A practical way to identify recurring administrative work without handing off judgment, authority, or accountability by accident.
The downloadable file lists twenty candidate tasks with the ownership columns left blank, ready for your team to complete.
| # | Task | Workflow | Suggested frequency | Current owner | Future owner | Instructions ready | Access ready | Review owner | Notes |
|---|---|---|---|---|---|---|---|---|---|
| 1 | Log bid invitations | Preconstruction | Daily | — | — | — | — | — | — |
| 2 | Organize plan files | Preconstruction | Per opportunity | — | — | — | — | — | — |
| 3 | Update addenda status | Preconstruction | Daily during active bids | — | — | — | — | — | — |
| 4 | Maintain bid deadlines | Preconstruction | Daily | — | — | — | — | — | — |
The safest first delegation targets are recurring, teachable, visible, and reversible. They consume attention but do not require the owner’s technical judgment or contractual authority.
Remove the administration surrounding estimating before transferring technical estimating decisions.
Give the PM a current view of the project while preserving their authority over decisions and external notices.
Choose tasks with an approved script, rule, or escalation path.
No email gate and no follow-up sequence. The structure is yours to adapt; the decisions it supports stay with your team.
A lean opportunity register built around deadlines, missing information, vendor coverage, and the next decision—not decorative dashboard fields.
A compact project-administration pack that puts aging items, decisions, change exposure, procurement risks, and closeout gaps in one review.
Define who updates the artifact, when it is reviewed, what triggers escalation, and who has final authority.