Project Management Checklist for Architectural Renovations

Here’s your complete guide to managing architectural renovation projects from start to finish.

Phase	Key Tasks	Timeline
Getting Started	Building review, permits, paperwork	3 months before
Design	Plans, layouts, material selection	2-3 months
Pre-Construction	Team hiring, resource planning	6-8 weeks
Construction	Site control, safety, progress tracking	Project duration
Finishing	System tests, inspections, handover	2-4 weeks
Closeout	Documentation, quality checks	30 days

Why this matters: 2 out of 3 construction projects fail their targets. But companies using project checklists lose 28x less money.

You’ll learn how to:

• Set up project phases and timelines
• Handle permits and paperwork
• Build and manage your team
• Track progress and quality
• Close out successfully

Quick facts:

• 72% of construction projects run late
• Most projects take 284 days to close
• Final payment typically takes 247 more days
• Only 31% stay within budget

Tools you’ll need:

• Project management software
• Budget tracking apps
• Document storage
• Team communication tools
• Photo/video capability

Think of this checklist as your GPS for renovation success – showing you exactly what needs doing, who’s responsible, and when it should happen.

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1. Getting Started

Want to start a renovation? Hold that hammer. Here’s what you need to do first.

Building Review

Look at EVERY part of your building. Not just the spots you want to fix.

Area	What to Check
Structure	Foundation, walls, roof condition
Systems	Electrical, plumbing, HVAC
Safety	Fire exits, load-bearing walls
Site	Property lines, drainage, access
Code	Local zoning rules, building codes

"When I ask prospective clients their budgets, about 90% have no idea." – Jay Gauldin, TBS Construction president

Need a timeline? Start planning 3 months before your first workday. Here’s why:

• You’ll need "before" photos
• Make a list of everything in the space
• Clear out the work area
• Set up somewhere else to live (if needed)
• Let your neighbors know what’s coming

Required Papers

Here’s the paperwork you can’t skip:

Document Type	Why You Need It
Building Permits	For walls, roofs, additions
Insurance Papers	In case things go wrong
Property Records	Shows what’s been done before
Contractor Licenses	Proves workers know their stuff
Building Plans	Shows what goes where

In Oregon, you MUST get permits for:

• New rooms or additions
• Attic finishing
• Wall changes
• Pool fencing
• Electrical work

Pro tip: Your local permit office should be your first call. Most have online FAQs about what needs approval.

Why permits matter? They:

• Keep things safe
• Help you pass inspection
• Keep everything legal
• Help future owners

Here’s the bottom line: Make two calls NOW – your permit office and insurance company. These 10-minute calls can save you WEEKS of headaches later.

2. Design Steps

Basic Design Work

Here’s how to map out your renovation plans:

Design Phase	What You Need	Who Can Help
Initial Planning	Floor plans, site photos	Architect or draftsperson
Space Layout	Room measurements, flow diagrams	Interior designer
Building Systems	HVAC, electrical, plumbing plans	Building consultant
Material Selection	Finish schedules, samples	Design professional

Start here:

• Take photos of every room
• Measure all spaces twice
• List must-have features
• Set your budget limits
• Pick your design team

"With the desired scope now well defined, it is time for your architects and engineers to do their part and complete the required construction and permit documents." – Dana Bergeman, President and CEO of Bergeman Group

Detailed Plans

Here’s what you’ll pay and how long it takes:

Plan Type	Cost Range	Timeline
Basic Concept Drawings	$10,000-25,000	2-3 weeks
Construction Documents	$30,000-40,000	4-6 weeks
Building Systems Plans	Part of total fee	2-3 weeks
Material Specifications	Part of total fee	1-2 weeks

Want to save money? A draftsperson costs $15,000-20,000 less than an architect for basic renovations.

Your final plans need:

• Construction drawings
• Material lists
• Building system specs
• Energy requirements
• Safety features
• Code compliance details

Quick tip: Put all plans, permits, and design docs in ONE folder. You’ll need them during construction.

Here’s how the process works:

1. Programming Phase

Meet your design team to discuss:

• What you want to achieve
• How much you can spend
• When you need it done
• Features you can’t live without

2. Schematic Design

Your team creates:

• Basic floor plans
• Site layouts
• Initial sketches

3. Design Development

Pick your:

• Building materials
• Fixtures
• Finishes
• Equipment

4. Construction Documents

Get your:

• Detailed drawings
• Material specs
• Building plans
• Permit papers

3. Before Construction

Building Your Team

Here’s exactly who you need to get your renovation going:

Team Member	Role	When to Hire
General Contractor	Project oversight, permits, safety	2-3 months before start
Subcontractors	Electrical, plumbing, HVAC work	4-6 weeks before start
Site Manager	Daily operations, quality control	1 month before start
Safety Officer	Code compliance, worker safety	2 weeks before start

Before you start, do these things:

• Get bids from 3-5 contractors
• Check their licenses and insurance
• Look at their past work
• Talk to their old clients
• Set up weekly team meetings

Planning Resources

Here’s what you’ll need and when to get it:

Resource Type	Planning Time	Tips
Materials	6-8 weeks	Order 15% extra for waste
Equipment	3-4 weeks	Book early for better rates
Labor	4-6 weeks	Plan for 20% schedule buffer
Permits	8-12 weeks	Submit all at once

Handle your money like this:

• Keep 20% of your budget for surprises
• Pay on time (suppliers will love you)
• Track every penny you spend
• Scan all receipts

Your pre-start checklist:

• Lock down the site
• Put up your permits
• Mark those utility lines
• Set up safety barriers
• Create spots for deliveries

"Get your pros on board early. When architects, electricians, and plumbers join the planning phase, you catch problems before they happen." – Construction Expert

Day one readiness:

• Permits visible
• Team contacts listed
• Safety gear ready
• First aid available
• Emergency plans up
• Site access controlled

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4. During Construction

Here’s what you need to know about managing an active construction site:

Work Site Control

Your daily checklist needs to cover 5 main areas:

Task	Check Points	Timing
Safety	PPE, barriers, warning signs	Start of shift
Progress	Work status, delays	Day’s end
Quality	Match to plans & specs	Every 2-3 hrs
Access	Who’s on site, deliveries	All day
Weather	Impact on work	AM + updates

You’ll need these daily reports:

• Work vs schedule
• Material tracking
• Equipment logs
• Worker hours
• Safety events
• Weather notes
• Site access log
• Delivery records

Following Rules

Money matters – here’s what you need to do:

Project Cost	What You Need
Under $50k	In-house or single contractor quote
$50k-$100k	3+ contractor quotes
Over $100k	Public bidding

When things change (and they will), follow these steps:

• Write down what’s different
• Track surprise conditions
• Note new regulations
• Get sign-off first
• Fix the schedule
• Update costs

Keep it safe:

• Put up OSHA posters
• Stock first aid supplies
• Mark escape routes
• Set up barriers
• Check tools
• Store materials right

"In 2021, workplace injuries cost the U.S. over $167 billion. OSHA can fine you up to $161,000 for each serious safety violation." – OSHA Safety Report

Check these things:

• Work matches plans
• Materials meet specs
• Measurements are right
• Systems work
• Keep records
• Take photos

Talk often:

• Brief team each morning
• Update progress daily
• Send weekly reports
• Flag issues in 1 hour
• Process changes within 24 hours

5. Finishing Up

Here’s what you need to know about the final phase of your project:

Final Checks

Before getting your certificate of occupancy, you’ll need to run these core system tests:

System Type	Check Points	Timing
Mechanical	Gas, heating, water, ventilation	48 hrs test run
Electrical	Cables, lights, alarms, emergency systems	Full load test
Structure	Walls, floors, roof, drainage	Visual inspection
Safety	Fire alarms, sprinklers, exits	24 hr monitoring

Your pre-inspection checklist:

• Test every power outlet
• Push HVAC to full capacity
• Check water pressure levels
• Test emergency lighting
• Run fire alarm tests
• Check sound levels
• Test all doors and windows

"Getting a certificate of occupancy isn’t one-size-fits-all. Requirements change based on your building type and location." – Dave Brown, Senior Strategic Product Consultant, Procore

Project Handover

Here’s what your handover package must include:

Document Type	Contents	Due Date
Legal Papers	Permits, certificates, warranties	2 weeks before
Tech Docs	Manuals, as-builts, specs	1 week before
Test Results	System checks, inspections	3 days before
Training	User guides, maintenance plans	Day of handover

Before you hand over the keys:

• Document everything with photos
• Mark all utility shut-offs
• Put labels on all systems
• Create a maintenance schedule
• Test every key and access card
• Deep clean all areas
• Clear out equipment

Bring these tools for inspection:

• Phone (for photos)
• Master plans
• Socket tester
• Bright flashlight
• Marking tape
• Measuring tools

6. Looking Back

Project closeout doesn’t have to be complicated. Here’s what you need to track and check to wrap up successfully.

Record Keeping

Most projects miss their targets – but good documentation helps you stay on track. Here’s what to collect:

Category	What to Document	Timeline
Budget Review	Costs vs estimates, changes, payments	30 days
Schedule Analysis	Original vs actual dates, delays, fixes	14 days
Team Performance	Contractor scores, supplier ratings	21 days
Issue Log	Problems, solutions, prevention tips	7 days

Keep these basics in your files:

• Daily logs
• Meeting notes
• Payment records
• Change orders
• Inspection reports
• Progress photos
• Key emails
• Safety docs

Quality Check

The numbers don’t lie: Only 31% of projects stay within budget. Here’s how to check everything works:

Check Type	What to Review	When
Building Systems	HVAC, plumbing, electrical	90 days
Materials	Finishes, fixtures, installs	30 days
Safety Items	Fire systems, exits, alarms	60 days
Papers	Permits, warranties, manuals	14 days

Most projects take 284 days to close and 247 more days for final payment. Don’t wait – start your closeout NOW with these steps:

• Test systems at full power
• Monitor energy use
• Check all equipment
• Review maintenance
• Verify warranties
• Save digital copies
• Back up files
• Update records

Track these items to stay ahead:

Area	What to Measure	How Often
Costs	Budget vs actual spending	Monthly
Time	Delays and finish dates	Weekly
Quality	Defects and fixes needed	Daily
Client	Feedback and problem fixes	Every 2 weeks

7. Extra Tools

Let’s look at the apps and tools that make project tracking easier.

Basic Checklists

Here’s what you’ll get from the top project tracking apps:

Tool Type	Features	Cost
Buildshop	To-do lists, budgets, contractor quotes	Free
Building Calculator	Material calculations, offline use	Free
RoomScan	Floor plans, room measurements	$59/month
Sync	Budget tracking, expense forecasting	Free

Your daily checklist should cover:

• Site safety status
• Materials received
• Who’s on site
• Equipment checks
• Weather updates
• Site photos
• Problem reports

Project Guides

These design tools pack a punch:

Software	Main Use	Price/Month
Chief Architect	3D renders, material library	$199
Foyr Neo	60K+ pre-built objects	$59
SketchUp	3D modeling, design plans	$119
Revit	Professional design tools	$320

Keep these basics at your fingertips:

• Building codes
• Safety guides
• Emergency numbers
• Supplier info
• Permit info
• Inspection sheets
• Change orders

Here’s what needs daily attention:

Area	What to Check	How Often
Safety	PPE use, site hazards	2x daily
Quality	Material standards, workmanship	Daily
Progress	Task completion, milestones	Daily
Issues	Problems found, fixes needed	Every shift

Your digital toolkit should include:

• Floor plan software
• Budget apps
• Schedule tools
• File storage
• Team messaging
• Photo storage
• Report tools

FAQs

What is project management for architects?

Project management for architects is about running projects from kickoff to completion. It’s not just drawing buildings – it’s making sure they get built.

Here’s what architects ACTUALLY do when managing projects:

Task Area	What It Includes
Client Work	Client meetings, goal-setting, budget tracking
Team Management	Design team leadership, contractor hiring
Documentation	Record keeping, project updates
Cost Control	Budget estimates, expense tracking
Site Oversight	Quality checks, timeline monitoring

"The Architectural Project Manager is the link between paper designs and real buildings." – Nilesh Sawant, Architect

These are the tools architects use to get things done:

Tool Type	Purpose
Design Software	Plans and 3D models
Budget Apps	Cost and payment tracking
Document Storage	File organization
Team Chat	Quick team updates
Photo Tools	Site progress tracking

Here’s what architects handle day-to-day:

• Client meetings and updates
• Project planning and scheduling
• Building code compliance
• Budget management
• Deadline tracking
• Contractor coordination
• Document control

Think of architects as conductors – they don’t play every instrument, but they make sure the whole orchestra plays in sync.

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