In construction, variations are almost inevitable. Design changes, client requests, unforeseen site conditions, or supply issues can all trigger them. While variations can be necessary, they’re also one of the biggest sources of disputes, cost overruns, and strained relationships between clients, contractors, and subcontractors.
The challenge isn’t eliminating variations altogether, but managing them effectively. With the right approach, variations don’t have to derail budgets or damage professional relationships.
1. Set Clear Ground Rules From the Start
Projects with poorly defined scopes are far more likely to suffer disputes when variations arise. Establishing clear contract terms, procedures for change, and lines of communication early makes handling variations smoother and less contentious.
Example:
On a healthcare project, GQS helped draft variation procedures in the contract. When client-driven design changes occurred, the contractor already knew the process for pricing and approval, reducing friction and delays.
2. Keep Documentation Transparent
Disputes often arise when there’s no clear record of instructions or approvals. Documenting every change, from verbal instructions on-site to formal client requests, ensures transparency and accountability.
Example:
During a residential scheme, we introduced a variation log that tracked all changes in real time. This gave both the client and contractor full visibility, preventing disagreements later.
3. Assess Cost and Time Impacts Early
A variation may seem minor, but even small changes can snowball into significant cost or programme impacts. Assessing financial and time implications immediately helps clients make informed decisions before giving the go-ahead.
Example:
On a commercial fit-out, we flagged that a proposed material change would add six weeks to lead times. By identifying this early, the client opted for an alternative that avoided programme delays.
4. Maintain Open Communication
Variations often create tension because parties feel blindsided. Clear, consistent communication fosters collaboration and prevents relationships from breaking down.
Example:
For an education project, GQS hosted weekly variation review meetings. This kept everyone aligned, avoided surprises, and preserved positive working relationships.
The Takeaway
Variations are a normal part of construction, but unmanaged variations can lead to disputes, delays, and financial strain. By setting ground rules, maintaining transparent documentation, assessing impacts early, and keeping communication open, you can control variations without damaging the relationships that keep a project moving.
At Gray Quantity Surveyors, we specialise in managing variations with a balance of commercial control and collaborative communication ensuring projects stay financially healthy and relationships remain strong.
Planning a project with us?Let’s talk about how we can help you manage costs, control variations, and keep your build on track.
www.grayquantitysurveyors.com | info@grayquantitysurveyors.com | 07841 039673