Efficient Project Management

V P KAVATHEKAR
CONSULTING CIVIL ENGINEERS

F1 Krishnai Sahanivas Apt. KIlla Bhag Miraj 416410
Email – kedar.kavathekar@gmail.com cell -; 9422890025
EFFICIENT SITE MANAGEMENT

The fallowing points are important while working in a company in any position or
working as a contractor. Do fallow these these things to acive your targeted project
schedule, to acive econmy in the work etc……
An efficient site set-up is one of the most basic and the simplest aspect of a
systematic, planned, economical and safe construction. It ensures better utilization of
available resources, equipments, materials and a better control over the project.
Detailed planning along with good management ensures that the work is not held up
at any stage. Periodical inspection of the site coupled with suggestions helps in
completion of the work as suggestions helps in completion of the work as per the
time schedules and quality standards.
1. General Site Rules

 The site engineer must strictly follow the working hours of the site. He is
expected to report at the site at least 15 minutes before schedule to ensure
proper allocation of the work for smooth functioning.
 Sunday is normally the weekly holiday. However if the presence of a site
engineer is required for attending to the customers, curing work, etc., then the
site in-charge may instruct a junior engineer/supervisor/storekeeper to be
present on site for the day.
 Similarly, for every slab concreting, the site engineer and the supervisor should
be present engineer and the supervisor should be present at the site till the
completion of the slab.
 Any accident on site, should be reported to the Head Office immediately. This
will enable the management to take immediate action to help the affected
employee.
WE ARE BUILDING HOMES SINCE 1988

V P KAVATHEKAR
 If the site engineer is forced to remain absent then he must convey his absence
to the particular site as well as to the Head Office.
 Responsibilities of the Supervisor
 Day to day supervision of ongoing construction work.
 Maintain proper labour force to complete the specified departmental work.
 Co-operate with the storekeeper by supplying labourers for unloading the
material received on the site.
 Prepare a daily list of the departmental labour employed and allocation of
work, as instructed by the engineer.
 Check and control the wastage of material on site.
 Calculate the material requirement for a particular job.
 Co-ordinate with the respective agencies to keep up the speed of project
completion.
 Collect material from the supplier as per the instructions issued by the
engineer.
 Write the number and date of casting after deshuttering of any concreted
member.
 Check the curing work.
 Check site cleaning regularly after the closing of the day’s work.
 Responsibilities of the Junior Engineer (J.E.)
 Technical supervision of the ongoing civil work.
 Co-ordination between different contractors and agencies to maintain the
project speed at the construction site.
 Control any wastage and improve quality of workmanship.
 Work out the requirements of different materials for construction.
 Prepare requisitions for different materials well in advance.

V P KAVATHEKAR
 Check the material received and prepare quality reports.

 Collect departmental labour payments from the Head Office and make
payments to labourers with due receipts or vouchers.
 Cash purchasing of the material from the market.
 Prepare and submit monthly consumption reports, daily progress reports etc.
with proper assistance from storekeeper and the supervisor.
 Raise memos to the concerned agencies for minor/major wastages occurred on
site.
 Collect the drawings from the Architect/Structural consultant etc.
 Inform the Senior Engineer/Project Engineer of any requirement of materials.
 Discuss technical problems/drawings and execution difficulties with the Senior
Engineer/Project Engineer.
 Responsibilities of the Quality Control Engineer
 Before the commencement of a new activity the Quality Control Engineer
should issue N.O.C. to ensure preliminary preparations of the different stages
of the work related activities as per format (Refer format No. 3.2)
 Layout
 Strata
 R.C.C. work
 Masonry
 Plastering
 Painting
 Water proofing
 Plumbing
 Development work, etc.
 Observation of defects in materials received on site.
 Responsibilities of Senior Engineer (S.E.)
V P KAVATHEKAR
 Co-ordination between different agencies to ensure smooth working of the

project.
 Maintain quality of work and control wastage of materials at the site.
 Arrange the next day’s work in advance and ensure procurement of material
and labour.
 Discuss the practical problems faced during execution with P.E. and find a
suitable solution.
 Work out the quantities.
 Prepare requirements of material.
 Prepare rate analysis of various items.
 Check the daily progress reports.
 Prepare necessary R.A. bills, cash bills, and final bills as per the work stage.
 Check any rectifications of structural and finishing work.
 Report to the C.E. in absence of P.E.
 Communicate all necessary information from the senior staff to the junior staff.
 Visit Architects, Structural Consultants, and any other outside offices as per
instructions by P.E. or in absence of P.E.
 Remain present for all types of concreting work.
 Get the maximum output from the junior staff and the labourers.
 Maintain the cleanliness of the site.
 Attend to the visitors and clients.
 Responsibilities of the Project Engineer (P.E.)/In-Charge
 Complete responsibility of the smooth working of the project.
 Co-ordination with architectural agency, structural consultants, and other
consultants for completion of the scheduled work in time and quality.

V P KAVATHEKAR
 Keep an overall watch on the working of all the technical/non-technical staff

and getting the maximum output from the team.
 Attend program meetings, conference meetings, seminars or any meetings.
 Prepare bar charts, schedules of the project, prepare building wise schedules
for quantities and material.
 Co-ordinate between all the agencies involved to achieve continuous progress
at work.
 Attend to all the visiting clients, give them the necessary project information,
guide them to the sales office and clarify any queries regarding extra amenity
work.
 Check all the running account bills prepared by the senior engineer and submit
them to the Head Office for further procedures.
 Submit the daily reports of the site to the Head Office and report the progress
of work to the chief engineer.
 Collect the ‘No Objection Certificates’ and record drawings with the help of
different agencies involved, before handling over of the project to the society.
 Communicate the management decisions and information to the site-
subordinate staff.
 Maintain speed of the project, as outlined by the management, without
compromising on quality at any stage.
 Test the materials as per the standard norms.
 Check any damaged/rejected work and report it to the chief engineer.
 Deal with the different Government authorities like P.W.D., Municipal
Corporation, Nationals Highway Department, and Telephone Department etc.
 Inform the management of any new ideas/development/economy etc. and
suggest methods of practical implementation for the same.

V P KAVATHEKAR
 Co-ordinate with all the relevant departments in the Head Office i.e. sales
department, accounts department, purchase department, billing section,
architect department, legal department, personnel department etc.
 Prepare the initial planning, costing, and programming and set up of the new
projects.
 Check, verify and correct all boundary markings.
 Carry out the theodolite and contour survey of total plots and prepare
topographical maps.
 Collect all relevant information of surrounding projects that may prove useful
in proper planning and designing of the project.
 Collect and send all the required technical data of soil investigation, water and
other resources availability etc.
 Co-ordinate with the Architect and other consultants for initial planning of
projects.
2. Attending To The Visitors/Clients
On residential/commercial sites the site engineer often plays the role of a sales
representative, when the clients come directly to the site for enquiry.
1. Getting the client – When clients visit the site, engineers should greet them
with a smile.
2. Handling the client – Even when if the engineer is busy, he should welcome
the clients and request them to have a seat. He should arrange for coffee or soft
drinks and let them know that he will attend to their queries soon.
3. Types of clients – Clients differ in their temperament and handling them can be
a tricky job. The Engineer should perfect his skills of handling all types of
clients.
4. What is the customer looking for – Talk to the customer and get to know of his
requirements e.g. 1 bedroom flat / 2 bedroom flat, Shop, Office etc.
V P KAVATHEKAR
5. Tell them about the company – Tell the client about the company, the
development prospects, establishment, turnover, projects location, experienced
staff etc.
6. Tell them about the project highlights – Communicate the highlights of the
project like number of buildings, total number of flats, major roads located
near by the project, nearby schools, market, bus station, gardens and other
facilities that the client might be interested in.
7. Amenities – Tell the client about the amenities provided in the project like –
 Common TV antenna with one video channel.
 White marble mosaic tiles flooring in all rooms.
 24 hours adequate water supply.
 Common terrace and lift for the buildings.
 Attractive elevation of the buildings.
 Huge garden with play ground equipments.
8. Give information for booking – The engineer should know the approximate
built-up area of each flat/shop/office, etc. He should assist in directing the
client to the Head Office for booking.
9. Explain the work/material quality – Tell the client of any specialized
technique, if used at site. Explain to him the quality standards of the
work/material.
10.Behaviour – The client perceives the company, positively or negatively, from
the behaviour of the staff.
11.Help the client in decision making. – Steer the client towards the sales goal.
Offer polite help in taking the purchase decision.
Note down their suggestions/views, if any, about the sample flat or the entire
project, it’s planning and quality.

V P KAVATHEKAR
12.Thanks – A word of thanks can create confidence in their mind about the
company/yourself.
3. Records To Be maintained At Site
a. Filling Details
a. A list of files should be displayed on the cupboard, with file numbers
and name of the file.
b. File numbers and coding should be standardized and universal to all the
sites of the organization, to facilitate controlling the records by the Head
Office in an easy and systematic manner.
c. Following are the heads and file numbers as a guide line to maintain
records at the site office.
1. Quantity Estimation and Costing File (Building wise) -Coding of
different files for various building will be 1/A, 1/B etc.
2. Planning /Programming and Bar Chart File.
3. Project Specification File
4. Circular File
5. Minutes of Meeting File
6. Work Orders/Quotation File
7. Clarification/Visit Report File
8. Requisition File (Duplicate)
9. Pending Requisition (Copy with remarks from the office)
10. Extra Amenity File (Building wise)
11. Accidents Report File
12. N.O.C. File (All work N.O.C. from Director/Chief
Engineer/Architect/Structural consultant/Office representatives)
13. Test Report File
14. Slab Casting Report File

V P KAVATHEKAR
15. Electricity/Water Meter/Telephone Bill File – Photostats /Xerox of

electricity, water meter, telephone bills, correspondence with
electricity board/telephone. A copy of monthly reading reports
should be sent to the Head Office.
16. Cement and material consumption Reports
17. Excess Material List
18. Contractor’s File (Contractor wise, R.C.C. masonry and other
works). These file should contain running bills and all
correspondence/instructions details with the contractor in question).
19. Record Drawing File
b. Other Records to be maintained
1. Visitors Record Register
 Names of all the visitors whether for enquiry of flats or those
who have already purchased flats etc. should be entered by the
security guards.
 These entries should also include the time, addresses,
telephone numbers, followed by the signature of the visitors.
 A weekly list of these entries should be sent to the sales
department.
2. Watchman’s Note Book
 Security guards should maintain a 200 page note book to enter
all the materials received/transferred outside at the site.
 After checking these entries with the storekeeper at the end of
the day, they should be re-entered in the watchman’s report.
4. Basic Facilities Required on Site

V P KAVATHEKAR
1. Scooter/Cycle Parking Arrangement – A neat presentable shed should be

erected in a corner location, so that all vehicles belonging to the
staff/workers can be parked in one place.
2. Drinking Water – Adjacent to the watchman’s cabin arrangements to store
drinking water for the site workers should be made. These facilities should
be cleaned every day and fresh water file.
3. Labour’s Children - Generally, female labours at the site are accompanied
by their children. These children play at the project site while their
mothers are engaged in work. For the safety of these children a small
corner could be converted as ‘creche’ (palanaghar). A small sand pit could
be created for playing purpose.
4. Toilet Arrangements – Depending upon the strength of the site staff, one
or two urinals and toilets should be provided. Arrangements should be
made to have them cleaned everyday.
5. Important points to be considered on site
1. Wastage on the site –
 Some important materials like steel, sand, metal, etc. create wastage
problem when stacked improperly.
 All staff members, including department labourers, should be trained to
work in a manner that ensures that all steel scrap lying at the site is
collected and kept in the steel yard.
 The steel scrap should be kept length wise and small pieces should be
stacked in cement bags.
 Similarly, unnecessary spreading of metal, sand, grit, dust, etc. should be
checked.
 Unused items should not lie in open spaces on the site.
2. Curing of on-going work –

V P KAVATHEKAR
 Curing is a very important aspect of building construction. Therefore, all

staff members are responsible for keeping a check on proper curing
being done for all types of construction.
 Suitable water lines, pumps in working conditions, necessary flexible
P.V.C. pipes etc. should be provided, so that curing can be done
properly.
 If the contractor’s arrangements for curing are found to be
unsatisfactory, then even on non-working days and holidays, department
labour should be made available for curing purpose and same should be
debited to the contractor.
 Under no circumstances should the site staff make any compromises for
the curing process.
3. Cleaning / Boards / Gardening –
 The site should be neat and clean.
 All material staking should be done so as to leave the roads clear.
 Sing-boards/hoardings should be self-explanatory.
 The ‘way to site’ boards and any other boards on site should be cleaned
and properly painted.
 Necessary gardening plans should commence according to a time
schedule. A preliminary placing of different bushes, trees should be done
in advance. The plants should be watered regularly.
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Efficient Project Management

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V P KAVATHEKAR

CONSULTING CIVIL ENGINEERS

EFFICIENT SITE MANAGEMENT

1. General Site Rules

WE ARE BUILDING HOMES SINCE 1988

WE ARE BUILDING HOMES SINCE 1988

 Check the material received and prepare quality reports.

 Co-ordination between different agencies to ensure smooth working of the

WE ARE BUILDING HOMES SINCE 1988

 Keep an overall watch on the working of all the technical/non-technical staff

WE ARE BUILDING HOMES SINCE 1988

WE ARE BUILDING HOMES SINCE 1988

WE ARE BUILDING HOMES SINCE 1988

15. Electricity/Water Meter/Telephone Bill File – Photostats /Xerox of

WE ARE BUILDING HOMES SINCE 1988

1. Scooter/Cycle Parking Arrangement – A neat presentable shed should be

WE ARE BUILDING HOMES SINCE 1988

 Curing is a very important aspect of building construction. Therefore, all

WE ARE BUILDING HOMES SINCE 1988

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