How do you manage change orders without delaying the project schedule?

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Change orders are inevitable in any construction project, but they can also cause delays, disputes, and cost overruns if not managed properly. As a construction supervisor, you need to know how to handle change orders effectively and efficiently, without compromising the quality and safety of your work. Here are some tips to help you manage change orders without delaying the project schedule.

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1 Plan ahead

The best way to avoid surprises and conflicts is to plan ahead for possible changes and contingencies. Before starting the project, review the contract, scope, specifications, and drawings carefully and identify any areas of ambiguity, inconsistency, or risk. Communicate with the owner, designer, and subcontractors to clarify expectations and responsibilities, and document any agreements or changes in writing. Establish a clear and consistent process for requesting, approving, and implementing change orders, and include a realistic budget and timeline for potential changes.

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Costel Nastac

Construction Consultant | Project Monitoring
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Define clear and standardized procedures for submitting, reviewing, and approving change orders. Ensure that all stakeholders understand the process and their roles in managing change orders effectively. Anticipate potential changes early in the project lifecycle by conducting thorough risk assessments and identifying areas of uncertainty or potential scope changes. Proactively address known risks and communicate with stakeholders to minimize surprises later on. When a change request is received, assess its impact on the project schedule, budget, and resources promptly. Evaluate the scope of the change, its implications on existing work, and any associated risks or dependencies.

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Terry Tracy

Assistant Vice President at Trilogy Health Services, LLC
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You must first understand that some change orders will affect the schedule negatively for any number of reasons. Delays in schedule here are caused by a few things. More backup documentation is necessary. Changes were performed without your knowledge. Your designers are taking too long to verify the need for a change order, or similar circumstances. On your written form, there should be a space for schedule impact. Make sure this is filled out. It may help you decide whether or not to grant the change order based on it's overall impact. To avoid overall delays, first verify this is needed. Second, pass this on to your designers. If yes to both, process this quickly, and confirm to the vendor this is in production.

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2 Document and track

One of the most important aspects of managing change orders is to document and track them properly. Every change order should have a written description, justification, cost estimate, impact analysis, and approval signature. You should also keep a log of all change orders and update the project schedule and budget accordingly. Use a standardized format and numbering system for change orders, and store them in a secure and accessible location. You can also use software tools or apps to help you document and track change orders electronically.

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3 Communicate and coordinate

Another key factor in managing change orders is to communicate and coordinate with all the parties involved. You should inform the owner, designer, and subcontractors of any change orders as soon as possible, and seek their input and feedback. You should also communicate with your team and crew about the changes and how they affect their work. You should coordinate the implementation of change orders with the project schedule and avoid disrupting the critical path or creating conflicts with other activities. You should also monitor the progress and quality of the change orders and report any issues or delays.

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Costel Nastac

Construction Consultant | Project Monitoring
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Prioritize change orders based on their urgency, impact on project objectives, and client priorities. Focus on addressing high-priority changes that are critical to project success while deferring non-urgent changes or addressing them during planned project phases. Maintain open and transparent communication with all stakeholders throughout the change management process. Keep stakeholders informed of change requests, their status, and any potential impacts on the project schedule or budget. Work collaboratively with clients, contractors, and other stakeholders to negotiate timely resolutions for change orders. Seek to find mutually acceptable solutions that balance project requirements, client expectations, and budget constraints.

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4 Negotiate and resolve

Sometimes, change orders can lead to disputes or disagreements among the project stakeholders. You should try to negotiate and resolve any conflicts in a professional and respectful manner, and avoid escalating the situation. You should understand the contract terms and conditions, and the rights and obligations of each party. You should also be fair and reasonable in your cost and time estimates, and provide evidence and documentation to support your claims. You should also be willing to compromise and find win-win solutions that satisfy everyone's interests.

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5 Learn and improve

Finally, you should learn from your experience and improve your change order management skills. You should review the change orders at the end of the project and evaluate their causes, effects, and outcomes. You should identify any lessons learned, best practices, or areas of improvement, and apply them to your future projects. You should also solicit feedback from the owner, designer, and subcontractors on how you handled the change orders, and what you can do better next time.

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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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Flora Baranyi

Architect | Construction Manager | Renovation & Heritage Building & Fit-out Specialist | Humanist | Tech & Language Enthusiast
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Effective change management requires clear and transparent rules. Every modification should have a predefined impact on deadlines, and this should be addressed accordingly in the schedule. It is advisable to allocate specific timeframes for each project phase to ensure that changes do not disrupt the overall timeline. Additionally, it is beneficial to track the affected areas separately from the final project deadline, allowing both the original plan and modifications to remain traceable.

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How do you manage change orders without delaying the project schedule?

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1 Plan ahead

2 Document and track

3 Communicate and coordinate

4 Negotiate and resolve

5 Learn and improve

6 Here’s what else to consider

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