Project Planning Checklist

1. Define the Project

• ☐ Confirm whether the project is new construction, renovation, addition, tenant improvement, repair, or another project type.
• ☐ Define the problem the project is intended to solve.
• ☐ Identify must-have spaces, functions, and outcomes.
• ☐ Identify nice-to-have items that can be adjusted if budget or schedule requires it.
• ☐ Establish a target completion date.
• ☐ Identify phasing, temporary occupancy, or operational constraints.

Project type / scope: Describe project type and scope.

What problem is this project intended to solve? Describe the project goal or problem to solve.

Must-have spaces / functions: List required spaces, functions, and outcomes.

Nice-to-have items: List desirable items that can flex with budget or schedule.

Phasing or occupancy constraints: Note phasing, occupancy, access, or operational constraints.

2. Establish the Budget

• ☐ Set an overall project budget.
• ☐ Separate construction cost from soft costs.
• ☐ Include design and engineering fees.
• ☐ Include permit and review fees.
• ☐ Include testing and inspection costs.
• ☐ Include furniture, fixtures, and equipment when applicable.
• ☐ Include owner contingency.
• ☐ Include construction contingency when appropriate.
• ☐ Confirm financing or funding limits.
• ☐ Decide what will happen if bids exceed budget.

Overall project budget: Enter total project budget.

Construction budget: Enter construction budget.

Contingency amount / percentage: Enter contingency amount or percentage.

If bids exceed budget, what is the plan? Describe the plan if bids exceed budget.

3. Understand the Property

• ☐ Confirm property ownership.
• ☐ Obtain a current survey.
• ☐ Confirm property lines and easements.
• ☐ Review zoning requirements.
• ☐ Review setbacks, height limits, and lot coverage.
• ☐ Identify utility locations and available capacity.
• ☐ Review floodplain, wetland, or environmental concerns.
• ☐ Confirm site access and construction access.
• ☐ Identify unusual soil, drainage, or topographic conditions.

Property / site notes: Enter site, zoning, utility, survey, or property notes.

4. Define the Project Team

• ☐ Identify the owner decision-maker.
• ☐ Select the architect.
• ☐ Identify structural engineering needs.
• ☐ Identify mechanical, electrical, and plumbing engineering needs.
• ☐ Identify civil engineering needs.
• ☐ Identify landscape architecture or interior design needs.
• ☐ Identify surveyor and geotechnical consultant needs.
• ☐ Establish the construction manager / general contractor delivery strategy.

Owner decision-maker: Enter name and role.

Design / consultant team notes: List consultants, responsibilities, and open team decisions.

5. Develop the Program

• ☐ List required rooms and spaces.
• ☐ Establish approximate room sizes.
• ☐ Identify adjacency requirements.
• ☐ Define expected occupancy levels.
• ☐ Identify special equipment.
• ☐ Identify storage needs.
• ☐ Identify technology and AV requirements.
• ☐ Identify accessibility requirements.
• ☐ Identify security requirements.
• ☐ Identify future expansion or flexibility needs.

Program / space notes: Enter program, room, adjacency, equipment, or occupancy notes.

6. Review Codes and Approvals

• ☐ Confirm the applicable building code and local amendments.
• ☐ Confirm occupancy classification.
• ☐ Confirm construction type.
• ☐ Review allowable area and height.
• ☐ Review means of egress.
• ☐ Review accessibility requirements.
• ☐ Review fire protection requirements.
• ☐ Review energy code requirements.
• ☐ Confirm zoning approvals.
• ☐ Identify special permits, variances, health department reviews, or other agency approvals.

Required approvals / agencies: List required agencies, permits, variances, or approvals.

7. Schematic Design

• ☐ Confirm site layout.
• ☐ Confirm overall floor plan.
• ☐ Confirm primary circulation.
• ☐ Confirm major room sizes.
• ☐ Confirm exterior massing and major entrances.
• ☐ Establish preliminary structural approach.
• ☐ Establish preliminary MEP approach.
• ☐ Review preliminary code strategy.
• ☐ Prepare a preliminary cost check.
• ☐ Confirm the design still aligns with budget.

Schematic design decisions / open items: Record key decisions, unresolved items, and next actions.

8. Design Development

• ☐ Refine floor plans and exterior elevations.
• ☐ Develop building sections.
• ☐ Select major materials.
• ☐ Coordinate structure.
• ☐ Coordinate HVAC, electrical, plumbing, and fire protection.
• ☐ Refine accessibility details.
• ☐ Update the cost estimate.
• ☐ Resolve major owner decisions.

Design development decisions / open items: Record key decisions, unresolved items, and next actions.

9. Construction Documents

• ☐ Complete architectural drawings.
• ☐ Complete structural drawings.
• ☐ Complete MEP drawings.
• ☐ Complete civil drawings when required.
• ☐ Coordinate all disciplines.
• ☐ Complete schedules, details, and specifications as applicable.
• ☐ Perform code review and drawing coordination review.
• ☐ Confirm owner scope and contractor scope.
• ☐ Confirm permit submission requirements.

Construction document notes: Record coordination issues, owner decisions, and open document items.

10. Permitting

• ☐ Submit the permit application and required documents.
• ☐ Track plan review comments.
• ☐ Respond to code comments.
• ☐ Issue revised drawings as required.
• ☐ Confirm permit approval.
• ☐ Confirm required inspections.
• ☐ Confirm permit fees.

Permit status / comments: Record submission status, comments, revisions, and approvals.

11. Bidding and Contractor Selection

• ☐ Prepare the bid package.
• ☐ Identify qualified bidders.
• ☐ Conduct a pre-bid meeting when appropriate.
• ☐ Respond to bidder questions and issue addenda.
• ☐ Receive and compare bids.
• ☐ Review alternates, allowances, exclusions, and qualifications.
• ☐ Review proposed schedule.
• ☐ Check references.
• ☐ Select the contractor based on scope, capability, schedule, and price.

Bidding / contractor selection notes: Record bidders, scope gaps, alternates, qualifications, and selection notes.

12. Preconstruction

• ☐ Execute the construction contract.
• ☐ Confirm insurance and bonds when required.
• ☐ Confirm permit issuance.
• ☐ Confirm project schedule.
• ☐ Confirm site logistics and temporary facilities.
• ☐ Confirm long-lead items.
• ☐ Establish RFI, submittal, change-order, and payment application processes.
• ☐ Hold the preconstruction meeting.

Preconstruction notes: Record schedule, logistics, long-lead items, and preconstruction actions.

13. Construction

• ☐ Track schedule and budget.
• ☐ Review RFIs and submittals.
• ☐ Review change proposals.
• ☐ Document owner decisions.
• ☐ Conduct site observations.
• ☐ Track inspections and deficiencies.
• ☐ Monitor long-lead items.
• ☐ Review payment applications.
• ☐ Maintain a contingency / change log.

Construction notes / action items: Record current issues, decisions, schedule/budget impacts, and actions.

14. Project Closeout

• ☐ Prepare and complete the punch list.
• ☐ Obtain final inspections.
• ☐ Obtain the certificate of occupancy when required.
• ☐ Receive record drawings.
• ☐ Receive warranties and O&M manuals.
• ☐ Complete equipment training.
• ☐ Confirm final cleaning.
• ☐ Confirm final payment requirements.
• ☐ Close permits.
• ☐ Archive project documents.

Closeout notes / outstanding items: Record outstanding punch-list, inspection, warranty, and closeout items.