How-To Guide

How to Set Up a Plan Review Workflow

Create a systematic process for reviewing construction documents

Ad-hoc plan review leads to missed issues, duplicated effort, and inconsistent quality. A structured workflow ensures thorough review, clear accountability, and documented findings. Here's how to set one up.

Step 1: Define Review Types and Triggers

Different milestones require different review depths:

SD (Schematic Design)High-level
Program fit, major code issues, site constraints
DD (Design Development)Moderate
Coordination, constructability, value engineering opportunities
50% CDDetailed
Detailed coordination, specification alignment, scope gaps
100% CD / IFCComprehensive
Completeness, dimension verification, final QC
Addenda/RevisionsTargeted
Change impacts, coordination with existing work

Step 2: Assign Review Responsibilities

Divide review tasks by expertise:

This split works best when supported by role-specific workflows for general contractors, estimators, and discipline leads.

Project Manager
Scope alignment, contract compliance, cost implications
Superintendent
Constructability, sequencing, site logistics
Estimator
Scope changes, quantity verification, specification alignment
MEP Coordinator
System coordination, clash detection, routing
Safety Manager
Access, fall protection, hazardous conditions

Step 3: Create Standard Checklists

Checklists ensure consistent, thorough reviews:

General: Sheet organization, revision control, scale verification
Architectural: Code compliance, dimension verification, finish schedules
Structural: Grid alignment, member sizing, connection details
MEP: Coordination, equipment schedules, routing conflicts
Site: Utilities, grading, access, staging areas

Customize checklists based on project type and lessons learned from previous projects.

Step 4: Set Up Document Management

Organize files for efficient review:

1
Store drawings in a central, version-controlled location
2
Use consistent naming conventions (Project_Discipline_Date_Rev)
3
Maintain separate folders for each review milestone
4
Keep marked-up copies separate from clean originals
5
Archive superseded versions for reference

Step 5: Establish Comment Standards

Consistent comment format speeds resolution:

Comment Format

Location: Sheet, grid lines, room number

Issue: Clear description of the problem

Severity: Critical / Major / Minor

Suggested Resolution: Proposed fix if known

Reviewer: Initials and date

Step 6: Define the Review Cycle

Set clear timelines and handoffs:

Receipt
Log drawings, notify reviewers, set due dates
Distribution
Send to assigned reviewers with checklists
Individual Review
Each reviewer completes their discipline review
Consolidation
Compile all comments, remove duplicates
Review Meeting
Discuss critical issues, prioritize responses
Transmittal
Send consolidated comments to design team
Tracking
Monitor responses, verify resolution

Step 7: Track and Measure

Metrics help improve your process:

Number of issues found per review phase
Critical issues caught vs. missed (found later)
Average review turnaround time
RFI rate after each review milestone
Cost of issues caught early vs. in field

Accelerate Your Plan Reviews

Helonic's AI can handle the systematic checking (dimension verification, coordination conflicts, schedule matching) so your team can focus on the judgment calls that require human expertise.

For rollout planning, align feature priorities in the comparison hub and finalize access strategy on the pricing page.

Try Automated Plan Review