If you’ve been in project management for more than a day, especially in construction, architecture or engineering, you already know that managing submittals is one of those tasks that’s deceptively simple on the surface.
In theory, it’s just paperwork. In reality, it can make or break your schedule, frustrate your team and create massive headaches if not handled properly.
Submittals are how contractors, suppliers and vendors communicate exactly what they’re going to build, install or supply. Shop drawings, product data, material samples are all submittals. One of the most essential roles of a project manager (PM) is to ensure that all submittals are received and done correctly to keep the project flowing.
Below we will look into how to manage the submittal process like a pro without making it harder than it needs to be.
Know What You’re Looking At
First off, not all submittals are created equal. Some are just informational things the team wants you to be aware of. Others require review and approval from architects, engineers or consultants. And some are just mock-ups or samples you’ll look at once and then never deal with again.
Your job is to know what each submittal is, what category it falls into and what the turnaround time needs to be. Don’t treat a decorative finish sample the same as a critical equipment spec that affects the electrical layout. Prioritization matters.
If your team is new or junior, they may not know the difference between what’s critical and what’s fluff. Your leadership is key here. Help them see the forest through the trees.
Build a Submittal Log Early
Don’t wait until you’re neck-deep in the job to start tracking submittals. As soon as you’ve got the specs and contract documents in hand, start building your submittal log. This is your master list of every required submittal, who’s responsible for it, who needs to review it and how long that review should take.
Most PMs use software for this (Procore, PlanGrid or even a detailed Excel sheet if you’re old school). The point is to have a living document that gets updated constantly and used daily.
A good submittal log answers three questions at a glance: What’s been submitted? What’s overdue? What’s approved and ready to go?
Set Clear Deadlines and Commit to Them
Submittals don’t exist in a vacuum. Each one feeds into procurement, fabrication or installation. If a decision gets delayed, it can cause a ripple effect across the entire job.
As the PM, you need to push for timely submissions from the contractor side and prompt reviews from the design team. Don’t just send something out and hope it comes back in two weeks. Say it out loud. Put it in writing. “Please review and respond by Friday the 12th.” No ambiguity.
Failing to set up deadlines will ultimately set you up to face delays.
Follow Up Like It’s Your Job
This is where a lot of PMs drop the ball. They send a submittal off for review and assume it’ll come back when it’s supposed to. Sometimes it does. Sometimes it gets buried in someone’s inbox and forgotten.
Make follow-ups part of your routine. Create calendar reminders. Send polite nudges. Ask during meetings. The key is not to be a pest, but to be persistent in chasing down what is owed to you.
The best project managers are the ones who are relentless in their follow ups, because they know nobody else is there to chase down their submittals besides them.
Communicate the Outcomes
Once a submittal is reviewed, don’t just file it away. Make sure everyone who needs to know the result actually sees it. That means sharing approvals, markups and rejections with the right teams: field crews, procurement leads, superintendents and even billing if cost changes are involved.
And do it quickly. A delay in sharing approvals is almost as bad as a delay in getting them in the first place. Keep your pipeline moving.
Also, if something is rejected or marked “revise and resubmit,” be crystal clear about what needs to change. Don’t just forward the comments and hope the contractor figures it out. Clarify expectations, help interpret feedback and set a new deadline for resubmission.
Final Thoughts
Managing the submittal process isn’t flashy. You’re not pouring concrete or designing steel connections. But you are keeping the gears turning. Every reviewed drawing and approved spec is one more piece of the puzzle in place.
Get ahead of it. Stay on top of it. Be the one who knows exactly where everything stands and what’s holding things up. When the job finishes on time and under budget, no one will cheer because you managed the submittals well. But you’ll know. And that’s what makes a great project manager.