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How To Use Punch List Templates Optimally

Improve collaboration and avoid any overlooked tasks with digital punch list templates that your team can access anytime and anywhere. Learn more about it from our examples.

What Is a Punch List?

A punch list is essentially a checklist used when nearing the end of a construction process. The contractor prepares the contractor to show all parties the work that was not completed and any defects that need fixing.

It doesn’t include any major works but instead the minor tasks or stragglers that still need attention.

This would typically range from installation errors to mechanical issues and include a list of the people responsible for completing the fixes and the deadline of when it should be done to comply with the contract’s stipulations.

A contract cannot be considered complete until all items on the punch list are punched out by the client. Only when this happens can payments be released to the contractors.

In this article, the following points are explained:

1. Information that belongs in every punch list

2. Best practices for using punch list forms

3. How to improve execution and collaboration

Colleagues discuss about the results of the ounch list

Essential Information Included in a Punch List

To come up with a thorough punch list, you need to make sure it contains the following:

  • Project overview: This should contain information about the project, project number, project manager, and the architect. In some cases, an address will also be applicable.
  • Punch number: To make sure all punch lists are accounted for and easy to track, a punch number should be assigned.
  • Description: This is where the detailed explanation of the unfinished task and its execution should be indicated.
  • Area/Location: The location where the task needs to be done should be indicated here.
  • Type of work: This defines the type of work to be done. For example, which department does it fall under carpentry, plumbing, electrical, or maintenance?
  • Owner’s name: This refers to the person on the team responsible for executing the indicated punch list task and making sure it is completed.
  • Priority: To be better organized, all tasks should be assigned a priority level. This way, your people know which tasks should be done first.
  • Date observed: Indicate the date when the task was first observed or discovered.
  • Expected date of completion: This should indicate the estimated duration of the punch list item.
  • Date approved: A task won’t immediately be worked on just because a punch list was created. It has to be approved by the relevant authority first. The date must be recorded to ensure the proper process is followed.
  • Date of completion: When the work is done, it should be logged.
  • Status: This should contain all the relevant notes on the progress of the task.

A new construction punch list can help organize your stay on top of your construction projects better and make sure that nothing gets missed.

Best Practices for Using Punch List Forms Optimally

These days, there are a multitude of options when it comes to creating punch list templates. Whether you’re using traditional ink and paper or checklist software, you can apply these three best practices to use them effectively.

  1. Assign one specific person responsible for overseeing the punch list
    Because the punch list will have plenty of items listed on it, keeping track of the individual progress and overall progress can be challenging. So, having one person manage the whole punch list can make a difference in maintaining its upkeep and ensuring progress. Typically, this is assigned to someone in management or the project manager.
  2. Integrate a rolling strategy; start early and update timely
    Not because the punch list is meant to be a sweeper of any defective tasks means that it should be done right at the end. One of the best strategies for executing a punch list is using a rolling strategy where you create one during the first walkthrough and update it with every regular walkthrough.
    This way, you reap a two-fold benefit: first, you can manage the execution of the tasks promptly and avoid having a pileup of items in your punch list, and second, consistently show progress to your stakeholders and increase their satisfaction rate.
  3. Encourage open communication Communication is critical in the proper facilitation of a project and achieving timely completion. You’ll need to encourage open communication, so all items on the punch list are punched out properly, and you can effectively reduce your punch list items to zero.

Woman with notepad, smartphone and laptop

Improve Execution And Collaboration With A Digital Solution

From the pre-construction period until the project closeout, it’s essential to align your team and stakeholders. But this entails effectively implementing real-time collaboration and giving timely updates so you can make more informed decisions, complete your projects on time and within budget.

Lumiform makes execution and collaboration easy with a one-stop-shop solution for creating punch list forms and managing team communication. Your team knows exactly what they need to do to achieve a zero punch list with our checklist app.

Here are the benefits you can enjoy when you enjoy with Lumiform:

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Two construction workers with a list
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