Keeping a project on track, whether it’s a home renovation or a large-scale build, requires clear communication and a shared understanding of the goals. Misunderstandings between clients and contractors can lead to delays, budget overruns, and frustration. A schedule of work prevents these issues by creating a single source of truth that aligns expectations for everyone involved.
Defining a Schedule of Work
A schedule of work is a document that lists all the tasks required to complete a project, arranged in a logical sequence. Its primary function is to describe in detail what work needs to be done. This can be organized element by element, such as groundwork and masonry, or on a room-by-room basis for smaller alteration jobs.
It is important to distinguish a schedule of work from a program of works. The schedule of work focuses on the specific tasks and deliverables of the project. In contrast, a program of works is a time-based plan that maps out when each task will occur, how long it will take, and how different activities are interrelated. While the schedule details the “what,” the program outlines the “when” and “how.”
The schedule of work is considered a “without quantities” document, meaning it typically does not include specific measurements like square meters or linear feet. Instead, it describes the work to be done, and the contractor is responsible for calculating the necessary quantities. This approach shifts the risk of measurement errors from the client to the contractor.
Key Components Included
A. General Project Information
At the beginning of the document, you will find administrative details. This includes the full names and contact information for the client, the site address where the work will be carried out, and the date the document was prepared. This section may also reference other documents, like architectural drawings or planning application numbers.
B. Preliminaries
This section outlines the general conditions and requirements that apply to the entire project rather than specific tasks. It covers operational details such as the setup of the site, protocols for waste removal, and adherence to health and safety regulations.
C. Detailed Work Items
This is the core of the schedule, providing a comprehensive list of all the work to be done. The items are broken down into a logical order, often by trade or location. For example, an entry might read: “Living Room: Prepare all wall surfaces, apply one coat of primer, and finish with two coats of Brand X vinyl matt emulsion in ‘Color Y’.”
D. Material and Workmanship Specifications
To ensure quality and consistency, this component specifies the exact materials to be used and the standard of workmanship expected. This could include naming specific brands and models for fittings like doors or sanitaryware, or referencing a particular building standard or code of practice.
E. Quantities
While a schedule of work traditionally does not contain measurements, it is sometimes combined with a bill of quantities, especially on smaller projects. In these cases, the document might include approximate measurements, such as the square meterage of flooring to be installed.
The Purpose and Importance
A primary purpose of a schedule of work is to ensure clarity during the bidding process. By providing a detailed list of every required task, it allows multiple contractors to prepare quotes based on the exact same scope of work. This makes it easier for a client to compare bids on a like-for-like basis.
The document becomes a foundational part of the formal contract between the client and the contractor. Once agreed upon, the schedule of work serves as a definitive record of what is included in the quoted price, which reduces the risk of future disputes.
It also functions as a tool for quality control throughout the project. The schedule specifies the materials to be used and the standards of workmanship to be met. This gives the client or their project manager a checklist to verify that work is completed to the required quality.
From a project management perspective, the schedule of work acts as a guide for the contractor. They can use it to plan the sequence of their work, order materials in a timely manner, and allocate resources effectively.
Who Prepares a Schedule of Work
The responsibility for preparing a schedule of work typically falls to the professionals who designed the project. This is often an architect, building surveyor, or interior designer. These individuals possess the technical expertise required to accurately describe the construction methods, materials, and standards necessary for the project.
Because the document forms a part of the contract, it is best prepared by someone with a deep understanding of the project’s requirements. While a quantity surveyor is primarily focused on costs and measurements, the designer is best placed to ensure the schedule aligns perfectly with the drawings and specifications.
Before being issued to contractors for bidding, the schedule of work is often reviewed by the client and, if one is involved, a quantity surveyor. This review process confirms that the document accurately reflects the client’s intentions and that all necessary information is included for accurate pricing.