Bringing a construction project from concept to completion is a complex and lengthy process. From identifying the project requirements to the final handover of the completed structure, it can take years.
Given the scale of resources and planning that’s required to see a project through, every step is filled with potential complications. Construction firms need a cohesive vision and careful coordination throughout. Amidst the many elements that lead to a construction project’s success, one stage is arguably the most challenging: project execution.
But why is this stage so fraught with challenges? And what can you do to mitigate these and deliver a successful construction project on time and within budget? Let’s dive in.
What is Project Execution?
The project execution phase takes the bulk of prior legwork – planning, designs, and pre-construction activities – and turns them into a realized end product: a physical structure. Whether you’re building a residential complex or office block, every project hinges on this critical stage.
GPNaturally, no two projects will be the same, and factors like scope, location, and design intricacies all influence the timeline and specific challenges you’re likely to come across during execution. But how does this phase fit into the wider project lifecycle, and how can you streamline the process?
Where Does it Fit in the Construction Lifecycle?
Project execution sits at the heart of the project timeline, serving as the most labor-intensive and essential part. Without successful execution, the project cannot move forward to completion.
A typical construction lifecycle includes the following stages: 
- Concept and initiation: Every project begins with an idea. During this phase, a dedicated project team – which might include the client, consultants, and contractor – starts to bring that idea to life. This may include conducting a feasibility test and discussing what approvals will be required.
- Planning: If feasibility tests show that the project is worth going ahead with, the team will then start fleshing out the project. This includes outlining the project’s objectives and scope, creating a preliminary design, and setting a timeline. At this stage, it’s also crucial to set a budget for the project as this will impact other factors like the design and execution. Using project management analytics is extremely helpful for cost estimation as well as schedule optimization and risk analysis.
- Pre-construction: Sometimes considered part of the planning phase, this sees the team create construction documents for gaining planning permission and showing the contractor the planned build. During this stage, clients can choose contractors if they haven’t already and finalize their budgets, plans, and timeline, while the construction team begins site preparation. Contracts are finalized–lien clauses are checked, processes for notice and lien waiver management are set.
- Execution: Actual construction begins, including sourcing materials, mobilizing the site, and managing construction activities. Contractors, architects, engineers, consultants, clients, and project managers all work together to ensure the project is delivered as designed.
- Closure: Once all construction activities are complete, teams conduct a final inspection, hand over to the client, and complete or issue any relevant documentation.
What Happens During the Project Execution Phase?
The project execution phase involves managing and actioning several interrelated tasks, from coordinating labor and materials to adhering to safety and compliance requirements on-site. Of course, you want everything to go as smoothly as possible, so attention to detail and regular communication with stakeholders is especially important.
Typical tasks during the execution phase include:
- Site mobilization and setup
- Procurement and delivery of materials
- Coordination of subcontractors and labor teams
- Ongoing site inspections and quality control
- Regular status meetings with stakeholders
- Adjustments to the construction schedule as needed
To support a smooth execution, consider using construction project management software to track progress. Doing this in real-time throughout the execution phase will also help you manage resources and monitor budgets to make sure you stay on track.
Common Challenges in Project Execution
Like any large-scale project, the execution phase comes with its own set of project management challenges. Complex supply chains and demanding clients only add to this. Such is the nature of construction.
Still, forewarned is forearmed, so if you are aware of the potential pitfalls, you’ll be better positioned to avoid them.
Here are some key challenges to watch out for:
Project Scope Creep
Scope creep is one of the biggest risks in construction. Initial designs and plans from earlier stages may not account for unforeseen issues on the ground, leading to changes that affect the project’s budget and timeline. For example, discovering unstable soil during excavation or the client asking to add an extra room to the building could lead to redesigns that weren’t part of the original scope.
In many cases, these issues only become apparent during execution, so it becomes a case of moving the goalposts to accommodate them.
Miscommunication Between Stakeholders
Communication between relevant parties is a core part of any project. In construction, there are various teams involved, from clients to contractors to subcontractors and engineers.
If information is not shared properly and at the right time, it can significantly slow down progress. What’s more, it can lead to poor decisions and improper execution of plans, which could have serious implications for the final build.
Insufficient Resource Allocation
Imagine this scenario: deadlines are set and builders are on-site, but not enough progress is being made. Sound familiar? It’s likely a lack of resources to blame. Insufficient allocation and management of everything from labor to materials and equipment can cause significant delays and bottlenecks that stall the project.
Poor Documentation and Preparation
Although the execution phase is what brings the actual build to life, the earlier ideation and planning stages are what really sets the stage for a successful execution.
Improper documentation and inadequate planning can lead to major disruptions further down the line. What’s more, lack of support and information, such as details in blueprints or lack of clear safety protocols, can lead to costly errors.
5 Steps to Streamline the Project Execution Phase
With the above challenges in mind, here are five essential steps to overcome hurdles and streamline your project execution phase to reduce delays and make sure the completed project meets the client’s expectations.
Develop a Comprehensive Project Plan
Every building needs a solid foundation, so think of your project plan similarly —it’s the starting point for a successful execution.
Your plan will be a reference point for all stakeholders, so it should detail every aspect of the project, from timelines and resources to safety protocols.
Make sure that all interested parties read the document, and make it easily accessible by using headless CMSes to add it to a self-help portal or a smartphone app. Everyone needs to be aligned with the plan, understand their roles, and be able to reference it in the future.
If you clearly communicate the scope, schedule, and requirements, you automatically reduce the risk of misinterpretation and disputes during the execution phase. Regularly review and update the plan as necessary to reflect any changes during construction.
Visualize Dependencies and Resource Allocation
Map out the sequence of tasks and identify dependencies between them. Use platforms like project management software or enterprise architecture tools to create visualizations using diagrams or charts. These will help you track which tasks need to be completed before others can begin and give the team clear insight into ongoing activity.
To avoid bottlenecks, align your resource allocation with these dependencies, making sure labor teams, equipment, and materials are available when needed. Being proactive gives you the flexibility to reassign resources where necessary but also ensures the execution phase moves forward smoothly.
Maintain a Progress Tracker and Communication Channels
Detailed progress charts help track every task’s completion and provide an overview of the entire project. There are several construction-specific platforms and applications that support effective project management to facilitate this, many of which offer real-time updates and integrated communication tools to encourage better collaboration.
Team communication can make or break your project, so it’s essential that all teams, whether they’re working on-site or managing the project from afar, are in constant communication. The right channels will give them a means to not only provide project updates but also address issues like material shortages of supply delays quickly.
Besides giving everyone access to these channels, establish clear protocols for using them, so everyone knows how, when, and where to report on progress, discuss challenges, and update timelines.
And make sure you strike the right balance—while you want to give teams the means to communicate properly, you don’t want to overwhelm them with more channels and applications than is necessary. Conduct an app rationalization to make sure you only use channels that serve your goals.
Stay Flexible and Ready to Adapt
Construction projects rarely go off without a hitch. Whether it’s delays in materials delivery, the wrong materials benign supply, malfunctioning equipment, unexpected weather conditions, or last-minute design changes, your team needs to stay agile.
You don’t want these unforeseen circumstances and changes to disrupt the project timeline or quality of work, so establish a culture of flexibility and encourage proactive problem-solving.
Having contingency plans for common disruptions can prevent delays and help maintain the project’s pace.
Control Project Scope to Prevent Overruns
It’s tempting to make improvements or add features to a project as you go, particularly if a client has given you that freedom. But controlling scope creep is essential if you want to stay on budget and on schedule.
Stay focused on the original project requirements and avoid unnecessary changes that could extend timelines or require additional resources like materials or manpower.
Work closely with your client and other stakeholders to manage expectations. You need to guarantee that any scope adjustments are purely necessary and aligned with the project’s goals.
The Next Steps
The project execution phase is a delicate balance of coordinating resources, managing timelines, and meeting client expectations. It’s key that your entire team is aligned with the project vision and communicates properly to realize that dream build.
The construction industry is continuously evolving, so being able to execute projects efficiently is key if you want to remain competitive. Follow the steps outlined in this guide to smooth out your execution process. As an added bonus, you’ll also reduce bottlenecks and deliver a higher quality project on time and within budget.
About the author:
Diana is the Director of Product Marketing at Ardoq. Her passion lies in fostering a deep understanding of Ardoq’s value in delivering tangible results for organizations navigating the complexities of digital transformation. Here is her LinkedIn.