SOP Templates > Home Builder > Project Management > Selections Tracking Checklist

Selections Tracking Checklist for Home Builder

This checklist is designed for a home builder specializing in custom homes to effectively track and manage client selections throughout the construction process. It ensures that all client decisions are documented, allowances are reviewed, specifications are confirmed, and lead times are noted. By coordinating with vendors and updating the schedule and budget, this workflow helps avoid delays due to missing selections. It is crucial for maintaining project timelines and client satisfaction.

Organize selection items list

Step 1: Compile comprehensive list

Gather input from design plans, client meetings, and standard specifications to create a detailed list of all selection items. Ensure that each item is clearly defined and categorized for easy reference.

Step 2: Categorize selection items

Group items into categories such as interior finishes, exterior finishes, appliances, and fixtures. This helps in managing selections more efficiently and ensures that related items are considered together.

Step 3: Create selection tracking document

Use a spreadsheet or project management software to create a document that will track each selection item. Include columns for item description, client decision, vendor, lead time, and status.

Track client decisions

Step 1: Schedule regular client meetings

Set up regular meetings with the client to review selection items and obtain decisions. Use these meetings to clarify any questions and provide guidance on options.

Step 2: Document client decisions

Record each decision made by the client in the selection tracking document. Include details such as the date of decision and any specific notes or preferences expressed by the client.

Step 3: Confirm decisions with client

Send a summary of decisions to the client for confirmation. This ensures that both parties have a clear understanding of the selections and reduces the risk of future disputes.

Review allowances

Step 1: Compare selections to allowances

Check each client selection against the budget allowances set for the project. Identify any items that exceed the allowance and discuss alternatives with the client if necessary.

Step 2: Adjust budget as needed

If selections exceed allowances, update the project budget to reflect the changes. Ensure that the client is aware of any additional costs and has approved them.

Step 3: Document allowance adjustments

Record any changes to allowances in the selection tracking document. Include details of the new budget figures and any client approvals obtained.

Confirm specifications

Step 1: Verify product specifications

Check the specifications of each selected item against the client's requirements and the project's design plans. Confirm that all details such as color, size, and model are correct.

Step 2: Communicate specifications to vendors

Provide vendors with the confirmed specifications for each item. Ensure that they understand the requirements and can meet them within the project timeline.

Step 3: Obtain vendor confirmations

Request written confirmation from vendors that they can supply the specified items. This helps prevent errors and ensures accountability.

Note lead times

Step 1: Request lead time information from vendors

Contact vendors to obtain lead time estimates for each selected item. Ensure that these estimates are realistic and account for any potential delays.

Step 2: Record lead times in tracking document

Enter the lead time information for each item into the selection tracking document. Include details such as the expected delivery date and any contingencies.

Step 3: Monitor lead times regularly

Review lead times periodically to ensure that they remain accurate. Update the tracking document as needed to reflect any changes or delays.

Coordinate with vendors

Step 1: Place orders with vendors

Order all selected items from vendors as soon as client decisions are confirmed. Ensure that orders include all necessary specifications and delivery instructions.

Step 2: Schedule deliveries

Coordinate with vendors to schedule deliveries that align with the construction timeline. Confirm delivery dates and ensure that site access is arranged.

Step 3: Verify deliveries upon arrival

Inspect all deliveries to ensure that they match the order specifications. Report any discrepancies to the vendor immediately and arrange for replacements if necessary.

Update schedule and budget

Step 1: Adjust project schedule

Update the construction schedule to incorporate the lead times and delivery dates of selected items. Ensure that all team members are aware of any changes.

Step 2: Revise project budget

Modify the project budget to account for any changes in selection costs or allowances. Communicate these changes to the client and obtain approval if necessary.

Step 3: Communicate updates to team

Share the updated schedule and budget with the project team to ensure that everyone is informed and aligned. Use project management software or regular meetings to facilitate communication.

Conduct final review

Step 1: Review selection tracking document

Go through the selection tracking document to verify that all items have been ordered, delivered, and installed as planned. Check for any discrepancies or missing items.

Step 2: Confirm client satisfaction

Meet with the client to review all selections and ensure that they are satisfied with the final outcome. Address any concerns or requests they may have.

Step 3: Document final approvals

Record the client's final approvals in the project documentation. This serves as a formal acknowledgment of the completed selections and helps close out the project.

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