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  • Writer's pictureGim Crew

The Power of Upfront Planning in Capital Projects: Building Success from the Start

Updated: Jun 29, 2023


Embarking on a capital project without proper upfront planning is akin to setting sail without a map. Spending time in the early stages of a project may seem like a delay, but it is a strategic investment that paves the way for a smoother, more efficient, and ultimately successful endeavor. In this article, we will explore why allocating time and resources upfront leads to fewer mistakes, less rework, and maximized budget and time utilization.



Exploring Different Scenarios


In the initial phases of a project, when project parameters are still taking shape, lies a critical opportunity to define and explore diverse options while minimizing costs. With the guidance of an experienced planner, a small internal team can dive into different configurations, layouts, and phasing. Largely capturing the design in spreadsheets, sketches, and test fits as opposed to full on engineering drawings, this exploratory stage fosters informed decision-making.


Example of how Crew Universal applies a company's program to different test fits.

Furthermore, incorporating scenario analysis in the preliminary phases of a project opens doors to assessing the cost and timeline implications of different paths. It aids in selecting an approach that aligns most effectively with the project's objectives, hence maximizing efficiency and reducing the likelihood of expensive, last-minute changes.



Harnessing Early Planning for Expanded Options


Embarking on project planning at an early stage expands the realm of possibilities and maximizes the range of options available. Consider the analogy of booking tickets to a Broadway show. When you start your search weeks in advance, you have a wealth of seating options at your disposal. Similarly, in the context of a project, initiating planning early grants access to a broader array of choices. For instance, when selecting door types or manufacturers, beginning the process sooner allows for consideration of even highly sought-after options with longer lead times. By capitalizing on early planning, project teams can explore a wider pool of alternatives, ensuring they can seize the most favorable opportunities and optimize the project's outcomes.



Setting A Realistic Budget and Timeline


Upfront planning provides enough detail of a project to enable establishment of the project's budget and timeline. The company gains an understanding of what is achievable given the available time and funding, allowing for an informed and accurate planning of funding requirements. This is especially beneficial for startups, who can use these detailed financial projections in their investor decks to indicate their funding needs. Similarly, company finance departments can use this information to decide on fundraising strategies, whether it be through loans, stock sales, or other methods. Decisions can then be made to adjust the project's scope, resources, or expectations accordingly. This proactive approach minimizes surprises and facilitates effective resource allocation, ensuring that the project stays on track from inception to completion.



Minimizing Late Stage Changes


Integrating robust exploration and decision-making early in a project's life cycle significantly reduces the potential for expensive modifications during the more advanced design and construction phases. During these later stages, teams of architects, engineers, and contractors are already fully engaged and active. Hence, any alterations at this juncture are not only disruptive but also costly, requiring additional labor hours and resources. These increased costs are not just for implementing the change itself, but also for any required rework, which essentially renders the initial investment a sunk cost.



A graph showing how timing of change requests impact project costs

Embracing Proactivity over Reactivity


One of the significant advantages of upfront planning is the ability to anticipate and create opportunity to address potential challenges. By incorporating contingency buffers in the schedule and budget, the project team can pull from these reserves as issues arise, without derailing the project's progress. Common issues like key materials or equipment being delayed or discovering a part of the building needs repair after uncovering a wall can be calmly dealt with from the time and funding contingencies that had already been allocated during planning.



Blueprint for Success: Project Execution Plans and Programs


Upfront planning results in the creation of project execution plans and the project's program. These invaluable tools outline project specifics, stakeholders, timelines, and functional requirements. They serve as a blueprint guiding the project team throughout subsequent stages, ensuring consistency, clarity, and alignment with the original design intent. Additionally, these resources act as valuable references, assisting new team members in understanding project goals and facilitating smooth onboarding.



Streamlined Execution


Investing time in upfront planning sets the stage for a well-coordinated and almost automatic execution during the design and construction phases. With a solid foundation in place, teams can navigate the project with confidence, focusing on effective implementation rather than grappling with fundamental uncertainties.



Conclusion


The importance of spending time upfront in the early stages of a capital project cannot be overstated. From scenario exploration and efficiency gains to proactive problem-solving and streamlined execution, the benefits are far-reaching. Embracing the power of upfront planning leads to fewer mistakes, reduced rework, maximized budget and time utilization, and ultimately sets the project on a path to success. By prioritizing this crucial phase, project teams can navigate the complexities of capital projects with confidence, delivering exceptional outcomes.


 

Author Bio


Gim Crew is a Principal at Crew Universal who works with biotech and tech companies grappling with complex capital projects. She helps project owners control the unknowns at any given stage. Her expertise is in establishing clear project definitions and predictive plans upstream, which then translate into smooth execution and decisive actions downstream. Gim has managed large-scale builds as both client and contractor locally in the US and the world over. She combines exceptional technical knowledge with practical project experience, offering targeted solutions and multiple perspectives for project challenges.


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