New Project Setup Checklist
New Project Setup Checklist
Quick Summary
A strong project setup process helps crews avoid confusion, missed deadlines, and documentation problems once work begins. This checklist helps subcontractors organize job information, confirm responsibilities, prepare resources, and establish clear communication before mobilizing. It is useful for owners, project managers, foremen, office staff, and crew leaders responsible for launching new projects.
When to Use This Checklist
- After receiving a signed contract or notice to proceed.
- Before scheduling labor, equipment, or materials.
- Prior to the project kickoff meeting.
- Before mobilizing to the jobsite.
- When assigning project management responsibilities.
- When setting up project files and documentation systems.
Before You Start
- Obtain the executed contract or work agreement.
- Review project scope and deliverables.
- Identify key project contacts and decision-makers.
- Confirm project start date and expected schedule.
- Gather project plans, specifications, and supporting documents.
- Assign a project manager or lead contact.
Safety Checks
- Review known site hazards and access restrictions.
- Determine required site orientations or safety meetings.
- Verify crew members have required training or certifications.
- Review project-specific safety requirements.
- Identify emergency contacts and site procedures.
- Confirm required personal protective equipment needs.
Tools, Equipment, and Materials
- Project plans and specifications.
- Contract documents and approved scope of work.
- Project schedule and milestone dates.
- Equipment and tool requirements list.
- Material procurement and delivery information.
- Project file structure or project management system.
New Project Setup Checklist
- Create a project file and folder structure.
- Assign a project number or job code.
- Record customer, general contractor, and project contact information.
- Review contract requirements and project scope.
- Review plans, specifications, and relevant drawings.
- Establish project communication procedures.
- Assign project management and field supervision responsibilities.
- Review labor requirements and staffing needs.
- Schedule crew mobilization and project startup activities.
- Identify long-lead materials and procurement deadlines.
- Schedule equipment, tools, and vehicles required for the project.
- Confirm site access procedures and working hours.
- Set up project reporting and daily documentation procedures.
- Establish material tracking and delivery procedures.
- Schedule kickoff meetings with office and field teams.
- Review project budget and cost tracking procedures.
- Verify all startup requirements are complete before mobilization.
Documentation Needed
- Executed contract or purchase order.
- Project plans, specifications, and drawings.
- Project schedule and milestone dates.
- Contact list for project stakeholders.
- Insurance, qualification, or onboarding documents if required.
- Kickoff meeting notes and project setup records.
Common Mistakes to Avoid
- Starting work before reviewing the complete scope.
- Failing to assign clear project responsibilities.
- Overlooking material lead times and delivery schedules.
- Using outdated plans or specifications.
- Not establishing communication expectations early.
- Waiting until mobilization to organize project documentation.
End-of-Day / Final Review
- Project file setup is complete.
- Key contacts and responsibilities have been assigned.
- Schedules, materials, and equipment plans are confirmed.
- Required project documents have been collected and stored.
- Project kickoff requirements have been completed.
- The project is ready for mobilization and field execution.
Checklist Completion
Project / Job Name
Jobsite / Location
Completed By
Role / Title
Completed Date
Completed Time
Signature
Reviewed / Approved By, if needed
Notes / Follow-Up Items
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