🚀 Project Startup & Kickoff
The first two weeks of a project set the tone for everything that follows. This guide covers everything you need to do to start a project right.
A good start is half the battle. Projects that start poorly rarely recover. Invest time upfront.
Before Mobilization
Contract Review (Week -2)
Review with your team:
- Scope of work and exclusions
- Payment terms and schedule
- Key milestones and liquidated damages
- Insurance and bonding requirements
- Notice requirements
- Change order procedures
- Warranty obligations
Identify:
- Key contract risks
- Unusual requirements
- Missing information
- Questions for the owner/GC
Submittals Planning (Week -1)
Before mobilization:
- Create submittal log from specs
- Identify long-lead items
- Order materials with long lead times
- Prepare initial submittals
- Review submittal schedule with GC
Team Assembly (Week -1)
Assign key roles:
- Project Manager
- Superintendent
- Project Engineer (if applicable)
- Foreman/Foremen
- Safety lead
Make introductions:
- Internal kickoff meeting
- Meet with owner/GC team
Week 1: Mobilization
Day 1-2: Site Setup
Administrative:
- Verify site access procedures
- Establish laydown/staging areas
- Set up job trailer (if applicable)
- Verify utilities are available
- Establish bathroom facilities
Documentation:
- Create project folder structure
- Set up RFI log
- Set up submittal log
- Create daily report template
- Distribute emergency contacts
Day 1-2: Safety Setup
- Review site-specific safety plan
- Conduct crew safety orientation
- Verify JHA for first activities
- Identify emergency assembly point
- Locate first aid kits and AED
- Verify all workers have required training
Day 3-5: Team Alignment
Internal kickoff meeting:
- Review scope and budget
- Discuss schedule and milestones
- Identify potential challenges
- Assign responsibilities
- Establish communication protocols
Include:
- Project drawings and specs
- Budget breakdown
- Master schedule
- Contact list
- Safety requirements
Day 3-5: External Coordination
Meet with GC/Owner:
- Confirm points of contact
- Review schedule and milestones
- Discuss coordination requirements
- Establish meeting schedule
- Review communication preferences
Coordinate with other trades:
- Identify interfaces
- Discuss sequence of work
- Establish coordination protocols
Week 2: Production Start
Day 6-10: Begin Work
Before first crew arrives:
- Work area is safe and accessible
- Materials are on site (or scheduled)
- Tools and equipment are ready
- Crew knows what to do
- First day tasks are clear
Daily routine established:
- Morning huddle/safety meeting
- Work execution
- End-of-day cleanup
- Daily report completed
- Next-day planning
Day 6-10: Systems Check
Verify these are working:
- Daily reporting process
- Time tracking
- Material receiving
- RFI submission process
- Submittal tracking
- Photo documentation
Communication Rhythm
Establish regular cadence:
- Daily crew huddles
- Weekly internal meetings
- Weekly OAC meetings
- Monthly progress reports
Project Startup Checklist
Administrative
- Contract fully executed
- Insurance certificates provided
- Bonds in place (if required)
- Subcontracts executed
- Purchase orders issued
- Permits obtained
- Notice to proceed received
Site Logistics
- Site access confirmed
- Parking arrangements made
- Laydown area assigned
- Material delivery access
- Dumpster location confirmed
- Temporary facilities ready
Safety
- Site-specific safety plan
- Crew orientations completed
- JHAs prepared for initial work
- PPE requirements communicated
- Emergency procedures posted
- First aid/emergency equipment
Communication
- Contact list distributed
- Communication protocols established
- Meeting schedule set
- Document distribution plan
- RFI/submittal procedures confirmed
Documentation
- Project folder structure created
- Drawing log established
- RFI log created
- Submittal log created
- Daily report template ready
- Photo documentation started
Planning
- Schedule reviewed with team
- Two-week lookahead prepared
- Long-lead items ordered
- Subcontractor schedules coordinated
- Manpower plan developed
Internal Kickoff Meeting Agenda
Attendees: PM, Super, Foremen, Estimator, Safety
Topics:
-
Project Overview (10 min)
- Owner and project background
- Contract type and terms
- Key players
-
Scope Review (20 min)
- What's included
- What's excluded
- Special conditions
-
Budget Review (15 min)
- Estimate summary
- Critical cost areas
- Potential risks
-
Schedule Review (15 min)
- Milestones
- Critical path
- Resource needs
-
Safety (10 min)
- Site-specific hazards
- Safety requirements
- Emergency procedures
-
Logistics (10 min)
- Site access
- Staging
- Coordination
-
Action Items (10 min)
- Immediate priorities
- Assignments
- Follow-up meeting
Common Startup Mistakes
Not Reading the Contract
Problem: PM doesn't know notice requirements or scope limits Solution: Formal contract review with checklist before mobilization
Skipping the Kickoff Meeting
Problem: Team members don't understand project requirements Solution: Mandatory kickoff meeting before any work begins
Ignoring Long-Lead Items
Problem: Critical materials delay schedule Solution: Submittal review and procurement planning before mobilization
Poor Site Documentation
Problem: Existing conditions not documented Solution: Comprehensive photo documentation before disturbing anything
Weak Communication Plan
Problem: RFIs unanswered, issues fester Solution: Establish communication protocols and meeting rhythm from day one
No Safety Orientation
Problem: Worker injury in first week Solution: Site-specific orientation before anyone starts work
Success Indicators
After Week 1:
- Site is set up and organized
- Team knows their roles
- Communication protocols established
- Safety plan in place
- Documentation systems working
After Week 2:
- Production has begun
- Daily routine established
- First submittals sent
- Long-lead items ordered
- Schedule is realistic