Imagine the scene: You’re at a site, all ready to begin your plumbing installation on a block of residential apartments, and you suddenly find you’re missing several key materials to complete the job.
You have to make an emergency order, yet while waiting to be delivered, the entire project is delayed, costs are increasing, and your client is on the phone venting their frustration.
Avoiding materials on site is critical to the smooth running of any plumbing or heating project, and there are several easy strategies you can follow to ensure you have what you need when you need it.
So, to ensure you don’t fall short on-site during your next project, read on to learn how to keep your job on time and within budget.
Plan and Estimate
“Fail to plan, plan to fail.” It’s an old saying, but it’s appropriate regarding plumbing and heating procurement. Good planning is the foundation of avoiding material shortages on site. This equates to fully understanding the project’s requirements and creating a comprehensive list of all materials needed.
Begin by conducting a site survey so you know exactly what’s required, understand the layout, and identify potential issues. Measure accurately so you know how much material you need to order and understand any possible access issues during the installation that might require bespoke equipment or kit.
Before you order, use modern estimation software to help accurately estimate the required materials. These tools allow you to include variables such as project scope and complexity and help ensure you get the right quantity of materials to the site without the risk of overordering.
Inventory Management
Two different inventory management strategies can help you avoid material shortages on-site; Just-in-Time (JIT) and Just-in-Case (JIC). They sound similar but play a distinct role in ensuring you have what you need on-site at the right time.
Just-in-time involves ordering materials and scheduling delivery on-site just as they are needed. This strategy helps reduce storage costs and minimises the risk of needless waste. It works best when you’ve developed a solid and reliable supply chain with suppliers who can work to precise schedules.
Just-in-case involves keeping additional materials close to hand in case of unexpected shortages. This offers a safety net against delays but requires on-site storage, which can increase costs.
Both approaches help minimise the risk of on-site material shortages, but the right one for you will depend on your needs and each project. Indeed, you may find a hybrid approach using JIT for regular items and JIC for long-lead time materials works well.
Strong Supply Chain
Your plumbing or heating project delivery is only as good as your supply chain. Suppliers are your lifeline for ensuring you have the suitable materials on-site at the right time. Finding reputable suppliers that meet your requirements is essential, as is building strong, open, two-way relationships.
Once you’ve found suppliers you can work well with, keep regular lines of communication open. Tell them about projects coming up and give them notice of any potential large orders – especially those with long-lead materials – so they can prepare. Once the relationship is established, be consistent and reliable with them. Make payments within the agreed payment terms. Suppliers will likely help out loyal and dependable customers when you need their quick action.
Don’t be afraid to negotiate mutually beneficial terms, such as discounts for regular or in-bulk orders, scheduled deliveries for frequent large orders to support projects, and payment terms that work for you both.
Finally, don’t rely on a single supplier. Have a diverse range of suppliers so that you have others to reach out to if one has issues. In addition, some suppliers may be better suited to meet particular needs on a project while others might meet others.
Collaborative Planning
Working in tandem with all stakeholders involved in a plumbing or heating project, from the end user to the main contractor, suppliers to sub-contractors, can aid material management and ensure you don’t find yourself short.
For instance, holding regular stakeholder meetings with your team, suppliers, and contractors allows you to discuss the project progress, raise any issues, and ensure your installation team has the materials they need to complete the job.
In addition, open and transparent communication helps everyone involved in the project see progress, risks, and material requirements in the short and long term.
Train and Educate Your Staff
Ensuring your in-house team and regular subcontractors understand your inventory management system and procurement process also prevents any site materials shortfall. Helping them understand proper material management, how to procure materials, and their part in the process ensures each project is fully kitted out.
Conduct regular training sessions with your staff, particularly on any procurement of inventory management software. For instance, make sure they have downloaded any mobile apps, know how to use them, and understand how any RFID or barcode systems work.
Make sure they understand how your JIT or JIC processes work, depending on which you use, and illustrate best practices and lessons learned from past projects to help them know what does and doesn’t work. In particular, make sure they understand what to do in an emergency if they have a material shortfall on site and need to make an emergency order from a trusted supplier.
Conclusion
Several elements can impact whether your plumbing and heating project has enough on-site materials to ensure the job continues without delay. By controlling as many of these elements as possible, you can help mitigate the likelihood of experiencing a material shortage on site.
This will help you build long-lasting and trusted relationships with suppliers, contractors and end clients, which will not only grow your business but also enhance your hard-earned reputation.
If you’d like to know more about how ARK Procurement can help you avoid a shortage of on-site materials, contact us today.
