If you are managing a builder or a project manager on a refurbishment or building project there are many things that can go wrong, says David Lawrenson.
So, how can you avoid a nasty run-in with your builder or project manager?
Whether you are supervising building works directly or you employ a project manager there are some basic things you can do to ensure that the job runs as smoothly as possible.
Employ a professional to project manage the work
Of course, you could project manage the whole job yourself but unless you know what you are doing and have a good understanding of all the works that are likely to be required, you will likely get into trouble.
That’s why many people will elect to employ a professional like a chartered surveyor to act as a project manager to closely supervise the work that the builder does.
Once you have found your builder you and the project manager should prepare a detailed specification of the works to be done. This must be as detailed as possible. Leave nothing to interpretation.
Make sure it’s clear in the quotes you receive who will pay for materials – you or the builder – and exactly which materials are to be used.
It’s worth finding out when you evaluate competing builder’s quotes whether they will do all the work or if they will outsource it, and, if so, which parts will be outsourced.
Ideally, and certainly for bigger jobs, the builder should be responsible for all the work.
Why is this?
If you arrange for another tradesman to do a separate part of the job, and when it comes to it, he’s not ready, or there is a problem with what he has done, there are likely to be implications for the whole job.
The risk is that the main builder could then say that he has had to stop work because the other tradesman did not complete on time. Even worse, he could say because the other tradesman did not do his bit of work right, he has suffered increased costs as a consequence.
Both these outcomes are bad news, so if you must get other tradesmen in, it should be for jobs at the end of the project or where there is little or no interdependence with the other work.
Agree a tight contract
Your agreed spec should become the contract that both you and the builder work to and this should have timescales agreed in writing and penalties for late completion of the job.
You and the builder should both sign the contract.
If possible, try to get the builder to agree to you retaining say 5% of the total cost of the job for “snagging” to be payable one month after the job completes if there is nothing wrong.
Put in the contract “claims for unforeseeable work will not be entertained where the work could reasonably be anticipated.”
Sometimes you will need an independent surveyor to adjudicate whether the additional work and cost could and should have been foreseen by the builder, but at least have this clause in there because you’ll have a better chance of getting the builders back to fix things that are wrong.
Don’t keep changing your mind
All too often though what happens is that people change their minds and change the spec as the job goes on.
This is of course dangerous territory, though it can be great for the builder as they make lots of money from things that you think of later – because once on the job, they can more or less, name their price.
Also changes of this kind will mean that the job deadline date (and penalty clauses) will shift back in time.
If you must make changes, ensure all change requests are agreed with the builder – and get them to confirm in writing if it will result in any increase in product, material or labour costs and whether it will result in any increase in time lines on the project.
If there is no cost and time implication, you should still get them to confirm in writing that “Change X will not result in an increase in cost to materials, labour or a delay to any part of the project.”
Also, don’t procrastinate. Never ever give a builder a chance to say he didn’t get instructions quickly enough, so he couldn’t continue working on the project.
Manage the project manager
Use your project manager.
Unless you really know your building work, a professional project manager will have a much better idea than you about what’s achievable and feasible.
A good project manager should also spot any works that are done incorrectly and make the builder rectify mistakes.
They can also suggest alternative courses of action and ways of doing jobs as well as handling regular site inspections and deal with local building officials.
Your relationship with the project manager is also important. From the outset you should be clear about what your role is and the role of the project manager and make it clear what you expect from them.
Be prepared to ask questions and if you don’t understand what’s being proposed then ask! If you are vague, you will get vague work done.
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Daniel Peacock