitate planning and coordination with the trades, which could impact your project time line and cause delays.

Weather

It is critical to factor-in the weather conditions that are expected to prevail at different stages of construction. Allowances for weather delays must be built into the schedule. Additional mitigation strategies for inclement weather, such as provisions for working overtime after a weather delay or working on weekends following a weather delay should be built into the construction plan.

Inclement weather will have a greater impact on the schedule if you are undertaking activities such as site work, foundation, steel erection, framing, etc., while it will not impact your schedule as much if the building shell is complete and activities such as interior rough-ins, insulation, drywall etc. are being carried out inside the shell. Hence, one must consider the impact of weather on individual activities and provide additional allowance to the specific activity that could be impacted.

Shortage of Workers/Reduced productivity/Overbooked Crews

Shortage of skilled construction workers is one of the biggest challenges faced by the construction industry today. Consequently, shortage of workers is a common cause of delays on construction projects. Trades are often unable to provide the required man power to keep up with the schedule and as a result, the schedule starts slipping.

Additional issues such as reduced productivity due to weather (productivity takes a huge hit during summer) and overbooked crews can also cause schedule slippage. Sub-contractors are generally engaged on multiple projects simultaneously and they often find themselves overloaded with work and unable to keep up with multiple projects with a limited number of workers. Hence, it is common to see sub-contractors pull workers from one project to keep up with another project.

These issues must be considered while awarding the contract. Always make sure that the sub-contractor will have optimal manpower during construction, preferably in the form of a written commitment in the contract. To facilitate the manpower commitment and coordination, it is essential that you have an accurate and tailor-made baseline schedule as discussed earlier.

Monitoring the man power during the course of construction is equally important. A sustained reduction in manpower or productivity should be swiftly addressed. It is also very important for the project team to maintain good relations and communication with the sub-contracting trades to facilitate the resolution of such issues.

Poor Communication

Communication between all project stakeholders is a key factor in delivering successful projects. Communication between the General Contractor, Architect, Owner, and all subcontractors is essential.

Critical information such as schedule deadlines, coordination, change orders, submittal approvals or changes can easily fall through the cracks and can cause project delays. It can also lead to hostility between the project stakeholders which could be detrimental to the project success. Using an Integrated project management software is a great way to keep all project stakeholders in the loop.

It is essential that the General Contractor develops and maintains open communication and amicable relationship with the architect, owner and all subcontractors. It is important to remember that every project is a team effort and collaboration is the key to its success.

Approvals

Delays in approval of critical product submittals and shop drawings can cause significant schedule slippage. Critical activities such as material fabrication, product orders, deliveries and installation are dependent upon the approval of the product submittals and shop drawings. Delays in approvals could happen due to numerous reasons such as late or last moment submittals, work overload on the architect, or communication gaps.

It is essential for the project team to create a schedule of submittals with a timeline for their approvals. The project team must ensure that the Architect and Engineer receive the submittals in a timely manner such that they get sufficient time to review. Pushing for approvals at the last moment could result in some fine details slipping through the cracks which might cause delays later during construction.

Unexpected Changes or Owner Directed Changes.

Changes are a part and parcel of the construction business. Sometimes changes might be required due to certain unexpected conditions or design requirements, while sometimes changes are directed by the owner.

In either case, it is essential to communicate the impact of the change in terms of cost and schedule with the owner and the architect. The key is to be prepared to encounter any changes and trying to anticipate changes that might occur.

Summary & Conclusion:

• Prepare a baseline schedule tailored for the project – Study the drawings in detail, breakdown the activities and sequencing, consider the contractual requirements, site logistics, and weather conditions.
• A detailed schedule review by the Project Manager and the Project Superintendent is essential.
• It is critical to consider the impact of weather on various construction activities at different stages of construction.
• Allowances for weather delays must be built into the individual activities that could be impacted. Mitigation strategies such as provisions for working overtime or working on weekends following weather delays should be built into the construction plan.
• Potential issues such as shortage of workers, reduction in productivity due to weather, and overbooked crews should be addressed at the time of awarding the contract.
• Monitor the man power during construction, and swiftly address reduction in manpower.
• Maintain good communication and amicable relationships with all project stakeholders.
• Make sure critical information is communicated to all stakeholders by utilizing integrated project management software.
• Create a schedule of submittals with a time line for their approvals
• Be prepared to encounter any changes and trying to anticipate any changes that might occur.

Construction projects are dynamic and complex. Multitude of individuals are involved in delivering a project. There will be issues that will come up at the last moment and will require swift resolution, and there might be a few things that slip through the cracks. You should expect to face unexpected challenges. But with teamwork and communication, you will be able to overcome all challenges.