On large construction projects, it often feels like 80% of the effort goes into finishing the last 20% of the job. Large parts of a project may go off without a hitch, but with so many small details and questions from clients and subcontractors, bringing everything to completion can be extremely difficult. Sometimes, it seems like the finish line is getting further and further away.
The industry standard solution is a construction punch list. But it’s one thing to have a list, and another thing entirely to use it efficiently. We’ve got suggestions on how to tame your wild punch list and get you to that final draw.
What is a Construction Punch List?
A punch list is an itemized list of issues to address at the end of a project.
From that definition, you may see some immediate issues. For example, punch lists compile all the small tasks required to push a job to completion, rather than large, general tasks specified in the contract. But what determines when a punch list takes over from the main scope? How is it tracked? And who gets to decide what goes on the punch list in the first place?
There’s no universal answer to all of these questions. Every contractor handles punch list management slightly differently. And if we’re being honest, many companies do it differently from job to job.
Some contractors still jot down punch lists on random scraps of paper, while others have embraced cloud-based systems that let everyone—customers, workers, and subcontractors—stay in the loop. However you decide to handle it, managing your punch list properly is key. If you don’t keep track of those last little details, your project could drag on forever.
Why do Punch Lists Matter?
A punch list creates a definitive end to a project. They’re most often used for overall contract completion, though some contractors use punch lists for subcontracted work.
To get paid, you and your client need to be on the same page about when the project is officially done. That’s where the punch list comes in. When the client signs off on it, they’re agreeing to what still needs to be wrapped up for the project to be considered complete. New issues might pop up down the line, but those should be looked at individually and could end up being handled as warranty work instead.
Manual Punch Lists
If you prefer an old-school approach, you can always use a manual punch list. But pen-and-paper punch lists have one serious vulnerability: Miscommunication.
A manual construction punch list is simple to make, but very difficult to share. That may not sound like a big deal, but the whole point of a punch list is to get everyone on the same page. The ease of creating a manual punch list is great when you’re standing on site and writing it up. But as soon as you need to get multiple eyes on it, that single list becomes much less effective.
Another common solution is to hand-write a list, then convert it to an electronic format, usually in an email or text message. This is an improvement, because you can share it easily with multiple stakeholders. But in the process of typing it up, mistakes can creep into the list, with items dropping off or being mis-entered. In addition, there’s still the issue of agreeing on details and knowing when items are completed. You can end up with a lot of cross-chatter from different workers on a text chain or email exchange, which muddies the waters rather than clarifying things.
Rather than just half-heartedly moving a bit of your punch list into the digital world, it’s smarter to go all-in and fully embrace a digital solution.
Digital Punch List Solutions
Digital punch lists are easy to share with multiple users, and if you have a central tracking system (like an online platform) then anyone can check in to see the status of the punch items.
Digital punch lists also allow users to drill down for more detail. A manual punch list might say "address issues on west wall" but a digital punch list can allow users to see what the specific issues are. You can even include before and after photos, saving the client a trip to the jobsite to review the punch progress.
Because multiple users can access the punch list at any time, it reduces miscommunication and dropped punch items. One of the worst scenarios for a contractor is to believe they have completed all the punch items, and pull labor and materials from the job, only to find that the customer has a separate punch list and is expecting additional work before they approve payment.
In short, a digital punch list that streamlines project completion, improves communication, and reduces unnecessary delays. As a contractor, you’ll get to your draw points faster while your customers will rest easy, knowing that you’re keeping them fully informed throughout the entire process.
While all this is great, in order to unlock a digital punch list’s true potential, it’ll need to be integrated with your entire project management software platform.
Punch Lists in Project Management Software
Construction punch lists don’t exist in a vacuum. They’re the capstone on a larger job, and the tool that ensures you bring your project to a successful completion. So why would you treat them as a standalone item?
If you’re using construction management software, you’ve already invested time and effort to train your team to use that software from sales and estimates all the way to substantial completion. There’s no point in asking everyone to learn a totally different system just for the punch process.
Workers and customers are more likely to use construction punch lists that are incorporated into project management software. Your existing software’s structure is familiar to your team, and makes it simple to understand potential questions like who adds an item to the punch list, and whether there’s an approval system.
Incorporating a punch list into an overall project management solution gives a single point of reference for everyone involved. If your team and customers are properly educated on how to find and use the punch list, the whole process will be simpler and low-stress. Instead of struggling to get to the end of a project, closing out your jobs will begin to feel like running downhill, with everything getting easier as you go.
Optimize Your Construction Closeout Process
Punch lists are an essential part of any sizable construction project. They let contractors address closeout issues in an organized way that’s fully trackable.
Incorporating punch lists into a full project management software platform turns them into a dual-purpose tool: one for completing the project and one for managing customer expectations. They let clients know their input matters and that they can trust everything has been done correctly.
Proper punch list management results in satisfied customers and faster draws. And as the construction industry adopts AI and other advanced technology, construction management software and integrated punch lists will only continue to offer new avenues for efficiency and customer support. Seriously, if you're thinking of punch lists as just another hassle instead of a tool to streamline your business, you're totally missing out on a game-changing opportunity.
