For Construction Project Managers ·
What you'll accomplish
By the end of this guide, you'll have Claude set up as a persistent AI assistant that already knows your project's contract structure, key contacts, delivery method, and preferred document formats. Every time you need to draft an RFI, change order, or email, you start with an assistant that knows your project — not a blank chatbot.
What you'll need
What you should see: A dashboard with a "New Chat" button and a "Projects" option in the left sidebar. Troubleshooting: If you don't see "Projects," make sure you completed the Pro upgrade — Projects is a Pro-only feature.
What you should see: A new project workspace with a chat interface and a "Project Knowledge" section on the right.
This is the key step. You're going to give Claude the background it needs to understand your project. In the Project Knowledge panel, click Add Content and add the following:
Document 1: Project Overview Create a simple text document with:
Document 2: Scope Summary A 1-2 page summary of what the project includes — building type, square footage, number of floors, key systems, any notable exclusions or owner-furnished items.
Document 3: Document Preferences A short note on how you want outputs formatted:
In the Project, look for a "Project Instructions" or "Custom Instructions" field. This is where you tell Claude how to behave in every conversation. Add something like:
"You are the AI assistant for the [Project Name] construction project. I am [Your Name], the Project Manager at [Your Company], a general contracting firm. This is a [project type] project for owner [Owner Name] delivered via [delivery method]. Always write construction documents in a professional, formal tone appropriate for an AIA/AGC contract environment. Never invent specific dollar amounts, schedule dates, or contract provisions — ask me to confirm these before including them in documents. When drafting RFIs, ask if I have the specific drawing and spec references before drafting."
Start a new conversation within the project. Ask:
What you should see: Claude responds knowing your project name, owner, and contract context without you having to explain it.
In Claude Pro, you can share a Project with team members. Click the share icon in the project settings. Your PE or APM can use the same project assistant — they'll all get consistent, project-aware outputs.
Draft an RFI: "Draft an RFI for this conflict: [describe issue]. Drawing references: [drawing numbers]. What clarification do we need from the [architect/engineer]?"
Write a change order: "Write a change order narrative for this scope addition: [describe what changed]. The cost is [$X] and schedule impact is [X days / none]. Explain why this is additional scope beyond the original contract."
Prepare for an owner meeting: "I have an OAC meeting tomorrow about schedule delays and a budget concern. Help me prepare 3 talking points that present our position professionally and proactively."
Draft a difficult email: "Write a professional email to [subcontractor name] formally documenting [issue] and requesting [specific action] by [date]. Keep the tone firm but not combative."