When a job is ending, the natural tendency is to look ahead to the next project. Nobody likes to dwell in the past. If a project ends profitably, everybody wants to extend the momentum of a job well done to the next project. At the same time, if a job was particularly troublesome, nobody wants to focus on its shortcomings.  Again, the tendency is to look ahead. Rarely do companies have formal job exit meetings, which is unfortunate because they can be a valuable learning tool.

Bringing the key players together — the project manager, administrative and accounting personnel, the estimator, the owner — is vital for a number of reasons.  One reason is to ensure that all final details are addressed for the job that is ending. Addressing punch-list items, ensuring that the job site is cleaned, and making sure all documentation is in order are important functions that need to be addressed in a timely manner. This includes getting proper operating manuals or warranties to the owner, handling final inspections, obtaining certificates of occupancy or other critical documentation, recording lien variances if necessary, and handling final administrative functions.

Failure to address the details can leave a bad impression on the owner, especially since it’s the last thing he or she will remember. In fact, to take the post-job meeting one step further, consider asking the owner to complete a formal customer service survey, the results of which can be used in your own evaluations or as a learning vehicle for future work.

In addition to ensuring that all final job responsibilities are handled, a post-job meeting offers the opportunity to identify and learn from the strengths and weaknesses of each phase of the job. The estimator, project manager, accountant, and principal should meet to discuss overall job profitability and how it compared to the pro forma. Did the scope of the job change? How accurate were estimates of the key cost components — materials, labor, and equipment? Was anything overlooked that created a crisis on the job? How did the completion date compare with the original timeline? What mistakes could have been avoided? A frank discussion of these and other issues can be invaluable in bidding for new work as well as improving the efficiency of future projects.

Avoiding legal issues is another important ancillary benefit of conducting post-job meetings. After a formal documentation process in which you record all significant dates and methodically go through a checklist of items, you’ll be prepared in the event that disputes occur. This small investment of time could save you substantially if you’re forced to go through arbitration or litigation at a later date.  

Learning from mistakes. Solidifying customer relationships. Addressing disputes and warranty issues. A post-job meeting offers many benefits, direct and indirect, and is well worth the time.