Property Management

January 22, 2024 Published by Golden Horseshoe Chapter - By Andrew Poirier

Project Planning and Effective Communication

From the Volume 18, Winter 2024 issue of the CCI GHC Condo News Magazine

Q: What is the best time to start planning large outdoor construction projects and why?

A: 
a. The winter months, for many reasons. As construction slows in the fall, Contractors are sourcing work for the spring to keep their crews working. This results in a lowered fee, as the Contractors are trying to secure more work.
b. Building Science and Engineering staff are also limiting their site review (because we are fragile creatures and don’t like the cold). This is the time where we huddle in our offices and design the repairs required. Once the weather starts to warm, we emerge out of engineering hibernation, to make sure the designs we created over the winter are being completed correctly. This is why we encourage design work to start in the late fall to mid winter.

Q: How do Boards navigate the extensive engineer reports, specifications, tender process? What is the best practice to understand these items?

A: The best practice is to not fear the process and ask questions. We are a skilled trade that provides the insight and design services to allow Boards and other clients to make informed decisions. It’s a common line, but no question is a bad question. In most cases, your consultant will happily walk a Board through the design over a virtual meeting. This is encouraged because, we don’t live there. There could be regular activities or details to the operation of the property that could conflict with the design that your consultant is unaware of.

Q: When a decision has been made on proceeding with a large project what happens (eg. Contract awarded, paperwork done, permits applied for, preparation behind the scenes, ordering materials, versus just idly awaiting good weather)

A:
a. Once the Board of Directors has agreed to proceed with a project, the engine of paperwork starts and your consultant will conduct a bunch of background tasks such as, develop the CCDC Contracts (if required), gathering documents such as insurance, WSIB, Scheduling and other project related paperwork required to get the process going.
b. Start up communication with the Board is also critical to ensure everyone is comfortable before the first shovel hits the ground. Standards for communication paths are defined so that miscommunications are minimalized.
c. A start up meeting is conducted and the materials specified are reviewed with the Contractor incase substitutions are required. This would also include the process for selection of different materials and/or colour selections with the Board of Directors.

Q: What is the best method for effective communication to owners on the project?

A: Transparent communication is always best. Having a town hall with the community is common these days as virtual meetings are becoming more involved in the industry. Informing the community at the different critical stages of the project (Getting a Consultant, Approval of the Design, Selection of Contractor) are important so that owners don’t feel disengaged with their home.

Q: Is there anything else that is helpful or should be considered when undertaking a large project that will assist with the process?

A: In my personal opinion, understanding that your Consultant is a member of your Condominium Team, and not a member of the Contracting Team is important. Your Building Science Engineer is engaged to provide information and assistance to the community during any size of project. We love to talk about our profession, and we love to inform anyone that is curious about how these rehabilitation projects work. Ask us to join your meeting if you have questions, especially during hibernation.

Andrew Poirier has been in the engineering and consulting industry for over 15 years. As a Team Lead for Cion Building Engineers and Building Scientists, Andrew leads a team of project managers and coordinators to facilitate projects from conception to completion. His area of expertise lies in cladding systems and glazing assemblies, particularly in the design and investigation fields. He has come to be known as the “leak whisper” to some clients to describe his unique skill and approach to his investigation work.
Contact Info:
Email: Andrew.Poirier@Cion.com
Tel: 647-370-0204