What to Expect Before Your Pole Building Goes Up
It happens all the time. We get very excited clients ready to build the pole-building of their dreams. They have plans laid out, a color picked, and an area on their property dusted off. We can feel the elation and anticipation of their future. It’s usually a very thrilling time.
There’s just one problem. The waiting. No matter how great your plan is, or how many details you have ready to go, there will always be a little bit of waiting to do. It’s not just pouring concrete and raising walls. There is a process that can take 16-20 weeks before we even break ground.
So what does that look like exactly? What happens before the crew and trucks can even begin bringing materials out?
Let’s explore what happens between the down payment and breaking ground.
Initial Sales & Bidding Process
When we meet, we want to ensure that we see your vision and know exactly what you want. For some customers, their buildings are more than a new build. For some, it is a legacy. It can sometimes be the most important purchase of a lifetime, and we are ready to bring that dream to life.
Our team uses a sophisticated bidding software system to map out your design. This includes estimating labor, materials, and beginning to determine cost projections. During this time, we are reaching out to vendors to get the most accurate bids to keep your estimate on target. Our goal is to keep open communication between all parties as we lay the groundwork for success.
Administrative Setup
When a project begins, we create a customer profile in our system to keep your project organized. This helps us update your scope of work and keep all the details in one location. We have dedicated folders for each section of your project. The team is able to stay on top of all of your information this way.
Financial & Accounting Preparation
Some people like surprises, but not us. There’s a time and a place, but not when building the pole barn of your dreams. Our accounting team will also be keeping track of your project. As a team, we continue to enter data and update your Project Estimate worksheet to stay accurate and on track. This process reduces big surprises with regard to payments, timelines, and vendor costs.
Project Management System Setup
Next, we add your project to our comprehensive project management tool. This allows us to set a detailed schedule, track real-time progress, and update you throughout the build. We input vendor estimates, submit bid requests, and send you an invitation so you can log in and follow along. This transparent process allows you to stay informed and aligned from start to finish.
Permits & Legal Coordination
One area where we have little to no influence on your timeline is when it comes to permits and legal coordination. We must work with local agencies to ensure your project is correctly permitted. Some of the agencies we work with include septic information with the Health Department, checking if a Road Approach Permit is needed, and gathering documentation like site measurements, setbacks, easements, and As-Built maps.
We then submit the official building permit application to your local Building Department, pay any necessary fees, and collect your permit packet so everything is in hand before ground is broken.
Subcontractor & Vendor Coordination (Phase 1)
When we coordinate, we do it early. As a team, we hold an internal intake meeting to discuss your entire building plan. We then begin communicating with subcontractors. This includes things like setting up the site plan, coordinating with the site prep crew, and working with electricians and others.
Additionally, we begin coordinating with material vendors for key components:
- Overhead doors
- Man doors
- Windows
- Insulation
- Trusses
- Engineering specifications
Getting these moving early ensures materials arrive on time and in the right order.
Site Preparation Begins
Now, the fun can begin. When it is site preparation day, the butterflies begin to flutter for everyone. When the permits are secured and plans are approved, our team is ready to visit the site. This can happen multiple times to shoot, grade, check progress, and coordinate with the subcontractors.
Keep in mind, it’s not uncommon for minor delays to pop up. We often have customers change their minds or have an agency start requesting permit revisions. Our team is always quick to adapt and communicate. However, any changes being made at this point can throw a wrench in the timeline.
Ongoing Adjustments & Customer Communication
We just keep on talking now. We understand how important it is to stay on track with both the project and our communication. This is very important as we make changes, tweaks or adjustments based on permits, engineering or your taste. We update the project schedule in Buildertrend, revise vendor estimates, and ensure every stakeholder is aligned.
We believe in transparency, which is why you’ll always know where your build stands.
What if the Project is Cancelled?
While rare, cancellations do happen. When they do, we act with integrity. We notify all vendors and subcontractors, conduct internal meetings to assess work performed, and provide documentation of everything completed. We don’t charge markup on cancelled projects, and in many cases, customer down payments only cover direct costs. At Quality Structures One, we do what’s right—even when projects don’t move forward.
Final Thoughts
The process from down payment to breaking ground can feel long. However, as you can see, we are working on many different facets to get your project up and running. We ensure no stone is left unturned and your project gets going without a hitch. There can be hiccups, but the steps we take are used to minimize those stressors.
Ready to get started? Contact us today at (509) 727-2525 and let’s build something that lasts generations.