As a contractor, you’ve likely experienced changes by the design team or where clients are looking for a different, more expensive toilet! Understanding and tracking variations and extras in your projects helps maintain your budget and schedule. It’s also vital in ensuring a smooth workflow and a successful project outcome.
More often than not, changes or additional work come into play on a job, and effectively managing these can sometimes be challenging. Here are three strategies that can help you stay on top of every variation and extra, ensuring they don’t take you or your bottom line by surprise.
1. Boots on the ground: On-site collaboration
One of the most efficient ways to stay in tune with variations and extras is by having your Quantity Surveyor (QS) physically present on-site. Collaborating closely with architects, engineers, or Professional Quantity Surveyors (PQS) allows your QS to have a real-time understanding of the project’s costs as it progresses.
Imagine an architect identifying an unforeseen variation during a site inspection. If your QS is meeting them on-site, they can discuss and understand the potential impacts immediately and promptly incorporate changes into your project estimates and timelines. Boots on-site can save you valuable time and reduce the risk of miscommunication or delayed responses from clients or the design team that can disrupt the job flow.
2. Leverage Technology: The power of photos and videos
Sometimes, words alone don’t convey a clear picture of site conditions or construction progress. In these instances, the tool that’s always in your hand – your smartphone becomes your best friend. You can capture indisputable visuals of on-site activities and potential variations by taking photos and videos.
A single photo or video can tell much more about the actual state of affairs on the ground than several pages of text. And it’s faster! They can help your QS and the whole team visualise the changes and better understand the scope of work. With these insights, you can make more informed decisions, update your project details accurately, and manage variations and extras more effectively.
3. QS to PQS: Team up to tackle variations
A strong relationship between your QS and the project’s PQS in handling variations and extras goes a long way. Collaborating and solving variations together results in a more efficient and transparent process for everyone. They can jointly review the project’s progress, identify potential changes, and create practical and cost-effective solutions so it’s a win-win for all parties.
Working together also allows the QS and PQS to pool their expertise and develop better strategies to manage and mitigate any potential risks associated with the variations. This collective wisdom ultimately benefits you, ensuring your project stays within the stipulated budget and timeframe, as well as getting paid promptly throughout the build.
All in all, the ability to catch and manage every variation and extra can set your project up for maximum profits and success. Implementing these strategies will help you stay on top of changes whilst helping you streamline your operations and improve overall project performance.
Talk to our team today to learn how we can help ensure you don’t leave any money behind from tender to the final account.