BusyIncorporatedRoster / ROAN.0818
Roan reads every submittal
the day it posts.
Submittals, RFIs, drawing sets, pre-call agendas and the email around them — pulled the day they post, checked line by line against the governing documents, and returned to your team as memos and drafts with the reference attached. He works with your team, and no one outside it.
BUSY, INC.ROAN.0818
The work
What is on your desk
the morning after it posts.
Five deliverables, each on the cadence the document work actually arrives in.
- 01The submittal memoDay it postsOne page per submittal, compared line by line to the spec section and the approved set, markup attached. The discrepancy that would surface in the field at installation surfaces on paper, while changing it is still cheap.
- 02The RFI answer, draftedDay it postsThe question read against the current drawings and the governing spec section, an answer written with the sheet and section it cites, and ball-in-court tracked until it closes. Nothing sits for nine days because everyone assumed someone else had it.
- 03The drawing conflict listPer setPermit conditions, sheet-against-sheet conflicts and QC across architectural, structural and MEP, each finding placed on the sheet with its reference. A new set gets read fully, on the week it lands.
- 04The pre-call agendaBefore every callOpen RFIs, pending submittals and last week's commitments, pulled fresh that morning, with the items blocked on you separated from the ones that are not. The call starts on the same page for everyone in it.
- 05The email, draftedDailyWritten from the thread, the drawings and the log, in the firm's voice, landing in your team's inbox. A person reads it and decides what goes out.
What he does
Five jobs.
Each on its own cadence.
The recurring document work of a construction project, run from the record your team already keeps, at the same standard on the busy weeks.
- 01Submittal reviewEvery submittalPulled from Procore the day it posts, compared line by line to the spec section and the approved set, and returned as a one-page memo with the markup attached.
- 02RFI reviewEvery RFIThe question read against the current drawings and the governing spec section, an answer drafted with the sheet and section it cites, and ball-in-court tracked until it closes.
- 03Drawing reviewPer setPermit conditions, sheet-against-sheet conflicts and QC across architectural, structural and MEP — every finding placed on the sheet with the reference it came from.
- 04Pre-call agendasBefore every callOpen RFIs, pending submittals and last week's commitments, pulled fresh, with the items blocked on you separated from the items that are not. In your inbox the morning of.
- 05Email draftingDailyWritten from the thread, the drawings and the log, in the firm's voice. Every draft lands in your team's inbox; a person decides what goes out.
The boundary
Everything he writes
stays inside the company.
Two questions decide whether document review can be handed over: whether the review is real, and who might hear from him. Every finding carries the sheet, revision and spec section it came from, so a reviewer can verify it in one step. Subcontractors, vendors and the city never hear from Roan at all — his memos, agendas and drafts go to your team, and when something should leave the building a person reads it and sends it. That is the design, and it does not loosen with time.
Every deliverable arrives with
- The document it was checked against
- The sheet, rev and spec section it cites
- The discrepancies, flagged on the page
- The recommendation, in memo form
Findings go to your team and nowhere else.
What Roan may do
- Read Procore — submittals, RFIs, drawingsAlways
- Compare documents and draft the memoAlways
- File finished work in DropboxAlways
- Send email as himself to your teamAsk every time
- Contact a subcontractor or vendorNever
- Contact anyone outside the companyNever
Playbooks
The way the work gets done,
saved for next time.
Recurring site-diligence lookups become written playbooks: the source of record, the steps, the file naming, where the artifact is filed and how it comes back to the requester. Roan writes and revises them himself as the job changes, so the tenth run is as thorough as the first and it lands in the same place every time.
Playbook / FEMA flood map
The official FIRMette pulled for a property, with the zone, panel and effective date recorded — filed in the project folder and returned on the thread where it was asked.
Playbook / Zoning map
The jurisdiction's own GIS map of record, with the district and overlays noted — and the new jurisdiction retained, so the next run starts farther ahead.
Method
Checked against the real documents
Every submittal and RFI is read against the governing spec section and the current drawing set, line by line, at the length the document actually is.
Every finding carries its reference
The sheet, the revision and the spec section it came from, placed on the document, so a reviewer can verify it in one step.
Internal-only, as a rule
Roan never contacts a subcontractor, a vendor or anyone outside the company. Drafts land with your team; a person decides what leaves.
One memory across channels
Email, text, phone and the weekly call feed one chronological record. What he learns about how the firm works carries to the next job.
Day to day
Your tools,
from the first week.
Where he works
- Procore — submittals, RFIs and drawing setsRead only
- Gmail — reads the thread, drafts the replyDrafts only
- Microsoft 365 — Word and Excel, real filesRead / write
- Dropbox — project files, specs and photosRead / write
- Phone and text — his own line, your teamInternal only
No API? He opens Chrome and works the tool by hand, signed in as himself.
How he starts
- First weekWhite-glove setupEmail, phone number, machine, logins and access — the same way you would set up a new hire.
- First monthCompany contextThe drawings, specs, past emails and project history he needs. He starts on the first jobs closely supervised.
- First quarterWeekly trainingThirty minutes a week of guided feedback that sharpens how he reads, writes and files.
No migration and no new tool for anyone to learn. He works inside what the firm already uses.
Fit
Worth a conversation
if this sounds like your projects.
A good fit
- Submittals and RFIs arrive faster than anyone can read them against the specs
- The project record lives somewhere he can read it — Procore, Dropbox, a shared drive
- Someone on your team will read a memo and decide what goes out
Probably too early
- One project, with a PM who already reads every page of every set
- The work you need done is correspondence with subs, vendors or the city
- The drawings and specs live only in a plan room nobody has digital access to
Put Roan on the record.
Onboarded like a new hire: the standards, the people and the project history. Memos and drafts start arriving the first week.
Meet Roanroan@busy.inc