Tell Them What You're Going to Give Them: Deliverable Calendars 101

Let’s be honest - no one gets into construction because they love spreadsheets and calendars and talking about paperwork.

But here’s the thing: if you want to lead projects, not just survive them, you need to learn to love (or at least respect) a good Deliverable Calendar.

I’m not talking about a massive Gantt chart that makes your eyes glaze over. I mean a simple, rolling forecast that shows what you’re delivering to the client in the next 1, 3, and 6 weeks. Think of it as your project’s “coming soon” trailer - just way more useful and a lot less dramatic.

And trust me, once you get into the rhythm of building and updating this thing, it’ll become one of your most powerful tools - not just for keeping your clients happy, but for protecting your team and staying sane.

Let’s break it down.

What is a Deliverable Calendar?

At its core, it’s a living document or calendar that shows what tangible, important, client-focused work products are coming down the pipeline.  Now’s not the time for sharing that RSVPs to the company Christmas party are due soon, it's for things that impact your client, you know, the one paying you.

That could be:

• Commissioning Report for the Fire Department

• Updated drawings

• Major Change Order Response

• Schedule Re-Baseline Package

• Presentation for their board meeting

• Alternatives Analysis

You name it. If the client is expecting it, it belongs on the Deliverable Calendar.

And instead of burying it inside a 40-page schedule update or leaving it stuck in someone’s inbox, you keep it front and center - reviewed regularly, shared often, and used to drive conversations with both your team and your client.

Why Bother?

Glad you asked. Here’s why maintaining (and sharing) a Deliverable Calendar is a game-changer.

1. It Keeps You and the Client Aligned

Ever had that moment where a client says, “Wait, I thought we were getting that report this week”?

Or, worse, “What is this?  I didn’t ask for this, why would you work on it?” the morning after a late night buttoning up a report you thought the client needed.

Yeah, it sucks.

A Deliverable Calendar prevents that. When you review the calendar with your client - even for just 5 minutes in your weekly check-in - you’re constantly resetting expectations together. You're not just saying “we’re on track,” you're showing what's on track and that you’re the conductor of the train, not merely a passenger.

That level of transparency builds trust. It shows you’re not winging it. You’ve got a plan, and you’re sharing it.

2. It Supports Their Deadlines, Not Just Yours

Unless you’re the lead dog, the view doesn’t change.  (That’s a joke about dogs’ buttholes) Clients also have clients.  They have internal meetings. Board presentations. Budget reviews. Permitting submissions.

If they don’t get your deliverable on time, they miss their window - and the ripple effects can be ugly.  You can rest assured that they won’t be covering for you either, it’ll be “My contractor didn’t get me the information in time.”

By forecasting deliverables 6 weeks out, you’re not just making your life easier - you’re giving the client what they need to do their job. It positions you as a true partner, not just a vendor.

That kind of forward-thinking professionalism goes a long way.

3. It Shows Your Workload - and Prevents Overload

Ever feel like your client just keeps saying “can you also do this… by Friday?”

Sometimes it's not malicious. They genuinely don’t realize how much they’re already asking for.

When you share your deliverable calendar - and they can see that your team is preparing six things in the next three weeks - it helps them understand your bandwidth. It makes it easier to say, “Here’s what we have committed this cycle. Can we push that new ask to next month?”

It’s a polite, visual way of setting boundaries.

4. It Balances Your Team’s Workload

Internally, this calendar becomes your go-to tool for planning.

You can assign work more fairly. You can see who’s stacked up in Week 3, and who has breathing room in Week 4. It makes resourcing feel less like a game of whack-a-mole and more like an actual strategy.

It also helps junior staff see the big picture - where their piece fits into the larger puzzle.

5. It Helps You Manage Around PTO and Absences

Want to level up even more? Pair your Deliverable Calendar with an Out-Of-Office calendar.

Now you can see, “Hey, Alex is out the week we’re supposed to submit that. Let’s move it earlier, or reassign it.”

This is how you prevent 7pm panics and last-minute scrambles. It gives your team the space to be human - to take time off - without derailing the project.

Or, it just makes you look like someone who’s got it together.

How to Build One (Without Losing Your Mind)

This doesn’t have to be complicated, don’t go too deep.  Of course you should know when your submittals are due, but the intent of the Deliverable Calendar is for a more senior audience.  RFC Design Packages, Building Inspector Packages, Alternative Analyses, those types of things.

You can build a simple Deliverable Calendar using:

• A shared Excel or Google Sheet

• A calendar view in MS Teams or Outlook

• A task board in Trello or Asana

• Even a whiteboard snapshot in your weekly huddle

What matters is that it’s visible, current, and reviewed regularly.

Here’s a basic format to start:

Deliverable	Owner	Due Date	Status	Client Dependency?
Updated Striping Plan	Maria	May 7	In Progress	Yes – tied to permit submittal
Cost Estimate – Phase 2	Jason	May 15	Not Started	No
Field Photo Binder – Phase 1	Sam	May 21	Complete	Yes – needed for lender pay app

Update this every week. Keep it short. Share it with your team and client. Watch the magic happen.

Final Thoughts: It’s About Proactive Leadership

At the end of the day, keeping a Deliverable Calendar isn’t just an admin task.

It’s a signal - to your client, your team, and yourself - that you’re leading the work, not reacting to it.

It helps you communicate, prioritize, and plan ahead. It makes life better for everyone involved. And when things do go sideways (because they always do), it gives you a solid footing to regroup and reforecast with credibility.

If you’re growing into a leadership role in construction, this is one of those habits that sets you apart. You become the PM who doesn’t just get stuff done - but gets it done on purpose.

TL;DR:

• A Deliverable Calendar = forecast of what’s going out to the client in 1, 3, 6 weeks

• Helps ensure alignment, manage expectations, and avoid last-minute fire drills

• Supports internal workload balancing and covers for team absences

• Builds trust, shows professionalism, and makes you a better leader

Start small. Keep it simple. Make it a habit. You’ll thank yourself - and so will your client.