Change Order Management in Construction

Joel Phillips • January 29, 2021

Change Order Management in Construction

JOIN THE THINKERS

Think Outside the Box & OUTSOURCE

Change Order Management in Construction

    We all will have a chuckle at the above image of the Yacht named Change Order and the tender named Original Contract.

    However, the truth is Change Orders are not the strike it rich, make a fast buck that most Clients believe and are always trying to avoid paying for.

    All builders are without doubt better off with NO Change Orders and get in and out of the contract on time.
    Change orders are not just a straight monetary calculation issue they are time related.

    The burden of proving disruption and/or prolongation is on the Contractor and many small to Medium contractors just do not have the resources to keep contemporary records required by the contract or As Built updated schedule records to properly support a detailed Extension of time claim with demonstrable time impact analysis.

    Many Change orders either individually or collectively do extend the required time to complete the works but to document and if necessary, fight a dispute over an extension of time is more effort and cost than the contractor can expend. In addition, the Client/Contractor relationship can be so damaged during this process that repeat business can be impacted.

    We at ADDMORE ensure our clients have a Change Order Management Policy with clearly detailed workflows so that pre contract this topic can be discussed and both parties agree upon how the Change Orders will be administrated during the contract starting with the authorized personnel to issue Change Orders.

    Change Orders are always to be in writing no such thing as verbal instruction pertains to being instructed to Vary the contract conditions as the contract will no doubt clearly state.

    However, contractors must accept that the instruction to proceed with a change order and the approval of the cost are on two different timelines again usually set out in the contract itself.

    Therefore, once work is officially an instruction to proceed noting it is a variation to the contract a price should be submitted as soon as possible even if some PC rates OR Provisional sums need to be used to ensure everyone is aware of the magnitude financially of the Variation to the works.

    Whilst in parallel preparing any engineering works or material orders to mitigate the delays to the works and disruption to other trades and the project completion.

    The fully finalized price with supporting documents should be submitted as early as reasonable and in as much detail as practical.

    Communication and transparency with the Client on true costs and the actual markup added will go a long way to a fair settlement.

    We at ADDMORE support our clients with cost estimates of change orders, contractual notices and claim preparation if required and always seek to only claim what is a true and fair cost for the variations instructed and get paid for what we claim.

    Change Orders must be professionally submitted with:

    1 An Cover sheet that has the standard project information, overall cost, an extension of time in days (if applicable) and a description of the reason for the change.

    2 Supporting documents are to include:
    a. RFI
    b. Material Submittal (if new product being introduced into the project)
    c. Subcontractors proposal with full break out of costs not just lump sums
    d. Back up document / spreadsheet
    e. Architectural/Engineering Drawings and Sketches

    We ensure the WHY this is a change to the contract and WHY they are required to pay for it are clearly defined for ease of the Clients review.

    We ensure we fully know the Change Order before submitting it and that its validity is contractually supported.

    We do the homework to check our subcontractors pricing and understand how they have built up their prices and why it will take the time requested.

    The Devil is in the Detail so pay attention to the breakout of material, labor, tax (if applicable), mark up etc.

    Know your Client when and how to present a Change order can be very important, get your timing right in the right place.

    Its just business keep emotion out of change orders and always be professional in your presentation to gain the clients confidence you are not trying to buy a Yacht from his projects change orders

Author

COLIN ANTHONY ADDLEY MCIOB, MAIB, MSAIB

Colin is a highly experienced Professional Quantity Surveyor and Project Manager with over three decades in the International construction and Marine Industry.

He is a specialist in the fit out sector having executed many prestigious, Luxury high quality and Technically Complex Projects.

He is also a creative writer having penned many industry related articles.

June 2, 2026
There is a moment in nearly every construction project where uncertainty quietly enters the conversation. A client looks at a technical drawing and struggles to imagine the finished space. An investor questions whether the design vision can truly translate into commercial value. A planning board hesitates because the proposal still feels abstract. Contractors interpret details differently. Stakeholders approve concepts without fully seeing what they are committing to. This is where architectural renderings become far more than visual enhancements. Modern renderings have evolved into strategic communication tools that help project teams secure approvals, win bids, attract investors, and align stakeholders long before construction begins. They bridge the gap between technical intent and human understanding. More importantly, they reduce friction during decision-making. In an industry where confidence can determine whether a project moves forward or stalls, visual clarity has become a competitive advantage. Why Visualization Matters More Than Ever Construction projects have become increasingly complex. Owners expect faster timelines, investors demand clearer projections, and clients want greater involvement in the design process. Traditional 2D drawings remain essential, but they are often insufficient for communicating the emotional and functional experience of a space. Renderings solve this challenge by transforming technical information into something accessible and persuasive. Instead of asking stakeholders to interpret elevations, sections, and material schedules independently, renderings allow them to experience the vision before a single material is ordered or installed. This shift changes conversations significantly. Projects move from "What will this look like?" to "How do we optimize this further?" That difference can save time, prevent redesign cycles, and improve project outcomes. The Competitive Edge in Winning Bids Construction and development proposals are highly competitive. Firms are not only evaluated on pricing and capability but also on how effectively they communicate their vision. A detailed rendering can immediately separate one proposal from another. When clients review competing bids, visuals help them understand scope, quality, atmosphere, and usability. A technically strong proposal may still lose momentum if decision-makers cannot emotionally connect with the concept. Renderings create that connection. They communicate professionalism, preparedness, and confidence. They demonstrate that the project team has thought through design intent, spatial relationships, finishes, lighting, and user experience. For developers and contractors pursuing high-value opportunities, visualization often becomes a silent differentiator. Improving Stakeholder Alignment Misalignment is one of the most expensive risks in construction. Architects, engineers, consultants, contractors, owners, and end users may all interpret drawings differently. Even minor misunderstandings can result in delays, RFIs, rework, or budget increases. Visualization minimizes ambiguity. Photorealistic renderings and coordinated BIM-supported models provide a shared visual reference for everyone involved in the project lifecycle. Stakeholders gain a clearer understanding of scale, circulation, finishes, and design intent. This improves communication across disciplines and supports more productive collaboration during pre-construction. Teams that establish alignment early are typically better positioned to maintain schedule integrity and budget control later in the project. Supporting Faster Approvals Planning boards, municipalities, investors, and regulatory bodies are frequently tasked with reviewing large amounts of technical documentation within limited timeframes. Technical drawings alone may not fully communicate the project’s impact or design quality. Renderings help reviewers quickly understand: Site integration Building massing Public-facing aesthetics Material intent Environmental context User experience This can significantly improve presentation effectiveness during approvals and stakeholder reviews. For hospitality, commercial, mixed-use, and residential developments, visualization often becomes one of the strongest tools for gaining early project buy-in. Investor Confidence Begins with Clarity Investors evaluate more than design quality. They evaluate risk. The clearer a project appears during the pre-construction phase, the easier it becomes for investors to understand the opportunity and feel confident about execution. Renderings support investor presentations by helping communicate: Brand identity Market positioning Spatial experience Commercial appeal Customer experience potential Operational functionality A compelling rendering can transform an abstract concept into something tangible and commercially believable. This is particularly important in hospitality and experiential projects where atmosphere and user perception directly influence revenue potential. The Relationship Between BIM and Visualization  The strongest visualization workflows are not isolated from technical production. They are integrated into the broader project delivery process. That is where BIM and coordinated modeling become especially valuable. When visualization is supported by BIM workflows, project teams gain greater consistency between design intent and constructability. Models can support clash detection, coordination reviews, shop drawing development, and construction sequencing while also generating highly accurate visual outputs. This integrated approach improves both presentation quality and project coordination. At ADDMORE Services, visualization is approached as part of a larger technical ecosystem rather than a standalone creative exercise. The company supports global AEC firms through architectural drafting, BIM, rendering services, quantity takeoffs, project management support, MEP coordination, and construction documentation. Their offshore outsourcing model allows firms to scale technical production efficiently while maintaining quality control and operational flexibility. Rather than simply producing attractive imagery, the focus is placed on creating visuals that support real project delivery objectives. Visualization as a Communication Tool One of the most overlooked benefits of renderings is their ability to improve communication with non-technical audiences. Not every stakeholder has experience reading architectural documentation. Clients, investors, community representatives, and end users often respond more effectively to visuals than technical drawings. Renderings simplify complex discussions without oversimplifying the project itself. This creates more productive conversations around: Design intent User experience Material selections Branding opportunities Operational flow Future development potential The result is stronger engagement and better-informed decision-making. Reducing Costly Changes Later Late-stage revisions are expensive. When stakeholders cannot fully visualize the final outcome early in the process, concerns often emerge after construction documentation is completed or after construction has already begun. Renderings reduce this risk by helping teams identify concerns sooner. Clients can review layouts, finishes, lighting conditions, circulation, and aesthetics earlier in the process. Design refinements happen before they become costly field modifications. This proactive approach contributes to smoother project execution and stronger client satisfaction. The Future of Architectural Presentation The role of visualization continues to evolve rapidly. Interactive walkthroughs, immersive experiences, real-time rendering, and AI-assisted visualization technologies are reshaping how projects are communicated and evaluated. Yet the core objective remains unchanged. People need confidence before they commit resources, approvals, or investment. Renderings help provide that confidence. As competition increases across the AEC industry, firms that communicate clearly and visually will continue to gain an advantage in winning projects and building stronger client relationships. Final Thoughts Architectural renderings are no longer optional presentation extras. They are strategic assets that influence approvals, strengthen collaboration, improve stakeholder confidence, and support better project outcomes. The ability to communicate a project clearly before construction begins has become one of the most valuable advantages in modern project delivery. For firms navigating complex timelines, demanding stakeholders, and increasingly competitive markets, visualization is not simply about making projects look impressive. It is about helping projects move forward with clarity and confidence. If your team is looking for reliable support in architectural drafting, BIM coordination, rendering services, construction documentation, or project-specific offshore outsourcing, ADDMORE Services provides scalable technical solutions tailored to the evolving needs of the AEC industry. Contact us for a free consultation and discover how the right technical partner can help strengthen your project delivery workflow while maintaining quality, coordination, and efficiency.
May 25, 2026
Discover why accurate as-built drawings are essential for facility management, renovations, maintenance efficiency, and long-term operational success.
Intelligent resourcing and offshore technical support for scalable AEC project delivery
May 19, 2026
Discover how intelligent resourcing helps AEC firms scale project delivery, improve efficiency, and access global technical talent.