I Think a Production Coordinator Is a Good Next Step
I’ve written multiple times about the need to delegate and how much I struggle with it. I also know I can’t do everything myself, especially if I want to continue growing the coaching and consulting side of the business.
This reality really hit me last week during the BUILD Day workshop hosted by Burrows Post Frame Supply. The interest in business-building tools, coaching, and consulting was encouraging, and we’re already considering doing more events like this. It’s a good problem to have, but it also means more work, and after all, that’s exactly what we’ve been hoping for.
If I’m going to help construction companies build better businesses and continue running construction projects…
I’m going to need some more help.
Don’t get me wrong, I already have some amazing support from Emily. But since she’s my virtual assistant and lives in another state, it would be difficult for her to help manage the day-to-day demands of physical construction projects.
Over the years, I’ve considered hiring a production coordinator, but the timing never felt right or there were more pressing issues. Now, I believe the time has come to move forward with this.
So, what exactly is a Production Coordinator?
This position would assist with organizing and overseeing the production and operation of construction projects to maintain schedules, stay within budget, and achieve the expected quality of workmanship—all things that currently land on my plate.
This role would include responsibilities such as:
- Productivity Monitoring and Control
- Coordinating schedules
- Coordinating materials
- Coordinating tools
- Quality Control and Documentation
- Periodic site visits to verify quality is being achieved and maintained
- Documentation through photos and reports
- Providing regular production updates to the management team (weekly), including:
- Schedule status
- Delays and causes
- Material and labor updates
- Upcoming needs
- Communication with production teams
- Regularly reviewing, following up on and verifying schedules
- Determining materials and tools needed
- Responding promptly to time-sensitive issues
- Project Troubleshooting
- Listening to and documenting customer concerns
- Communicating concerns with management team
- Communicating potential cost or schedule impacts promptly
- Project End
- Verifying completion of project scope prior to final walkthrough
- Confirming punch list items are assigned and completed
- Assisting with final documentation and photo records
- Coordinating retrieval of remaining tools and materials
- Planning and Control of Material and Tools
- Coordinating the gathering and delivery of material and tools
- Coordinating the return of excess materials to shop or suppliers
- Coordinating the collection of tools from projects and production teams
- Customer Service
- Communicating of schedules
- Ensuring site organization is maintained
- Coordinating and documenting completion of punch list items
Like I said earlier, these are all tasks I currently handle. And it’s a lot.
The next question is compensation.
I don’t like paying production teams hourly, and the same applies to this position. Paying a percentage of project overhead makes it more performance-based and creates incentive to keep projects on schedule. There may also be opportunities for bonuses when projects are completed ahead of schedule and under budget.
This is where hiring gets hard. It’s easy to bring on the first warm body that shows up, which is why being clear and intentional about the role, and the right fit, is so important.
This is also why delegating has always been a challenge for me. When I need help, it’s tempting to think everything will just work out. Experience has taught me that this is not a good plan. Rushing to fill a position rarely ends well.
Now it’s time to find the right person, someone who can help manage production so I can focus on helping more construction companies build better businesses.
If you or someone you know could use help building a better business, set up a free 30-minute business consultation and let us help you take the next step.
We’ve also added a new tool to the Business BUILDing Toolbox. The Planning Journal for Builders is now available in a downloadable format that can be printed or filled out digitally on your computer.
