Effective Materials Management for your Business

Materials off-site Management Introduction

The effective management of materials stored off-site or in laydown yards is a critical component of successful construction project delivery. With large projects involving thousands of materials and supply vendors, keeping track of deliveries, inventory, and logistics for materials can become complex and challenging. However, implementing robust planning, coordination, tracking, and control of off-site materials can significantly benefit productivity, cost, quality, and safety.

This article will examine the importance of materials off-site management and provide an overview of best practices to optimise workflows while avoiding common pitfalls. First, we will look at the advantages of proper off-site material handling and the problems that can arise when poorly executed. Next, we will delve into specific planning, logistics, inspection, storage, and tracking strategies that can lead to excellence in this area. Emerging automation, inventory control, and delivery technologies will also be explored. Finally, we speculate on the direction of off-site materials management as construction projects become more complex.

Project teams must devote sufficient attention and resources to materials off-site, as mistakes here can reverberate throughout a job site. By implementing the recommendations in this article, construction managers can substantially improve performance related to their stored materials. Excellence in off-site material handling is a hallmark of sophisticated builders with optimised systems for quality, safety, and efficiency.

Benefits of Effective Materials Off-Site Management

Managing off-site materials involves receiving, tracking, storing, and moving the thousands of products required to construct modern buildings and infrastructure. When this process is conducted seamlessly, it provides several advantages:

Improved productivity and efficiency

It’s crucial for efficient workflows in construction. Shortages or delays can bring production to a standstill. Projects can achieve smoother installations with fewer slowdowns by planning deliveries and inventory. This reduces rushed change orders and substitutions.

Effective materials management streamlines coordination between crews, suppliers, and subcontractors. Standardised processes for stocking, locating, and retrieving items enhance site organisation. Clear labelling and documentation of material storage make things easy to find when required. A well-oiled material operation minimises wasted time hunting down ad-hoc storage areas.

Cost savings

Reducing delays through proper materials planning provides direct cost savings by eliminating downtime for crews waiting on items. It also prevents wasteful overordering or emergency shipments to compensate for stock-outs. Organised storage areas minimise material damage, lowering replacement costs.

Efficient routes and delivery schedules cut transportation costs by avoiding excessive trips or fuel usage. Optimised inventory levels reduce funds tied up in unused stock. Proper materials care extends the service life of equipment and tools as well.

Enhanced quality control

Tracking materials from order through delivery and installation improves visibility over quality. Items can be easily checked against submittals to verify they meet specifications. Inspection of deliveries reduces the chance of damage or defects entering the supply chain. Issues can be identified while still off-site instead of once installed.

Well-managed storage areas also boost quality control. Materials protected from weather or mishandling stay in better condition. Organisation and access control prevent items from being used on the wrong jobs. Detailed usage logs improve accountability over material quantities and locations.

Improved site organisation and housekeeping

Carefully planned material staging and laydown yards create a tidy, uncluttered site. Designated storage spots avoid materials being spread haphazardly around the site. Coordination with subcontractors in designated areas maintains order. Keeping exit routes clear and avoiding blocked access paths presents a cleaner, safer environment.

This level of organisation also aids productivity by making items easy to find. Workers spend less time moving unnecessary objects out of the way to reach materials. Congestion is reduced by preventing deliveries from being scattered throughout the site.

Challenges of Ineffective Materials Off-Site Management

When off-site material processes are poorly executed, it can lead to a range of issues:

Project delays

The most direct impact of materials mismanagement is delayed project timelines. Stock-outs bring work to a halt while waiting for more supply. The inability to locate items stalls progress as crews search a disorganised site. Knock-on effects ripple across schedules and sequences for many trades when faced with materials shortages.

Deliveries that arrive late also delay starting tasks as the wrong items are on site. Substitutions may be challenging to coordinate on the fly. Without proper oversight, materials are more prone to being misused or damaged.

Increased costs

Rush shipments of missing materials add premium freight costs. Substitutions may require change orders with higher prices. Overordering items to compensate for poor quantity tracking adds unnecessary costs. More supervisor time is spent locating materials and expediting orders.

The site may also see higher wear and tear on equipment like forklifts that must constantly move deliveries spread randomly across the area. Wasted labour hours arise from workers waiting on materials or searching for them.

Quality issues

Inadequate off-site storage leads directly to damaged materials from exposure to weather or mishandling. Unverified deliveries allow items that do not meet specifications to enter the site. Missing inspection paperwork obscures issues.

Poor organisation of stockpiles makes retrieval errors more likely as similar items get jumbled together. Access control lapses can lead to materials being stolen for other uses.

Safety hazards

Congested or obstructed site access paths create tripping dangers and difficulties mobilising equipment or crews. Staging materials precariously can lead to collapsed stacks and injuries. Excess clutter and disorganisation cause myriad risks on busy construction sites.

Security risks also rise if materials storage areas are not properly restricted. Trespassers or vandals can more easily access sites that lack adequate controls.

Best Practices for Materials Off-Site

Construction managers should implement robust management plans for their project’s off-site materials to maximise the benefits and avoid the abovementioned pitfalls. Critical elements of an effective program include:

Planning and Forecasting

Develop detailed material takeoffs and schedules

Perform comprehensive quantity takeoffs for all materials needed during each phase of work. Map out deliveries and work plans over a detailed schedule. Identify when items must arrive to avoid delays.

Coordinate with suppliers and subcontractors.

Sync material delivery timelines with vendors early in the project. Communicate major milestones, phasing plans, and updated schedules regularly. Have subs provide material schedules and storage plans.

Allow lead time for customised materials.

For fabricated or customised items, ensure the timeline includes engineering, submittals, manufacturing, and shipping well before installation dates.

Create contingency plans for material delays.

Identify substitute materials that can be used if certain items are delayed. Maintain a list of backup suppliers for critical materials—plan space and logistics to enable quick supply rerouting if needed.

Logistics and Transportation

Designate and prepare proper storage areas.

Select accessible areas near where materials will be installed with room for laydown and equipment access. Ensure firm ground conditions that can support loads without settling. Install fencing, shelter, power, and lighting as needed.

Coordinate deliveries to avoid congestion.

Designate specific dates/times for vendor deliveries. Sequence large truck deliveries across multiple access points to prevent backup. Have personnel on hand to direct traffic during peak times.

Implement a tracking system for materials.

Assign unique IDs for each material type and delivery. Log them into inventory upon arrival and transfer them to work crews upon installation. Perform regular spot checks of inventory accuracy.

Develop procedures for loading/unloading.

Establish protocols for inspecting, handling, and transferring custody of items. Ensure only qualified operators move large materials. Enforce safety precautions for elevated loads.

Inspection and Control

Verify materials against submittals and orders.

Check each delivery against specs, purchase orders, and submittals before accepting. Ensure quantities, sizes, brands, and other details match. Reject nonconforming items immediately.

Inspect deliveries for damage before accepting.

Note any damaged packaging or apparent signs of defects. Thoroughly check fabricated assemblies for flaws. Don’t assume vendor inspection alone is sufficient.

Clearly label and organise stored materials.

Use colour coding, tags, signs, or warehouse racking to group similar items. Make it straightforward on storage bins. Maintain tidy, logical layouts for easy retrieval.

Control access to materials storage areas

Use fencing, locks, security cameras or guards to prevent unauthorised entry. Require sign-out of items removed from inventory. Perform routine spot checks and audits.

Document material inventories and usage

Track quantities received, transferred to work, and remaining stock on hand. Log any waste or damaged items. Update inventory continuously as materials are consumed.

Site Access and Layout

Plan site layout with material storage in mind

Allow enough access paths for delivery trucks and material handlers like cranes or forklifts—position laydown yards conveniently near work zones. Have staging areas available when needed per phase plans.

Establish efficient routes for material delivery.

Designate wide, straight delivery paths from site entrances to storage zones. Ensure adequate turning radii for large trucks and equipment. Keep routes clear of obstacles or soft ground.

Avoid obstructing site circulation paths.

Don’t allow material stacks or vehicles to block primary travel paths for workers or other cars around the site. Keep access to trailers, equipment, and tools unimpeded.

Protect stored materials from weather or damage.

Use covering, secondary containments, or indoor storage for items vulnerable to moisture, dirt, ultraviolet degradation or temperature extremes. Avoid locations prone to flooding or excessive dust. Employ barriers to prevent collision damage.

Material Tracking Technology

Advanced tracking and inventory control technologies enhance traditional paper-based logs and visual inspection. Some examples include:

Barcodes and scanners for inventory control

Barcode labels on items or storage bins allow quick logging of inventory counts, transfers, and usage by scanning. Provides near real-time accuracy of quantities on hand.

Radio-frequency identification (RFID) tags

RFID chips attached to materials can transmit information wirelessly. Allows automated logging of inventory without line-of-sight scanning required. Can track material through multiple stages.

GPS tracking for material deliveries

GPS units on trucks communicate real-time location and status of shipments. Provides estimated arrival times and reduces wait time on site. Helps monitor security and conditions during transit.

Automated logistics platforms and databases

Centralised dashboards integrate material tracking across the whole supply chain. Offer real-time visibility on inventory, orders, and deliveries across multiple projects and vendors.

The Future of Materials Off-Site

Ongoing innovations are shaping the future of construction materials management:

Increased prefabrication and modular construction

Optimised factory logistics and delivery will become imperative as more building components are pre-assembled offsite. On-site storage needs may decline as the “kit of parts” arrive ready for installation.

Further automation and robotics for materials handling

Drones, automated guided vehicles and robotic arms will take over many material movement tasks for enhanced speed, accuracy and safety. Human judgement is still required to oversee systems.

More use of autonomous vehicles for delivery

Self-driving trucks will unlock new potential for coordinated fleets, seamless site navigation, and around-the-clock delivery timed precisely when needed.

Continued advancement of tracking technologies

With inputs from sensors, scanners, embedded tags, computer vision and more, material oversight will be more intelligent and comprehensive.

Potential for drone delivery and 3D printing on-site

New technologies may enable the automated delivery of smaller items via drone. Onsite 3D printing could customise parts as needed versus traditional supply chains.

Conclusion

Effective management of off-site materials and laydown yards is one of the most vital components of smooth construction operations. It unlocks significant gains for productivity, cost control, quality, and safety through reduced delays, waste, and defects. Projects face prevented delays, increased costs, damage, and hazardous conditions when executed poorly.

Construction teams can excel at materials off-site management by focusing on comprehensive planning and forecasting, optimised logistics, stringent inspection and control, site organisation, and adopting the latest tracking technologies. There are abundant opportunities to implement best practices that take projects to the next level.

As construction projects grow more complex and innovative new technologies emerge, materials off-site management will continue to evolve. But the fundamentals of detailed coordination, rigorous quality control, and maximum visibility over material flows will remain essential for success. Companies strategically investing in and prioritising this aspect of their operations will hold a significant competitive advantage.