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🚀 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.

Key Principle

A good start is half the battle. Projects that start poorly rarely recover. Invest time upfront.

Project startup sequence
1
Contract review
Review scope, payment terms, milestones, insurance requirements, notice clauses, and change order procedures with your team.
2
Submittals and procurement
Create the submittal log from specs, identify and order long-lead items, and prepare initial submittals before mobilization.
3
Team assembly and kickoff
Assign key roles (PM, Super, Foreman, Safety), hold internal kickoff, and meet with the owner/GC team.
4
Site mobilization
Establish site access, laydown areas, temporary facilities, documentation systems, and complete crew safety orientation.
5
Team alignment and coordination
Conduct internal scope/budget/schedule review, meet with GC/owner to confirm contacts and milestones, and coordinate with other trades.
6
Production start
Verify materials and equipment are ready, establish the daily routine (huddles, reports, cleanup), and confirm all tracking systems are working.

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:

  1. Project Overview (10 min)

    • Owner and project background
    • Contract type and terms
    • Key players

  2. Scope Review (20 min)

    • What's included
    • What's excluded
    • Special conditions

  3. Budget Review (15 min)

    • Estimate summary
    • Critical cost areas
    • Potential risks

  4. Schedule Review (15 min)

    • Milestones
    • Critical path
    • Resource needs

  5. Safety (10 min)

    • Site-specific hazards
    • Safety requirements
    • Emergency procedures

  6. Logistics (10 min)

    • Site access
    • Staging
    • Coordination

  7. 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

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