Holistic Construction Project Oversight: Aligning Relationships & Processes

All parts of a construction project are connected. A delayed approval for a change order can impact a project’s timeline, required overtime and, ultimately, the budget. 

Communication with an owner informs how well specifications are understood, which can impact a project’s timeline, amount of required rework and, in worst cases, safety. Effective project oversight should account for this interconnectedness, as it’s a certainty on almost every project.

Holistic project oversight is a project management strategy that aligns tasks, processes and teams with overall objectives in order to effectively prioritize, identify potential issues and improve project outcomes. Holistic oversight helps project leaders make more informed decisions and improve communication with all project stakeholders. 

This article explores holistic project oversight, including strategies, tools and the role of the project executive.

Understanding Holistic Project Oversight

Holistic project oversight is a management strategy to improve project outcomes. It starts with considering the main components of project management, which usually include

• Financial management: Maintain and monitor financial health of a project or company through tasks such as managing budgets, approving change orders, issuing invoices and cultivating a healthy backlog.
• Operational efficiency: Create and optimize workflows, which can include document management, scheduling, overseeing site logistics, establishing a safety plan or managing closeout.
• Risk management: Proactively identify, mitigate and respond to risks related to budget, timelines, quality and safety. 
• Stakeholder engagement: Develop and maintain positive relationships and communication with stakeholders, including clients, owners, executive leaderships, project team members, workers, subcontractors, the design team and vendors.
• Quality control: Ensure the project meets quality standards through quality checks and inspections. Resolve issues when components don’t meet expectations or standards. 

Holistic project overview analyzes the relationship between all aspects and accounts for their impact on each other when planning, making decisions and solving problems. This usually includes a management style that be described in a few ways.

Integrated

• Definition

  Ensure alignment between elements by prioritizing collaboration, communication and informed decision-making. 

• Non-holistic Alternative

  Siloed management, which manages elements in isolation. This can easily lead to miscommunication or misalignment.

• Example

  A general contractor (GC) is managing the construction of a restaurant. In a siloed approach, the kitchen team would work independently from the HVAC installation team. Because of this, the kitchen layout doesn’t have the correct requirements for ventilation systems. The HVAC has to scramble to redesign their system to fit the kitchen layout.
  In an integrated approach, the GC schedules a meeting between the kitchen design team and the HVAC installation team during the planning phase. The teams coordinate to ensure their plans accommodate their respective needs, including meeting requirements for optimal ventilation. The systems integrate and the project timeline stays on track.

Proactive

• Definition

  Anticipate and mitigate risks and potential issues as early as possible.

• Non-holistic Alternative

  Reactive management, which addresses problems only after they arise.

• Example

  A GC has been hired to build a new pipeline from a water treatment plant. In a reactive approach, the contractor discovers underground utilities in the planned route after excavation has begun. This requires an emergency redesign and additional permitting, which causes significant delays and increased costs.
  In a proactive approach, the project team conducts a thorough site survey and utility mapping before starting construction. The team identifies the underground utilities during this process, which still leaves time for updates before the design has been completed or permits have been acquired. Construction begins without unexpected interruptions or delays.

Inclusive

• Definition

  Decisions are made with team input during planning and execution. 

• Non-holistic Alternative

  Top-down command, which involves leaders making unilateral decisions without team engagement.

• Example

  A GC is constructing a hotel. In a top-down command approach, the project executive makes a decision to add more luxury finishes to the interior design without consulting with the design and procurement teams. The design team scrambles to revise their plans to accommodate the changes, and the procurement team struggles to source the new material within the existing budget. 
  With inclusive decision-making, the project executive meets with the design, procurement and construction teams to propose and discuss the changes. Together, they assess feasibility, cost implications and timeline adjustments. Because all stakeholders have a shared understanding of considerations, they are able to develop a plan that aligns with the budget and timeline, while still finding more luxurious interior design finishes.

Balanced

• Definition

  Decisions balance short-term needs with long-term quality and sustainability goals. 

• Non-holistic Alternative

  Responsive and short-sighted, which prioritizes immediate objectives over long-term quality.

• Example

  A team is working on a road construction project. With a short-term focus, they prioritize completing the surface layer quickly to meet an immediate deadline. To expedite the process, they use cheaper materials, without conducting thorough assessments for durability. The road goes on to require frequent repairs, leading to higher maintenance costs and regular disruptions for the surrounding community. 
  With a balanced approach, the project team meets to weigh hitting the deadline with long-term durability. They decide to use high-quality, durable materials and invest time in proper roadbed preparation. This extends the initial timeline but lengthens the life of the road and reduces future maintenance requirements. 

Adaptive

• Definition

  Embrace flexibility and constant problem solving to respond to evolving project needs. 

• Non-holistic Alternative

  Rigid management, which has a lack of flexibility when responding to changes or challenges.

• Example

  A GC is constructing a new wing for a hospital. With rigid management, the project plan leaves no room for adjustment. Halfway through construction, the authority having jurisdiction (AHJ) unexpectedly releases updates to health and safety regulations. The team scrambles to revise their plan to meet the new regulations and obtain necessary approvals. Without any wiggle room, the delivery date has to be pushed back and the GC ends up covering the additional costs. 
  With an adaptive approach, the project plan includes contingency plans and leaves rooms in the schedule for potential delays, including responding to any changes in regulations. When notified of the new requirements, the team adjusts their schedule and is able to quickly adapt the design. The changes are integrated and the project proceeds with minimal disruption. 

The Role of the Project Executive

Many key players, including project managers and site supervisors, can embrace holistic oversight to improve project outcomes, but it is particularly important for project executives (PX). The PX is usually the highest-ranking position in a construction company that still plays a role in the field. They oversee many project elements, such as finances, operations, risk and stakeholder engagement. Because they oversee so many variables, it can be transformative to consider the ways they interact and impact each other. 

Strategies for Effective Holistic Oversight

Effective oversight varies, depending on leadership styles, the nature of the project and the people involved. It can be difficult to consider all elements and ensure they’re aligned with project objectives, but there are a few strategies that usually help: 

Make data-driven decisions.

Data can reveal impacts and areas for improvement that might be missed otherwise. Using data can help make decisions that are proactive, informed and transparent. 

Communicate your way into alignment.

People can’t align on things they don’t know. Especially on high-budget, fast-paced jobs, people are going to focus on the aspect they are directly responsible for. Conducting regular meetings and providing routine updates help stakeholders stay informed, resolve issues and understand the impact of their work on the larger project.

Foster a culture of collaboration.

Collaborative environments encourage problem-solving and innovation. This requires deliberate trust building between team members and stakeholders. Regular meetings between teams and one-on-ones can help people feel heard and part of a team. 

Be adaptable.

Adaptive leadership accepts that problems and unexpected issues are part of the job. Leave time and space for flexibility and constant problem-solving. This helps meet the evolving needs of a project, while also improving relationships with stakeholders and managing change.

Pursue continuous improvement.

Holistic oversight doesn’t happen overnight. Having a mindset of continuous improvement optimizes processes and incorporates lessons learned over a long time. Not only does this boost performance, it also creates a more sustainable relationship with work. 

Directly engage with the team.

Direct engagement with team members builds trust, fosters collaboration and, ultimately, leads to quicker and more proactive problem solving. Engagement can happen through site visits, team meetings or simple check-ins. 

Tools and Technologies for Holistic Management

There are many innovations that create ways to view projects more holistically.

Project Management Software

Project management software creates ways to manage many elements of a project in the same place, including finances, scheduling, communication and document management. Having a centralized place to take care of these tasks improves coordination, streamlines workflows and helps to see how elements fit together. 

BIM

BIM technology helps create virtual models of structures before construction begins. These in-depth models aid holistic oversight because they can be analyzed and revised to reduce rework and costs on the actual project. BIM can be used to understand and improve scheduling, cost estimation and the closeout process. 

GIS

Geographic information systems (GIS) is a digital tool that uses maps to capture, store, analyze and visually share data and information related to specific locations. This can be used throughout the construction process to improve overall project management, optimize site logistics, reduce risk and, after construction, help with asset management. 

Robotics

Currently, one of the most common and effective uses of robotics is reality capture. Robotics mounted with cameras, such as robodogs or drones, can be used to collect data on the jobsite through images, 3D scans or environmental readings. This data can be used to give a holistic understanding of the jobsite and can be paired with BIM software to identify an installation’s potential clashes or deviations from the original design.

The Power of Relationships in Holistic Management

For project executives engaging in holistic oversight, there is perhaps no better tool than strong relationships. Building relationships can take a long time and a lot of effort but, ultimately, they enhance communication, foster collaboration and improve problem-solving better than any tool out there. Simple acts, such as active listening, making time for check-ins or eliciting input, can go an immeasurable distance to increase morale and improve project performance.

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