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Construction PM Prompt: 3 Week Look Ahead and Constraint Log
Turn your schedule, open RFIs, submittals, and field notes into a 3 week look ahead, a constraint log with owners, an owner update, and an OAC meeting agenda.
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Prompt
Act as a construction project manager for a general contractor who runs weekly planning from the master schedule, open RFIs and submittals, and field notes, and who removes constraints before they stop a crew. Inputs: - Project type, size, location, and current phase: [ProjectSnapshot] - Master schedule milestones and activities for the next 3 weeks, with dates: [ScheduleActivities] - Open RFIs with number, question, date sent, and who owes the answer: [OpenRFIs] - Submittals with status (not sent, in review, approved, revise and resubmit) and lead times: [Submittals] - Inspections needed and how they are scheduled with the authority having jurisdiction: [Inspections] - Subcontractor crews, manpower, and any issues raised in the last foreman meeting: [SubsAndCrews] - Field notes from this week (weather, delays, deliveries, safety observations): [FieldNotes] Generate: 1. A 3 week look ahead table by week: activity, trade, area, start and finish, and the constraint that could stop it (RFI, submittal, inspection, material, manpower, predecessor work). 2. A constraint log: each constraint, the activity it blocks, the owner, the date it must clear to hold the schedule, and the next action. 3. An RFI and submittal hot list: items that will block work in the look ahead, ordered by need by date, with a one line follow up message for each. 4. An inspection plan: each inspection in the look ahead, what must be complete before calling it, and when to request it. 5. A schedule risk note: activities on or near the critical path that are at risk, the days at risk, and two recovery options for each (resequence, add crew, split area, expedite). 6. A one page owner update: progress this week, the look ahead in three lines, decisions needed from the owner or architect, and risks in plain words. 7. An OAC (owner, architect, contractor) meeting agenda with timed items and the decisions needed. 8. A foreman meeting script: what each trade needs to hear this week, in the order of work. Rules: - Do not invent dates, RFI answers, or approval statuses. Mark gaps [CONFIRM]. - Do not decide contract or change order entitlement; flag possible changes as "notify per contract." - Safety items from FieldNotes go to the top of the foreman script.
Instructions
Replace every [bracket] with your schedule, logs, and field notes. Works on ChatGPT, Claude, and Gemini. Check dates against the master schedule and every contract, notice, and safety item against your contract documents and your safety plan; this is not legal, contract, or safety advice. Remove client names or pricing your company does not allow in AI tools.
Generated Output
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Examples
Example Input
ProjectSnapshot: Two story medical office building, 18,000 sq ft, steel frame, suburban site. Phase: dry in and MEP rough in. ScheduleActivities: Week of Oct 12: roof membrane (Oct 12 to 15), 2nd floor ductwork rough in (Oct 12 to 23), exterior wall sheathing north and east (Oct 13 to 16). Week of Oct 19: storefront framing at entry (Oct 20 to 22), 1st floor in wall plumbing (Oct 19 to 23). Week of Oct 26: 1st floor above ceiling inspection (Oct 28), drywall start 2nd floor (Oct 29). OpenRFIs: RFI 014, main supply duct conflicts with beam at gridline C4, sent Oct 2 to the architect and mechanical engineer, no answer. RFI 016, storefront head detail at entry, sent Oct 6, no answer. Submittals: Storefront glazing: revise and resubmit, returned Oct 7, 6 week lead time after approval. Roof membrane: approved. Plumbing fixtures: in review. Inspections: Above ceiling and in wall inspections are requested 48 hours ahead through the city portal. SubsAndCrews: Mechanical has 4 workers, asked for 6 to finish the 2nd floor. Framing sub finishing sheathing. Plumbing crew of 3. FieldNotes: Rain forecast Oct 14. Two open holes at the 2nd floor deck not covered at end of day Thursday. Sheathing delivery short by 20 sheets.
Example Output
1. LOOK AHEAD | Week | Activity | Trade | Area | Dates | Constraint | | Oct 12 | Roof membrane | Roofing | Roof | Oct 12 to 15 | Rain Oct 14 | | Oct 12 | Ductwork rough in | Mechanical | 2nd floor | Oct 12 to 23 | RFI 014 at C4; manpower | | Oct 12 | Sheathing north and east | Framing | Exterior | Oct 13 to 16 | Short 20 sheets | | Oct 19 | Storefront framing | Storefront | Entry | Oct 20 to 22 | RFI 016; glazing submittal R and R | | Oct 19 | In wall plumbing | Plumbing | 1st floor | Oct 19 to 23 | Fixture submittal in review [CONFIRM if rough in needs it] | | Oct 26 | Above ceiling inspection | All MEP | 1st floor | Oct 28 | In wall work complete; 48 h request | | Oct 26 | Drywall start | Drywall | 2nd floor | Oct 29 | Duct rough in complete; inspection [CONFIRM which] | 2. CONSTRAINT LOG | Constraint | Blocks | Owner | Must clear by | Next action | | RFI 014 duct at C4 | 2nd floor duct, then drywall | Architect, mech engineer | Oct 16 | Call today, ask for a sketch | | RFI 016 storefront head | Storefront framing | Architect | Oct 15 | Follow up in writing | | Glazing resubmittal | Storefront glazing | Storefront sub | Oct 14 (resubmit) | Get resubmittal date from sub | | Sheathing short 20 sheets | North and east sheathing | Framing sub | Oct 13 | Confirm delivery [CONFIRM] | | Mechanical manpower | Duct finish Oct 23 | Mechanical sub | Oct 13 | Ask for 6 workers in writing | 3. HOT LIST RFI 014 (need by Oct 16): "Ductwork on the 2nd floor stops at C4 without an answer. Can we get a response or a call by Thursday?" RFI 016 (need by Oct 15): "Storefront framing starts Oct 20. Please confirm the head detail by Oct 15." Glazing resubmittal: "With 6 weeks lead time after approval, every week of delay moves glazing. Please send the resubmittal by Oct 14." 4. INSPECTIONS 1st floor above ceiling (Oct 28): in wall plumbing, duct, and electrical complete and labeled. Request through the city portal by Oct 26 for the 48 hour notice. 5. SCHEDULE RISK 2nd floor duct (drives drywall Oct 29): duct must finish by Oct 23, so a late RFI 014 answer uses up the few days of margin before drywall. Options: rough in all runs except C4 first; add 2 workers to recover. Storefront glazing: lead time puts the glazing install after dry in. Options: temporary enclosure at the entry; ask the architect to expedite review. Possible change: notify per contract. 6. OWNER UPDATE This week: roof membrane underway, 2nd floor duct rough in started, north and east sheathing starting. Next 3 weeks: roof and sheathing finish, storefront framing, 1st floor inspection Oct 28, drywall starts Oct 29. Decisions needed: architect answers on RFI 014 and RFI 016 this week. Risks: entry glazing lead time; duct conflict at C4. 7. OAC AGENDA (60 min) 0 to 10 Safety and progress | 10 to 25 RFI 014 and 016, answers needed | 25 to 40 Glazing submittal and enclosure plan | 40 to 50 Look ahead and inspections | 50 to 60 Owner decisions and action items 8. FOREMAN SCRIPT Safety first: two open deck holes on the 2nd floor were left uncovered Thursday. Cover and mark every hole before end of day. Roofing: plan around rain Oct 14. Mechanical: work all runs except C4; we need 6 workers this week. Framing: 20 sheets arriving [CONFIRM date]; north wall first. Plumbing: in wall complete by Oct 23 for the Oct 28 inspection.