How can you communicate the impact of change orders and contingency planning on project timelines?

1 Define the terms

Before you start any project, make sure you have a clear and mutual understanding of what constitutes a change order and a contingency plan with your client. A change order is a formal document that modifies the original contract or agreement between you and your client, usually to reflect changes in the scope, design, materials, or specifications of the project. A contingency plan is a backup or alternative plan that anticipates and prepares for possible risks, delays, or unforeseen events that may affect the project. Both change orders and contingency plans can have an impact on the project timeline, depending on the nature and extent of the changes.

2 Communicate early and often

As soon as you identify a potential change order or contingency plan, communicate it to your client as soon as possible. Explain the reason, the options, the implications, and the estimated impact on the project timeline. Use clear and concise language, avoid jargon, and provide visual aids if possible. Be honest and realistic about the changes, and don't make promises you can't keep. Keep your client updated on the progress and status of the change order or contingency plan, and confirm any approvals or feedback in writing.

3 Track and document everything

Change orders and contingency plans can affect the project timeline in various ways, such as extending the duration, changing the milestones, adding or removing tasks, or altering the dependencies. To keep track of these changes and their impact, use a project management tool or software that allows you to update and share your project timeline with your client and your team. Document every change order and contingency plan in detail, including the date, the reason, the scope, the cost, the approval, and the impact on the project timeline. Keep a record of all the communication and correspondence related to the change order or contingency plan, such as emails, phone calls, meetings, or notes.

4 Manage expectations and risks

Change orders and contingency plans can affect not only the project timeline, but also the expectations and satisfaction of your client. To avoid misunderstandings, frustrations, or disputes, manage your client's expectations and risks throughout the project. Explain the benefits and drawbacks of each change order or contingency plan, and how they align with the project goals and vision. Emphasize the value and quality of your work, and how you are solving problems and overcoming challenges. Anticipate and mitigate any potential risks or issues that may arise from the change order or contingency plan, such as delays, errors, conflicts, or scope creep.

5 Be flexible and adaptable

Change orders and contingency plans are part of the reality of commercial interior design projects. They can be opportunities to improve, innovate, or collaborate with your client and your team. To communicate the impact of these changes on your project timeline effectively and professionally, be flexible and adaptable to the changing needs and circumstances of your project. Be open to feedback, suggestions, or revisions from your client and your team. Be willing to adjust, modify, or revise your project timeline as needed. Be proactive, creative, and resourceful in finding solutions and alternatives to the change order or contingency plan.

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?