Streamlining Change Management in Construction Projects 

Change management in construction is the process of implementing, managing and communicating changes in a construction project. This can include, for example, changes to timelines, designs, budgets or the availability of materials. Managing changes to a construction project usually involves multiple stakeholders, including:

+ The client or project owner
+ The main contractor
+ Subcontractors
+ Suppliers
+ Designers
+ Community members, and more 

Communicating changes properly with each of these teams and groups is a demanding process, but a necessary one. It’s important that everyone is on the same page when a change is implemented so that the project stays on time, on budget and is built to the required level of quality. 

Risky Processes are Risky Business

Having thorough, documented processes in place can be very helpful for co-ordinating change management, but there is a danger of being too rigid. There are lots of unexpected circumstances that can arise during a construction project: supply chain instability, workforce issues, last-minute changes to designs or even new regulations that impact operations, to name but a few. 

A rigid, structured process might sound like it will help you keep things on track, but in many cases it can become a roadblock. Sometimes problems require more agile or creative solutions which aren’t part of a documented process but would be the most efficient way forward. 

One example of a rigid process that can negatively affect the progress of a project is the approval and documentation process for changes. Overly structured approvals processes can take a long time to execute and require lots of different people to sign off on them, which slows things down — sometimes by days. This can cause project delays, which then lead to cost overruns. In the worst case, it can lead to project failure. All of these risks can be avoided with a bit of flexibility and less rigid and complex approval processes. 

While rigid processes can create risks, it doesn’t mean that you shouldn’t have structured processes at all. It’s about being flexible, and often about having a back-up plan in case a documented process doesn’t work. There are many strategies that you can use to help you stay on track in case your standard processes fail. 

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Tips for Streamlining Change Management

Dealing with change means having back-up plans and tools to support you to get projects back on track quickly. Here are a few top tips for streamlining your change management processes to avoid costly delays, budget overruns, or project failure:

1. Create a list of back-up suppliers to use if a material is unavailable

Sometimes there are events that are beyond your control that cause shortages of certain materials. It’s always a good idea to make sure that you have a list of multiple potential suppliers for the same materials in case your main supplier runs out of an item. 

2. Create a list of back-up subcontractors in case of sickness or a change in the team

Similarly, you can’t always predict if a subcontractor is going to be available on the project, even when they’ve signed the contract. Unforeseen circumstances such as illness or even going out of business could result in losing a vital subcontractor that’s needed to complete a project. Making sure you have a few other options of companies you could reach out to can help to reduce the disruption that an unexpected loss of a subcontractor may cause. 

3. Keep contacts for potential new hires

Your own team could experience loss or changes, too. People will move on to get new jobs eventually, or may have to take time off working, leaving the team with a gap that needs to be filled. Keeping a list of potential hires each time you interview for a position is a good practice that can help you quickly fill those roles. 

4. Use construction management software to track changes

Construction management platforms, like Procore, are really helpful tools for streamlining change management. They can help with getting approvals more quickly: rather than having to send lots of emails or hunt people down for signatures, you can assign approvals as tasks in the software. It also helps you to visualise potential risks in advance, which enables teams to adjust their strategies to prevent risks from impacting the project. 

5. Try out AI-powered analytics

Analysing historical data with artificial intelligence is a great way to introduce predictive analytics in areas such as budgets and schedules. AI’s pattern matching capabilities can help to flag whether a project is at risk of overruns, so you can adjust your approach and make data-driven decisions to stay on track. 

Emotional Intelligence in Change Management

You can have the best back-up plans and technology in the world in place, but there’s one thing that you need that can’t be replaced by a list or a piece of software: emotional intelligence. Some personalities are adaptive and flexible to change, while others can find it more challenging. It’s key that you understand which team members need more help with adapting to change, and tailor your approach with them to help them.  

Asking people for feedback on how processes are helping or hindering them is another good way to check in and make sure that you understand any concerns they might have. Showing team members that you are listening to them and care about what they have to say generally leads to a much smoother change management process than giving people orders without explaining them or asking if they understand them. 

Final Thoughts

Change is inevitable in construction projects. There will usually be unexpected changes or challenges during a project, but the important thing is that you have strategies in place to deal with them. And it all starts with your people. If you have a workforce that is resistant to change, the change management process is much harder.

On the other hand, if you prioritise emotional intelligence and communicate changes in a way that you know will be well received, you can minimise that resistance to change. When there is little resistance to change, that’s when you can do the fun stuff with technology — which is where efficiency and productivity can increase significantly.

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