Common Problems in Construction Management

Ask any experienced project manager about the most common challenges encountered on a project, and you'll hear a variety of answers: a growing backlog of RFIs, compressed schedules, coordination issues, and procurement delays. These are all real — and undeniably demanding. However, after more than two decades in the industry, I believe the most critical risk doesn’t lie in the schedule, budget, or construction documents. It’s misalignment. If you’ve been in the field long enough, you know the signs. 1. The architect’s intent isn’t translating into the build 2. MEP trades are working off different versions of the plans 3. The owner’s rep is assuming decisions were already made 4. The GC is waiting for submittals that were never requested 5. Your team is “busy” but progress is unclear No major blow-ups… just a slow drip of small issues that compound over weeks. And suddenly, you’re in recovery mode, not execution. As project managers, we’re the integrators. We’re the ones tasked with turning plans into outcomes. And that means getting every player on the same page — and keeping them there. 1. Define Success — Not Just Scope - It’s not enough to have a spec book and a set of drawings. What does the client define as a win? What are the non-negotiables? What risks can they tolerate? Align on outcomes before chasing outputs. 2. Establish Roles and Decision Paths - On vertical projects, there are dozens of players, superintendents, consultants, trade leads, inspectors, commissioning agents. Clarify who owns what. Who reviews? Who approves? Who coordinates field direction when conflicts arise? 3. Create a Communication Framework - Update meetings are not alignment tools they’re just status checks unless you structure them right. Set a rhythm that supports decision-making: a. Weekly cross-discipline coordination b. Owner/architect/contractor (OAC) updates c. Rolling look-ahead reviews with field leads d. Proactive document control 4. Normalize Realignment - On long-duration builds, the plan will shift through design changes, site conditions, permitting, or resourcing. Revisit expectations, clarify adjustments, and reassign responsibilities. This isn’t rework, it’s refinement. 5. Lead with Clarity - Projects follow the tone you set. If your communication is reactive, so is the team. If your expectations are vague, coordination becomes guesswork. Precision isn’t optional it’s your greatest tool. Misalignment doesn’t announce itself. It creeps in through assumption, distraction, and silence. And by the time it shows up in missed inspections or rework, you’re already behind. Be proactive. Be deliberate. Be the one who connects the dots across the entire build. Because at the end of the day, our job isn’t just to manage plans, it’s to create alignment between vision, execution, and delivery.

🏗️ #failure 🚧 It's often shunned, yet it taught me more about construction disputes than any course or seminar ever could. After a relentless +10-year litigation journey that eventually settled out of court, I want to share a few reasons why our industry is so tangled in legal battles based on my own experiences. 1️⃣ Ambiguous Contracts: Clarity is a rarity, leading to varied interpretations. Be suspicious of exhibits that look like encyclopedias or Division 1 specs that look like a set of encyclopedias. When in doubt, RFI or $0 change order it out. 2️⃣ Scope Creep: Shifting goals can stretch both patience and resources. Employ a process for must-do now changes, later, or never. 🛠️ 3️⃣ Communication Gaps: A small miscommunication can snowball into a colossal conflict. If you don’t have a process to record decisions or your team is loose with contract-required notices, get your legal time dialed in because you are headed to a claim or worse. 💸 4️⃣ Quality Concerns: When the finished building doesn’t match promises, disputes arise. That job ended with over 26,000 punchlist items. Our team used three people working full time for a week to categorize, classify, respond, and then months (almost a year) to close the items out. 😕😪 5️⃣ Financial Constraints: When allowances, estimates, and contingency funds dry up, tensions will flare like fire 🔥 and gasoline ⛽️ flowing to the burning 💰 This decade-long ordeal was a masterclass in understanding the underbelly of construction conflicts. Let’s champion clear communication, clear contracts, and, most importantly, learn from our failures. For in them lie the seeds of wisdom. 🌐✨ I bring these experiences and learnings to my daily work and training. I sometimes even joke about being part of a lawsuit early in your career to rocket 🚀 your skills. Towards the end of the lawsuit, I used Scrum to accelerate my legal obligations and more quickly break free and get back to what I love: building with cool people. 😎 ❓What did you learn from a past failure that you both love and hate but wouldn’t trade? #constructionlife #embracefailure #industryinsights

In construction, unit rates are the backbone of cost management. Yet, they’re also the source of some of the most common project challenges. Have you ever faced disputes over unit rates due to unforeseen circumstances or contract ambiguities? If so, you’re not alone. You’ve likely encountered issues like these: - Misunderstandings over what’s included in the unit rate - Conflicts over how quantities are calculated or verified - Sudden spikes in material or labor costs that your contract didn’t address - Differing site conditions or additional work raising questions about overhead and profit These problems don’t just impact your budget—they can delay your projects, strain your relationships with stakeholders, and disrupt progress altogether. But here’s the good news: you can minimize—or even avoid—unit rate challenges entirely. By focusing on clear planning, well-defined contracts, and effective communication, you can keep your projects running smoothly, reduce disputes, and foster better collaboration with everyone involved. To help you tackle these challenges, consider these five practical strategies: (1) Clarifying Unit Rates Upfront Make sure your contract defines exactly what is included in each rate (labor, materials, equipment, and O&P). (2) Planning for Escalation Include escalation clauses to account for inflation, market volatility, and currency fluctuations. (3) Improving Measurement Accuracy Use tools like BIM to verify quantities clearly and transparently. (4) Addressing Variations Clearly Set clear rules for pricing additional work or dealing with unforeseen conditions. (5) Fostering Open Communication Regularly align expectations with your clients, contractors, and consultants. * By taking these steps, you’ll be in a stronger position to handle unit rate-related risks, keep your projects on track, and build trust with your stakeholders. P.S. Tomorrow's post - Suspending Works Under the 2017 FIDIC Red Book: Key Insights for Contractors #fidic #contracts #constructionclaims #disputeresolution #claimsmanagement #constructionlaw #constructionarbitration #infrastructure #projectfinance #ppp #ppps #contractmanagement #epc #projects #construction #infrastructure