The execution phase is the period in which the main project works are delivered. Depending on the scope of the project, this may be construction works, internal fit-out works, decoration, implementation of a new process, rebranding, roll-out of a new IT system or upgrade (etc). For simplicity, we term all these variants as ‘Execution.’
In an ideal world, execution is a simple realisation of the designs, plans and aspirations established during the earlier phases. The phase runs safely on time and on budget, delivering scope to the required standard and quality level. Whilst this is an achievable scenario (the chances of which increase with successful and comprehensive completion of the earlier phases), frequently projects are hit with challenges, change and unplanned external impacts.
The execution phase can be fast paced and stressful. Budgets and timescales are challenged, external influences (e.g. bad weather) can cause delay or inflict change. Pressure mounts as milestones and deadlines approach. The most important thing to prioritise in any scenario is the health and safety responsibilities of the project, ensuring the site is safe and efficient and that there is focus on the wellbeing and safety of those involved in the project.
1. Pre-start meeting
2. Periodic meetings & site inspection
3. Interim Milestone #1
4. Interim Milestone #2
5. Install final fittings & furniture
6. Technology installations
The Execution Phase
Pre-Start is where plans transition into action, laying foundations for the successful execution of the project. During pre-start, contracts are finalised, any remaining permits and approvals are obtained, contractors mobilise for the works and any outstanding design or procurement actions are closed.
The contractor will prepare their final project schedule, outlining timelines for each stage of construction, ensuring deliveries and sub-contract appointments are coordinated and booked in. Access and logistics for the works are finalised and agree.
This is also the last opportunity, before construction, to complete site assessments, risk identification and risk mitigation.
Construction is the time when site works are completed, and plans are realised. It’s important to keep a close eye on safety, budget (change), quality and progress during the phase. Site inspections (announced or unannounced) should be completed, photo records retained, risks managed and change tightly controlled.
The delivery team should be challenged and asked questions during the phase, but equally the team should be given responsibility and space to deliver the works in the way they had planned. Unless absolutely necessary, interference with and deviation from the proposed design should be avoided. It’s likely that change during this stage will result in additional cost and / or delay.
Interim Milestones (or sectional completion milestones) may be necessary on larger projects to allow certain elements to complete before the entire project is finished. Interim milestones help in managing complex projects by breaking them down into manageable sections, each with its own completion criteria and timeline.
Such milestones can be incentivised and rewarded, acting as a formal way of tracking progress on the project. If the project is being handed over in phases, each phase will close with an interim milestone. This can allow early occupation / operation or for follow-up contract works to commence.
Change Management is the identification of potential alterations in project scope, schedule, or budget and the implementation of effective strategies to address them. This includes an assessment of the need for, and impact of the change (in terms of cost, time, outcome). It’s important to address, track and manage change proactively, the implications of delay and indecision will likely have a detrimental impact on the project.
Robust change management processes, such as documenting change requests, evaluating their feasibility, and obtaining necessary approvals, help maintain clarity and accountability throughout the project lifecycle. Change should be embraced as an inevitable aspect of project execution so that adaptations can be made, disruptions minimised, and wider impacts avoided.
Final Steps
In the final days and weeks of a project, there are several crucial tasks to ensure successful completion and handover:
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Final inspections – to identify any defects or issues that need to be addressed before completion.
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Snagging – preparation of the snag list, to allow early completion of some snags and to support final snagging at completion.
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Cleaning and site preparation – including removal of debris and waste, positioning furniture and end point technology equipment.
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Final testing and commissioning – of mechanical, electrical, safety and control systems and equipment.
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Document review - including contracts, permits, warranties, O&M materials, and as-built drawings. Ahead of final document issue.
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Training and handover – planning and completion of training of operational and maintenance teams.
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Final approvals – from regulatory authorities, stakeholders, investors, or clients – some of which may be required ahead of occupancy.
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Practical Completion marks a significant milestone where the work is deemed finished, though minor defects may still exist. It signifies that the building or structure is usable for its intended purpose and is usually an important formal milestone in a construction or services contract. At this stage, the client or occupier takes possession, and any remaining tasks typically fall under the category of snagging, which involves rectifying defects and completing outstanding items.
Practical completion is often a trigger for the start of the defects’ liability period, during which the contractor remains responsible for addressing any defects that arise. It's a crucial stage in the project lifecycle, signalling the transition from construction to occupation or operational use.
It's important to obtain Operations & Maintenance (O&M) information and training through the execution phase. Formalised in the O&M manual at (or just after) Practical Completion.