Preparation and organisation

By now, you will have come to understand, that the initial stages of a project are the most important. You could look at the planning and organising process as you would look at laying a concrete slab. If the slab has not been poured correctly you will have trouble with entire build. The same can be said for planning and organising; if these components are not prepared appropriately, the project is at risk. 

Regardless of the task or project, whether it is building a deck or a shed, there are some common considerations you will need to factor at the very beginning. You will come to find, some tasks are similar, and some are not as complex therefore may not require all of the steps, however, several of the tasks you will carry it at some point will need most of them.  

Step 1: Clarify what you need to do

• Work instructions
• Plans and specifications
• Drawings
• Work orders
• SWMS/JSEA
• Ensure that you have the most recent versions.

Step 2: Review the legislation

• Laws and regulations
• NCC
• Australian Standards
• Environmental requirements
• Work health and safety requirements.

Step 3: Consider safety

• SWMS
• PPE
• JSEA
• Manufacturer specifications and instructions.

Step 4: Break the project down into its component tasks

• What do you need to do for each component?
• What tools and equipment do you need at each stage?
• What other resources do you need?
• How many people will you need for each stage?
• How long will each stage take?

Step 5: Plan the sequence of tasks

• Ensure that the flow is logical and efficient
• Ensure that the workflow maximises safety
• Maximise efficient use of resources.

Step 6: Document the plan

• Prepare a written work plan
• Prepare a resources list.
   

The first step in planning for any building or construction task is to look carefully at your work instructions or work order and the plans and specifications. These documents are the road map for the project. So, what are these documents and what do they tell you?

Work instructions

Work instructions (sometimes known as work orders) are documents that outline the requirements of the job or project. They will usually describe the project and specify the timeline. They may also:

• state the budget
• list the relevant workplace policies and procedures
• list members of the project team and their contact details
• reference the plans and specifications
• include other information relevant to the job.

On some projects, the work instructions will be provided to you verbally by your instructor or site supervisor and you actively listen, and it is recommended you take notes.

Plans and specifications

We are now going to take a look at plans and specifications.

Plans are the technical drawings (sometimes called a graphical representation) of the job. They include technical language, measurements, abbreviations, annotations, symbols, marks and other information for the different parties involved in a project. Specifications are the written details of the job. There are also a number of other documents that support the plans and specifications.

Plans/ drawings 

Plans or drawings provide a graphical representation of: 

• what the finished product will look like
• what the owner or client wants
• rooms, bathrooms
• plumbing and electrical and where they run through the building 
• air conditioning vents 
• outdoors. 

Specifications 

The specifications go hand in hand with the drawings. As the name indicates, the specifications are the details that align with the plans or drawings. The specifications need to be very precise and clear to the detail. The specifications are also bound legally, as they too need to meet industry standards and need approval from the relevant authority to ensure they have been developed properly. For example, when a house is ready to have a slab poured, the specifications would outline the exact measurements of the slab including the size and depth. This is the foundation of the build and very important. If the specifications of the slab are not accurate, the slab will not be poured accurately resulting in a number of faults with any progressing construction that will take place. 

The following list outlines some of the details that specifications provide:

• a description of the quality that the project must be built to
• a description of the Standards that the project must meet 
• a description of the materials that will be used
• consistency – if the project is to be completed more than once, it will be done the same way each time.
• measurements and dimensions of the build, (if a house it would include measurements of each room and area)
• positioning of the framework, piers
• height measurements to not exceed building legislation
• where the electrical is required
• where plumbing is required
• waterproofing heights in the walls, how to waterproof a first floor and second floor, requirements for a balcony, minimum waterproofing heights, types of waterproofing and so on. 

Fun fact!

Did you know? Drawings and specifications are also legally bound records that need to be approved by various parties to ensure they follow the Australian Builder’s Associations. 

But how do you read them?

Reading the plans and specifications can be an overwhelming experience. They are highly detailed complex documents that require time and concentration to understand them. 

Each site plan will have specific drawn up with corresponding numbers. These numbers stipulate the size of the area you are working with. In most cases, site plans work in mm, so it is important you become familiar with converting m into mm. The fundamental reason for understanding these conversions is because you will need them when purchasing materials. 

Remember 1m=1000mm 

Along with knowing the conversions of m to mm, you will also need to understand the symbols and abbreviations used on the site plans, so you are aware of what abbreviation or symbol means what. Some of these are quite self-explanatory, however, you do need to ensure you have become familiar with each of the abbreviations and symbols, because you are going to be using them a lot. 

The following tables outline some abbreviations, symbols and annotations commonly identified on house plans, be advised the abbreviations used in this table are specifically for types of materials and general exterior and interior aspects of a build you will need to know. 

The following table illustrates the symbols of the general plan view of a house. 

General plan view and fittings 

The following table stipulates the key for the plan annotations for each symbol.

The regulations are in place to keep yourself and workers safe along with the building’s structural design and integrity, the last thing you want, or need is to design and build a house or other type of structure outside of the parameters of the regulations.  Now that you are ready to carry out your own construction task, you will also need to ensure you have properly understood the health and safety and sustainability aspects of the regulations as well. Keep in mind it also helps to protect consumers; help resolve disputes and secure payments.

The next step in planning and preparing is to review the legislation, standards, and codes to ensure that the work that you do is compliant. Your work must be compliant with:

• Federal, state, and local government laws 
• National Construction Codes
• Australian Standards
• work health and safety requirements (including SWMS and model code of practice requirements)
• environmental requirements.

On their website, Standards Australia describes Australian Standards as:

‘…voluntary documents that set out specifications, procedures and guidelines that aim to ensure products, services, and systems are safe, consistent, and reliable. 

They cover a variety of subjects, including consumer products and services, the environment, construction, energy and water utilities, and more.’

Be sure you have carefully read through the plans and specifications before you carry out any construction tasks. All of the information you need will be on these documents to help you identify relevant legislation in the plans, specs and supporting documents. 

Check the plans and specifications for the following: 

• Australian Standard and NCC requirements on plans and specs
• WHS requirements in an SWMS or JSEA
• environmental requirements in an environmental management plan 
• Your workplace policies and procedures will help you to ensure that you are fulfilling your legislative requirements.
• Manufacturer specifications usually include safety information and often include SDS and/or Australian Standards information.

Click your state or territory to learn the regulatory framework.

Now that you are ready to carry out your construction task, safety is just as important now has it has been emphasised throughout your learning. During this planning stage, it is integral you pay close attention to the safety aspects, so here is a reminder of hazards, risks and controls. 

Hazards, risks and controls

The following diagram illustrates the definitions of hazards, risks and controls. 

If you are looking for information on hazards, risks, and controls, you need look no further than:

• plans and specs
• SWMS
• JSEAs
• workplace policies and procedures
• SDSs
• manufacturer instructions and specifications
• Model Codes of Practice for high-risk activities.