Trigger
Groundwork starts on site
Phase One
Construction Start
Superintendent
PROCESS 1.1
Schedule Activation Process
End state
Working schedule live and being revised
PROCESS 1.2
Long-Lead Procurement Process
Phase Two
Weekly Operating Cycle
Superintendent + Principal
PROCESS 2.1
Look-Ahead Preparation Process
Trigger
Monday morning
End state
Look-ahead sheet ready for review
Trigger
Items surface during the week
End state
List current and worked down
PROCESS 2.2
Look-Ahead Review Process
Trigger
Look-ahead meeting starts
End state
Carryover items identified
Trigger
Prior week reviewed
End state
Coming week's plan agreed
PROCESS 2.3
Working Schedule Revision Process
Trigger
Trade finishes on site
End state
Actual duration recorded on the line item
Trigger
Week's actuals recorded
End state
Working schedule current for the coming week
Trigger
Working schedule revised
End state
Variance against baseline visible
Trigger
Working schedule diverges from the client-facing milestones
End state
UNKNOWN — no source describes how or whether the owner is ever told the revised completion date
PROCESS 2.4
Trade Scheduling Process
Trigger
Trade's start date approaching within their lead time
End state
Trade contacted and given their window
Trigger
Trade due on site within the confirmation window
End state
UNKNOWN — no confirmation artifact or threshold defined
PROCESS 2.5
Material Ordering Process
Trigger
Coming week's trades and stages set
End state
Orders placed for the week's work
Trigger
Order blocked on a missing dimension or quantity
End state
Quantity returned and order placed
PROCESS 2.6
Owner Communication Process
Trigger
Owner meeting cadence comes due
End state
Owner briefed and open items captured
Trigger
Owner or architect conversation starts
End state
Conversation recorded and transcribed
Trigger
Scope change identified on the job
End state
Change order in front of the owner for approval
Phase Three
Daily Field Cycle
Superintendent
PROCESS 3.1
Morning Preparation Process
Trigger
Superintendent arrives at the office
End state
Overnight email triaged and actions captured
Trigger
Laborer list runs short
End state
Each laborer has work queued for the shift
Trigger
Day's plan set and issues outstanding
End state
Open issues raised and direction taken
PROCESS 3.2
Site Opening Process
Trigger
Superintendent arrives on site
End state
Site open, secure, and materials confirmed
Trigger
Site opened
End state
Attendance known and every absence reached and documented
PROCESS 3.3
Site Walk and Quality Control Process
Trigger
Site opened and trades working
End state
UNKNOWN — no source defines what a completed checklist walk covers
Trigger
Defect or instruction identified on the walk
End state
Instruction marked on the work for the trade
Trigger
Site walk reaches each trade's work area
End state
Progress and blockers known for each trade
Trigger
Site walk in progress
End state
Progress photos captured for the day
PROCESS 3.4
Subcontractor Coordination Process
Trigger
Trade calls or texts during the day
End state
Question answered or action taken
Trigger
Trade raises a question or problem on site
End state
Question resolved and the trade unblocked
Trigger
Sub needs a task list and will not use email
End state
Checklist shared and visible to the sub
PROCESS 3.5
Day Close Process
Trigger
Trade finishes for the day
End state
UNKNOWN — no reporting standard or channel defined
Trigger
Day's work reviewed against the plan
End state
Each shortfall raised with its trade
Trigger
Day's shortfalls raised
End state
Next day's requirements arranged
Trigger
Site day ends
End state
Daily log posted, or skipped for the day
Trigger
Daily log written
End state
UNKNOWN — required fields not defined and ownership of the standard unresolved
PROCESS 3.6
Plan Review Process
Trigger
Upcoming trade or stage approaching
End state
Plan questions identified and routed
Trigger
Next trade's start date approaching
End state
Site and materials ready for the incoming trade
Trigger
Afternoon office block
End state
Budget position understood against commitments
Phase Four
Site Preparation and Groundwork
Superintendent
PROCESS 4.1
Demolition Process
Trigger
Site prep starts on a site with existing conditions
End state
Demo scope and price agreed with the contractor
Trigger
Demolition underway
End state
Demo questions answered and the day's progress confirmed
PROCESS 4.2
Survey and Layout Process
Trigger
Surveyor arrives on site
End state
Survey points handed over and work underway
Trigger
Trade due to install to a plan location
End state
Locations marked on site for the trade
PROCESS 4.3
Building Pad and Foundation Process
Trigger
Site staked and cleared
End state
Pad graded to the planned elevation
Trigger
Pad graded
End state
Elevation confirmed correct for the building set
Trigger
Footings dug and squared
End state
Below-slab utilities and plumbing installed
PROCESS 4.4
Pre-Cover Verification Process
Trigger
Below-slab work reported complete
End state
Installed positions verified against the plans
Trigger
Work verified and ready for inspection
End state
City inspection held and work cleared for cover
Trigger
Verification finds work out of position
End state
Discrepancy corrected before cover
Phase Five
Structural Build
Superintendent
PROCESS 5.1
Framing Coordination Process
Trigger
Multi-building job reaches framing
End state
Framing sequenced per building on the working schedule
Trigger
Framing section reported complete
End state
Hardware verified present and correct
PROCESS 5.2
Pre-Cover Verification Process
PROCESS 5.3
Progress Documentation Process
Trigger
Insulation due and rough-ins complete
End state
UNKNOWN — no source states where the pre-insulation record is filed
Trigger
Condition needs a visual record
End state
Photo captured and sent or filed
Phase Six
Finish-Out and Punch Transition
Superintendent
PROCESS 6.1
Finish Material Kickoff Process
Trigger
First delivery of a finish material with a supplied installation system
End state
UNKNOWN — no kickoff format, attendee set, or trigger threshold defined
Trigger
Installing crew arrives on site
End state
UNKNOWN — no briefing standard defined
PROCESS 6.2
Finish Trade Quality Control Process
Trigger
Finish trade reports work complete
End state
Work accepted or defects marked before cover
Trigger
Detail miss identified in finish work
End state
Miss raised with the crew lead and rework agreed
PROCESS 6.3
Punch Transition Process
Trigger
Finish trades report complete
End state
Site released to the cleaning crew
Trigger
Cleaning starts on site
End state
UNKNOWN — the completion condition depends on the unratified cleaning-start versus cleaning-finish boundary
WORKFLOW MAP REVIEW
Notes & Assumptions
Sources and confidence
- Main sources: Tom Kirk interview 2026-08-05 (TOM-F18 to TOM-F46, TOM-F57, TOM-F58) and Connor Fields interview 2026-08-06 (CON-F16 to CON-F32).
- Schedules, look-ahead, to-do sheet, laborers, calls, daily log: TOM-F24, TOM-F25, TOM-F30, TOM-F34, TOM-F36, TOM-F38, TOM-F39, TOM-F43, CON-F15.
- Owner-facing schedule: OFF-F56, DISC-F28. Reporting hours: TOM-F1, STACK-F1.
- Daily cadence and build stages: CON-F16 to CON-F29, CON-F31, OFF-F60 to OFF-F62.
- Look-ahead, log standard, Asana projects, client schedule: OFF-F55, OFF-F56, OFF-F63 to OFF-F65. Pre-construction end state: OFF-F45, OFF-F46, OFF-F49.
- Constraints and client contact: DISC-F1, DISC-F2, DISC-F10, DISC-F16, DISC-F19, DISC-F23 to DISC-F25. Capture gap: STACK-F1 to STACK-F4, STACK-F50.
- JobTread and Quo: operator confirmation 2026-08-25. QuickBooks is pending W1 Q12.
Structure notes
- The weekly cycle (Phase 2) and daily cycle (Phase 3) are defined once and run through all three build stages (Phases 4 to 6).
- The Superintendent owns both sides of every phase boundary. Processes 2.2 and 2.6 belong to the Principal.
- Four hand-overs inside the map: into Phase 1, both ways at the Monday review (2.2), to the Office Manager (2.5.2), and to the Owner (2.6.3). Nobody has described what makes any of them done.
- These steps also support work elsewhere: Monday review, trade scheduling, owner updates, pre-cover checks, and cabinet delivery.
- Process 6.1 has its `SOP checklist:` at process level because neither of its activities is done today.
- Change orders are named but not mapped. Only the routing step exists (2.6.3).
Tool transitions
| Current tool | Field-execution role | Transition | Notes |
|---|---|---|---|
| Asana | Tasks, to-do list, daily log, change orders | JobTread | Finishing jobs stay in Asana through punch. |
| Instagantt | Working schedule | JobTread | Gantt is built in. |
| Google Sheets look-ahead | Monday look-ahead | JobTread | |
| Personal-cell calls and texts | Sub coordination, nothing recorded | Quo | Records and transcribes each call. Open: port numbers or start fresh. |
| iMessage group texts | Subs, internal team, clients | Quo (external), Slack (internal, timing open) | End goal: no internal texting. |
| Client communication channel | Owner updates, change orders | Slack (proposed, timing open) | Until Slack, clients stay on iMessage. |
| Shared iPhone Notes checklists | Task lists for subs who avoid email | No decision | |
| Paper to-do sheet | One super's weekly list | No decision | |
| Granola | Recording owner and architect meetings | Staying | Task sync will change with JobTread. |
| Google Workspace (Gmail, Drive) | Email, documents | Staying | |
| Adaptive | Job cost | Staying | |
| On-site cameras | Site monitoring | Staying | |
| ConX under Houzz | Takeoffs | No decision | One super prefers Bluebeam. |
QuickBooks is not in this table. See the office bidding map, W1 Q12.
Divergences between superintendents
| Topic | Tom Kirk | Connor Fields | Working state in this map |
|---|---|---|---|
| Schedule model | Three schedules: baseline, padded owner version, tight working schedule (TOM-F24, TOM-F25) | One schedule, adjusted to actuals (CON-F15) | Both at 1.1. |
| Running to-do list | Paper sheet | Asana project | 2.1.2. Q5. |
| Site arrival | Unlocks doors, walks site | Subs already in with a gate code | 3.2. |
| In-house laborers | Daily list per laborer | Never mentions laborers | 3.1.2. Q6. |
| Physical marking | Blue tape | Spray paint | 3.3.2. |
| Daily walk | Blue tape plus photos | Construction checklist | 3.3.1. Q8. |
| Look-ahead horizon | Month, two weeks, one week, three days, day before | One week firm, two weeks loose | 2.1.1. |
| Daily log | Two or three times a week | Frequency not stated | 3.5.4. |
| Day length | Seven to five or six thirty | Seven to five or seven | Phase 3. |
| Granola maturity | Uses it, filters output | Not yet using it | 2.6.2. |
| Pre-construction appetite | Did the full pass | Left out, and prefers that | Out of scope. |
| Punch boundary | Punch-workflow concern | Cleaning start, then agreed to cleaning finish | Phase 6, 6.3.2. Q1. |
Assumptions to verify
- Principal is used for Patrick Struble. Owner is the developer client. Q4.
- Office Manager is Lisa Mello. Her surname appears as both Mello and Morel.
- Superintendent is one role covering Tom Kirk and Connor Fields.
- None of the four hand-overs has a stated done check. Q18 and Q20 propose two.
- Failure paths are mostly missing from the sources. Q17.
- The schedule-performance bonus has no written terms.
- No source confirms a preserved baseline comparison exists today (1.1.1, 2.3.3).
Sub-function assignments
| Tentative sub-function | Before condensation | After condensation | Current, after canonical re-homes |
|---|---|---|---|
| Schedule Management | 13 | 11 | 10 |
| Site Supervision | 21 | 19 | 19 |
| Trade Coordination | 15 | 13 | 13 |
| Material Procurement | 4 | 4 | 2 |
| Field Reporting | 6 | 6 | 6 |
| Client Communication | 3 | 3 | 3 |
| Crew Management | 1 | 1 | 1 |
| Build Sequencing | 3 | 2 | 2 |
Small groups may fold; large ones may split.
Naming rewrites
| Original phrasing in source | Applied title | Rule fired | Verb inferred? |
|---|---|---|---|
| "speak the patrick if he needs anything" | Raise open issues and blockers before leaving the office | No roles in titles | "raise" |
| "hit some emails early on to see what's come in" | Triage overnight email for supplier and architect items | Action verb first | "triage" |
| "me reaching out to them, asking why is this not done" | Chase incomplete work with the responsible trades | Action verb first | "chase" |
| "Change orders, the owners" | Route change orders to the owner for approval | Action verb first | "route" |
| "we have a daily to-do list for each of the laborers" | Load the daily task list for each in-house laborer | Action verb first | "load" |
| "I got three separate buildings. So I've got three separate framing" | Sequence framing separately for each building on site | Action verb first | "sequence" |
| "The baseline schedule … then my schedule … best case scenario" | Convert the baseline schedule into the tight working schedule | Action verb first | "convert" |
| "schedule only the owners see … pushed out a little bit further" | Produce the padded client-facing milestone schedule | Action verb first | "produce" (now in Pre-Construction 4.3.1) |
| "different workers … trying to fix something" plus "communication with the sub boss" | Escalate detail misses to the subcontractor's crew lead | Action verb first | "escalate" |
Eight of these are still in this map (Q16). The merged title at 3.2.2 is Q25.
Quality checklist
- [x] Titles follow the naming rules.
- [x] Six phases. Every process has a role, trigger, and end state.
- [!] Processes 1.2 and 5.2 point at other definitions. Process 6.1 has no active activity (Q21).
- [!] Four hand-overs, none with a done check. Nine UNKNOWN end states. Some decision points show one branch only (Q17).
- [x] Status: 56 activities, 48 active, 2 draft, 6 gap. 26 questions, one `?` each.
FOR THE MAPPING SESSION
All open questions (26)
Phase 2: Weekly Operating Cycle
Jump to phase ↑- Q3
Should we add a step that tells the owner a revised completion date?
The client schedule is never updated.
- Q4
Is Principal the label you want for yourself in the ops map?
- Q5
Should one to-do method become the Slate standard going into JobTread?
Tom uses paper, Connor uses Asana.
- Q7
Should we design the per-sub pre-arrival checklist as part of this engagement?
- Q10
Should change orders get their own workflow map?
No source describes how one starts, gets priced, or gets approved.
- Q11
Should look-ahead prep move to Friday?
You said you would prefer a Friday sweep.
- Q13
Do you want an interim client-communication decision before JobTread go-live?
Until Slack, clients stay on iMessage.
- Q14
Does the two-project split (client-facing and internal) need to carry into JobTread?
- Q15
Should the Granola-to-task sync be treated as live, or held as draft until JobTread is set up?
- Q17
Should we do a dedicated pass on failure paths before the gap analysis?
Nothing describes a sub going bust, weather, or a late delivery.
- Q18
For the Monday review, is "the week's plan is agreed and carryover items are named" the right done check?
- Q20
For takeoffs sent to the Office Manager, is "the quantity is back on the task and the order can be placed" the right done check?
- Q22
Does your Monday look-ahead name what is blocking each task and who clears it?
That is typical in custom residential work.
Phase 3: Daily Field Cycle
Jump to phase ↑- Q2
Do you want to set the daily-log standard yourself?
Today there is no standard.
- Q6
Does Connor's job have in-house laborers with daily lists?
Tom keeps one per laborer.
- Q8
Is Connor's construction checklist a real standing list, separate from the punch list?
- Q12
Do the superintendents review job budgets during the build today?
You said you do nearly all of the budget.
- Q16
Do the eight titles in the naming table describe the work the way you would say it?
- Q23
Should the daily log always show weather, each trade and headcount, work done, deliveries, and delays?
- Q25
Do the seven folds listed at the top of this map match how the supers would describe the work?
Phase 4: Site Preparation and Groundwork
Jump to phase ↑- Q24
Should below-slab work get a photo record before the pour, like the pre-insulation video?
Phase 5: Structural Build
Jump to phase ↑- Q26
Where should the pre-insulation video be filed?
Today it may exist only on a phone.
Phase 6: Finish-Out and Punch Transition
Jump to phase ↑- Q1
Should cleaning start be the confirmed punch boundary?
Connor first said cleaning start, then agreed to cleaning finish.
- Q9
Should the supplier install kickoff become standard for every supplied finish system, not just cabinets?
- Q19
Does the superintendent build an outstanding-items list before cleaning starts?
- Q21
Is it true that nothing happens on cabinet delivery day today beyond install starting?