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How can you manage changes to your project scope with contractors?

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As an architect, you know that changes to your project scope are inevitable. Whether they are requested by the client, the contractor, or the regulatory authorities, you need to manage them effectively to avoid delays, disputes, and budget overruns. In this article, we will share some tips on how to communicate, document, and negotiate changes to your project scope with contractors.

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Muhammad Javed

Design Coordinator at DesignLine Studio L.L.C

1 Establish a clear scope baseline

Before you start any work, you should have a clear and detailed scope of work (SOW) that defines the project objectives, deliverables, specifications, and responsibilities. The SOW should be agreed upon and signed by both you and the contractor, and serve as the baseline for measuring and tracking changes. You should also have a change management plan that outlines the process, roles, and criteria for initiating, reviewing, approving, and implementing changes.

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Muhammad Javed

Design Coordinator at DesignLine Studio L.L.C
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Foster open and transparent communication with contractors from the beginning of the project. Establish clear channels for discussing project changes, ensuring that everyone is informed and on the same page. Maintain a comprehensive and well-documented record of the original project scope. This includes project plans, specifications, contracts, and any other relevant documentation. Having a clear baseline helps in evaluating changes against the initial scope.

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2 Communicate changes promptly and clearly

Whenever there is a change to the project scope, you should communicate it to the contractor as soon as possible and in writing. You should explain the reason, impact, and alternatives for the change, and request a response within a reasonable timeframe. You should also keep the client and other stakeholders informed of any changes and their implications. Communication is key to avoid misunderstandings, conflicts, and errors.

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Muhammad Javed

Design Coordinator at DesignLine Studio L.L.C
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Establish formal change management procedures within the project contract. Clearly outline the process for proposing, evaluating, and approving changes. This should include the roles and responsibilities of both the project team and the contractors.

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Mehul Mistri

Director Of Operations | Technical Leader | Solution Architect | Web & Mobile App Development Agency
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Projects are of two types. Fixed cost and TnM model. While working on TnM model, that's perfectly fine if there are changes in scope where contractor and customer both are aware about the scope changes while in fixed cost, it is very difficult to manage scope changes. Preparing a practical approach to better prepare for scope change will help you ensure every project is a success. One should need a solid change process that will help you streamline requests, delegate work to the right people, and maintain oversight of your project scope. It’s very important to define the process before you get a request for scope change to avoid conflicts.

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3 Document changes thoroughly and accurately

Every change to the project scope should be documented in a change order (CO) that describes the change, the justification, the cost, the schedule, and the approval status. The CO should be attached to the original SOW and signed by both you and the contractor. You should also update the project schedule, budget, and quality plan accordingly. Documentation is essential to track and verify changes, and to protect your rights and interests in case of disputes.

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4 Negotiate changes fairly and realistically

Sometimes, changes to the project scope may require additional work, time, or resources from the contractor. In such cases, you should negotiate with the contractor on the terms and conditions of the change, such as the scope, the price, the schedule, and the quality. You should be fair and realistic in your expectations and demands, and consider the contractor's perspective and constraints. You should also be flexible and willing to compromise, as long as the change does not compromise the project's overall goals and standards.

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5 Monitor and control changes continuously

Finally, you should monitor and control the implementation of changes to the project scope throughout the project lifecycle. You should verify that the contractor delivers the agreed-upon deliverables according to the specifications, schedule, and budget. You should also inspect and test the quality of the work, and provide feedback and corrections as needed. You should also report and document the progress and performance of the changes, and identify and resolve any issues or risks that may arise.

By following these tips, you can manage changes to your project scope with contractors more effectively and efficiently, and ensure that your project meets the expectations and requirements of all parties involved.

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Muhammad Javed

Design Coordinator at DesignLine Studio L.L.C
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Implement a system for monitoring and controlling changes. Regularly review the project's change log to track the number of changes, their impact on the project, and their resolution status.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Muhammad Javed

Design Coordinator at DesignLine Studio L.L.C
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Effectively managing changes to the project scope with contractors requires a proactive and collaborative approach. By establishing clear communication, formalizing procedures, and negotiating changes transparently, project managers can navigate changes successfully while maintaining project quality, budget, and schedule.

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How can you manage changes to your project scope with contractors?

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1 Establish a clear scope baseline

2 Communicate changes promptly and clearly

3 Document changes thoroughly and accurately

4 Negotiate changes fairly and realistically

5 Monitor and control changes continuously

6 Here’s what else to consider

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