Strategies to Prevent End-of-Project Issues in Activation Construction Projects.

Blog contribution by Melanie Viquez, FACHE, PMP, EDAC, MT(ASCP), Senior Project Manager at Yellow Brick Consulting, Inc.

Completing an activation construction project is the grand finale of months of meticulous planning, coordination, and execution. However, this final phase often faces unexpected issues and delays, causing frustration among stakeholders and increased costs. To ensure a smooth project conclusion, it's essential to adopt strategies that prioritize effective communication, rapid problem-solving, and proactive decision-making. Drawing from lessons learned, here are key tactics to avoid common pitfalls at the end of an activation construction project:

Establish Routine Communication Channels

Consistent and transparent communication is crucial throughout the project lifecycle, but it becomes even more critical as the project nears completion. Implementing routine communication channels, such as daily or weekly progress meetings, keeps stakeholders informed about project developments, addresses emerging issues promptly, and aligns priorities.

At Yellow Brick, we recommend a Daily Readiness call format, including key stakeholders, reporting structure, and escalation process. By having everyone on the call simultaneously, the group can problem-solve in real-time rather than exchanging back-and-forth emails. Additionally, establishing a recurring meeting series with a chat function allows teams to request assistance outside of the call.

Leverage Resources for On-Site Resolution

Despite meticulous planning, unexpected challenges may arise during the activation phase. To swiftly address these issues and prevent escalation, ensure that on-site teams have access to resources and support for rapid problem-solving. This includes an issues documentation method, dedicated technical experts, and access to additional manpower or equipment as needed. Vetted readiness checklists and leveraging department resources for final reviews in their future space can also help.

At Yellow Brick, we recommend scheduling Readiness Walkthroughs before formal acceptance of the space from the contractor to ensure all items are accounted for. Similarly, departments should conduct walkthroughs before Day 1 to validate that the space is ready to care for patients.

Establish an Issue Report Process for Resolution and Decision-Making

Centralizing issue reporting for decision-making can significantly enhance project efficiency and effectiveness during the critical activation phase. Several technology platforms can be utilized to bring together key stakeholders, including project managers, contractors, and client representatives, to foster real-time collaboration. While having the tool facilitates documentation, it's equally critical to have a leader who makes timely decisions and a team that takes action on the issues.

At Yellow Brick, we use Smartsheet as our central issues repository. We work with clients to validate issue prioritization and communicate prioritization categorization to stakeholders in advance to set expectations. Priority One issues often pose immediate threats to staff/patient safety or regulatory requirements.

Open Issues Center Early

To proactively address potential bottlenecks and challenges, consider opening the Issues Center four weeks before the scheduled project completion date. This early activation allows stakeholders to assess progress, identify potential risks, and develop mitigation strategies, minimizing the likelihood of last-minute disruptions.

At Yellow Brick, we begin issues reporting immediately after turnover from construction and maintain the same structure through Day 1. Depending on the event, different stakeholders may be required in the Issues Center but ensuring everyone has access to respond and monitor items supports swifter resolution.

Document and Apply Lessons Learned

Reflecting on past projects and documenting lessons learned can provide invaluable insights for improving future activation construction projects. Encourage stakeholders to systematically capture key learnings, identify recurring issues or challenges, and incorporate actionable recommendations into project management practices to drive continuous improvement.

At Yellow Brick, we capture lessons learned and best practices in our Project Closeout document at the end of every project. Having a narrative of the project supports future planning and knowledge sharing among team members.

Prioritize Flexibility and Adaptability

Despite meticulous planning, activation construction projects are inherently dynamic, and unforeseen circumstances may necessitate adjustments along the way. Prioritize flexibility and adaptability in project planning and execution to effectively respond to changing requirements, shifting timelines, and unexpected challenges, minimizing the impact on project outcomes.

By implementing these strategies and incorporating lessons learned, stakeholders can enhance the likelihood of a successful and seamless activation construction project while effectively mitigating risks and optimizing outcomes.

NIHD collaborates with clinicians, design professionals and industry partners in the healthcare design process to shape the future of healthcare design.