Avoid Construction Delay Through Proper Administrative Management

Administrative procedures in the construction sector in general and logistics construction in particular should be reduced as much as possible. Top Management has developed a certain expertise in the field and this is how we believe reductions can be realized.

Streamlining management is essential to obtain favorable resolutions in the shortest possible time. In the projects that we manage, three very well-determined stages follow each other:  before, during and after the completion of a project, regardless of the specialization of services (project monitoring, project management, engineering). That means having a pre-phase, construction phase and a final phase.

Before starting any job, a basic preliminary assessment is carried out to streamline the tendering process and avoid possible future impediments.

From there, Top Management’s team locates and meets with the members of the corresponding public entity to present a plan of intent, an outline. The idea is to manage permits directly with the competent authorities. The preliminary project is a first version of the project that is faithfully adapted to current legislation. For instance, if land regulations are considered, local regulations based on urban parameters will always apply. Once these parameters are clear, the documentation subject to legal compliance is presented to avoid future obstacles. Thus, before applying for any license, it is essential to have a first meeting with the architect and the municipal engineer to present the idea, involve them and verify both technical and administrative requirements. If all the local representatives are involved in the project, a fruitful dialogue is opened, for which the preliminary aspects will be defined in advance. This meeting is crucial to optimize delivery times. But it is not the only one.

For Top Management, it is very important that, in parallel to the contacts with the direct official organisms, a pre-consultation is also carried out both with the Department of Industry and with the Technical Department of Firefighters since, to obtain the construction license, they also participate in the decision-making. It is necessary to prepare an offprint without forgetting other parameters that may affect the construction, such as the location and characteristics of the land, archaeological factors and hydrographic data. The crux of the matter is to thoroughly review which institutions are involved in the work, identify the parts, contact them in time to be clear about the obstacles that may arise and anticipate them.

In short, once all those involved in the process have been detected and after having agreed on the preliminary draft, they are provided with a complete report to verify their conformity one last time before submitting it through the official administrative channels. Those responsible, upon learning in advance about the project, will speed up the licensing process. Working this way will shorten the intervals in the management of any administrative request, in addition to allowing the resolution of doubts or to correct deficiencies before they occur.

In addition, during the execution phase, it is essential to inform the authorities of any modifications made to the project, as well as construction progress. A close relationship with the key actors usually ends with the green light for obtaining the construction license and, at the time of delivery, if the relationship has been honest and productive, with the first occupation license.

This is the line of action promoted by Top Management in each of the 23 countries where it operates from its nine subsidiaries (obviously, saving the administrative differences in each territory) to streamline bureaucratic procedures and thus achieve greater efficiency in its missions: identify the actors involved, count on them before, during and after the construction process, never refuse dialogue and always keep all parties well informed. The key is to provide all the necessary documentation as soon as possible to ensure there are no work delays and, if possible, anticipate to offer an adequate and adapted solution for each situation.