Pre-Construction Stage
This is where you win or lose the project.
Pre-Construction is the planning, permitting, and coordination phase. It's 75% of your project's success. Rush this stage and everything downstream suffers. Do it well and the rest is smooth sailing.
What Is Pre-Construction?
Pre-Construction (Pre-Con) is everything that happens BEFORE your crew sets foot on the job site to start work.
You're doing:
- Reviewing contracts
- Getting permits
- Coordinating with the GC
- Submitting documents
- Answering RFIs
- Planning logistics
- Setting up safety
- Collecting required documents
You're NOT doing:
- Pouring concrete
- Setting rebar
- Running equipment
That comes later (Construction stage).
When Does Pre-Con Start?
Pre-Con starts the moment you create a project.
When you create a new project and set Current Stage Status to "Pre-Construction Active", tasks for this stage automatically populate.
How Many Tasks in Pre-Con?
For Concrete division: ~46 tasks (the most of any stage!)
[NEEDS VERIFICATION: Does Drywall division have a different task count for Pre-Con?]
Pre-Con has the most tasks because there's SO much coordination work.
Major Categories of Pre-Con Work
1. Contract & LOI Review
Make sure you understand what you're signing up for.
Tasks include:
- Review LOI or Contract
- Identify scope, exclusions, and deliverables
- Flag any unclear items
- Confirm pricing and payment terms
Why it matters: Misunderstanding the scope leads to disputes, change orders, and lost profit.
2. Permits & Compliance
Get legal approval to work.
Tasks include:
- 811 Locate (Call Before You Dig) - REQUIRED for any digging
- Submit locate request
- Wait for utility marking
- Document locate ticket
- Badging - Get crew members badged for site access (if required by GC or site)
- Site-Specific Safety Plan (SSSP) - Create or update safety plan for this job
- Any local permits (building, grading, etc.)
Why it matters: You can't legally start work without these. Period.
Safety & Compliance tasks showing 811, Badging, SSSP - task list filtered to show safety-related Pre-Con tasks
3. Submittals
Submit your plans, materials, and methods to the GC for approval.
Tasks include:
- Prepare shop drawings (if required)
- Submit material specs
- Submit installation methods
- Wait for GC approval
- Resubmit if rejected
Why it matters: You can't order materials or start work until submittals are approved.
Typical timeline: 1-2 weeks (depends on GC responsiveness)
Submittal-related tasks in Pre-Con - task list filtered to show submittal tasks
4. RFIs (Requests for Information)
Ask questions when the plans or scope aren't clear.
Tasks include:
- Identify unclear items in plans
- Draft RFI
- Submit to GC
- Wait for response
- Document answer
Why it matters: Don't guess. If something's unclear, ask. Better to delay 3 days for an RFI answer than to do it wrong and redo the work.
RFI task with example RFI question - single RFI task detail page
5. Scheduling & Coordination
Figure out when you're working and coordinate with other trades.
Tasks include:
- Get GC's master schedule
- Identify your work windows
- Coordinate with other trades (who's before you? who's after you?)
- Create internal crew schedule
- Order long-lead materials
Why it matters: You don't work in a vacuum. If the electrician is late, your pour might shift. Plan for it.
6. Document Collection
Gather everything you'll need for the project.
Tasks include:
- Get site plans
- Get soil reports (if applicable)
- Get structural drawings
- Get GC contact list
- Get site access info (gate codes, parking, etc.)
Why it matters: You can't execute without the right info. Collect it all up front.
7. Safety Setup
Make sure the job site is safe BEFORE work starts.
Tasks include:
- Complete SSSP
- Conduct pre-job safety meeting
- Identify hazards
- Set up site safety measures (barriers, signage, etc.)
- Ensure crew has proper PPE
Why it matters: Safety isn't optional. Injuries cost time, money, and lives.
8. Logistics Planning
How is work actually going to happen?
Tasks include:
- Plan equipment needs (what, when, how many)
- Plan material delivery (where to stage, when to deliver)
- Plan crew size and schedule
- Plan site access and parking
- Identify constraints (narrow roads, overhead power lines, etc.)
Why it matters: Day 1 on site should NOT be the first time you think about where to park the truck.
Task Dependencies in Pre-Con
Some Pre-Con tasks can't start until others are done. This is called task dependency.
Example:
- Task: "Order rebar" (Dependent)
- Depends on: "Submittal approved" (Independent)
You can't order materials until submittals are approved. Podio tracks this automatically.
When "Submittal approved" is marked Complete → "Order rebar" auto-advances to In Progress.
Dependent task waiting for prerequisite to complete - task with Pending status showing Dependencies field
Pre-Con Timeline
How long does Pre-Con take?
Short answer: 1-4 weeks, depending on complexity.
Factors that speed it up:
- Simple scope
- Responsive GC
- No permits required
- Standard materials (no custom fabrication)
Factors that slow it down:
- Complex scope
- Slow GC approvals
- Permit delays
- Custom materials with long lead times
- RFIs that take weeks to answer
Don't rush it. A 3-week Pre-Con that's thorough beats a 1-week Pre-Con that's sloppy.
How to Know When Pre-Con Is Done
Pre-Con is "done" when:
✅ Contract/LOI is reviewed and understood
✅ All permits and compliance items are in place (811, badging, SSSP)
✅ All submittals are approved
✅ All RFIs are answered
✅ Schedule is locked in
✅ Materials are ordered (or ready to order)
✅ Safety is set up
✅ Crew is assigned and briefed
✅ Site access is confirmed
✅ You have everything you need to mobilize
Check your tasks: If all Pre-Con tasks are Complete (or the few remaining won't block Mobilization), you're ready to advance.
Common Pre-Con Mistakes
❌ Rushing to Mobilization
Problem: "We got the contract, let's get on site!"
Result: Show up on site without permits, no approved submittals, crew doesn't know the plan. Chaos.
Fix: Stay in Pre-Con until you're ACTUALLY ready.
❌ Skipping RFIs
Problem: "I think this is what they want…"
Result: Do the work wrong, GC rejects it, you eat the cost of redoing it.
Fix: When in doubt, submit an RFI. Always.
❌ Not Tracking Dependencies
Problem: Try to order materials before submittals are approved.
Result: Order the wrong stuff, or order gets rejected, or you waste time waiting.
Fix: Respect task dependencies. Let Podio guide the order of work.
❌ Forgetting 811 Locate
Problem: Start digging without calling 811.
Result: Hit a utility line. Best case: work stoppage. Worst case: injury, fines, lawsuits.
Fix: ALWAYS call 811 before digging. It's the law.
❌ No Safety Plan
Problem: Show up on site without an SSSP or pre-job safety meeting.
Result: GC kicks you off site, or worse, someone gets hurt.
Fix: Safety first. Always.
Tips for Crushing Pre-Con
1. Start Day 1
Don't wait. As soon as the project is created, dive into Pre-Con tasks.
2. Batch Similar Tasks
Example: Do all your document requests in one email to the GC instead of 5 separate emails over 5 days.
3. Follow Up Relentlessly
Waiting on a submittal approval? Follow up every 2-3 days. Waiting on an RFI answer? Follow up. Don't let things sit.
4. Use Task Notes
When you hit a blocker, add a note to the task:
"Waiting on GC to approve submittal. Emailed 1/15, followed up 1/18. Still pending."
This creates a paper trail and helps the next person understand what's happening.
Task with notes showing status updates - task detail showing activity/notes section with updates
5. Mark Blockers Clearly
If a task is blocked (waiting on someone else), note it. Don't let it disappear into the pile.
[NEEDS VERIFICATION: Is there a "Blocked" status option for tasks, or do you just add notes?]
6. Communicate with the Team
Pre-Con isn't a solo job. The PM, OC, FOCS, and Foreman all need to be in sync.
Use Podio comments on tasks to loop people in.
Have a Pre-Con kickoff meeting to align everyone.
7. Don't Advance Until Ready
You'll feel pressure to move to Mobilization. Resist if you're not ready.
Ask yourself:
- Do I have all permits?
- Are submittals approved?
- Is the crew ready?
- Do I have materials ordered or ready to order?
- Is the schedule locked?
If ANY answer is no → stay in Pre-Con.
Pre-Con Checklist
Before advancing to Mobilization, verify:
- Contract/LOI reviewed
- 811 Locate submitted and completed
- Badging completed (if required)
- SSSP created and submitted
- All submittals submitted and approved
- All RFIs submitted and answered
- GC schedule received and understood
- Crew schedule created
- Materials ordered (or ready to order upon Mobilization)
- Site plans and drawings collected
- Site access confirmed (gate codes, parking, etc.)
- Pre-job safety meeting scheduled or completed
- Foreman briefed on scope and plan
- Equipment needs identified
- All Pre-Con tasks are Complete or blocking items are documented
What Happens After Pre-Con?
Once Pre-Con is done, you advance to Mobilization.
Related Docs:
Remember
Pre-Construction is 75% of project success.
Invest the time here. Plan well. Coordinate thoroughly. Get your ducks in a row.
The 30 minutes you spend now writing an RFI saves you 3 days of rework later.
The 2 hours you spend reviewing the contract now saves you from a costly dispute later.
The 1 week you spend waiting for permit approval now saves you from getting shut down on site later.
Do Pre-Con right. Everything else gets easier.