7 key practices to master change work orders

By Cotney Consulting Group. 

Navigating the complexities of change orders can make or break a project's success.   

Change work orders (CWOs) are a common yet often contentious aspect of construction and contracting projects. A seemingly simple request — like adding a sliding glass door — can quickly spiral into disputes, delays and unpaid invoices if not meticulously managed. Here at Cotney Consulting Group we discuss the best practices for handling change work orders to safeguard your business, keep projects on track and ensure you get paid for every hour and material. Whether you're a seasoned contractor or new to the field, mastering these strategies can transform how you handle client requests and protect your bottom line. 

Best practices for managing change work orders 

1 – Formalize the process 

When a client requests a change, remind them that the procedure is outlined in your contract. This step ensures transparency and sets the expectation that changes will be documented and signed before work proceeds. 

2 – Estimate and document 

Stop the job to estimate the cost of the change and write the change work order. Include all associated costs, such as delays, third-party approvals and additional labor. Get the client's signature before proceeding. If you are confident about the cost, you can write the change work order on the spot, but this approach carries risks, significantly if you underestimate the costs. 

3 – Pricing changes 

Price changes at your normal markup plus at least 10%. Smaller changes should have a higher markup to cover the additional administrative work and potential delays. 

4 – Payment terms 

Include a clear payment schedule for change work orders in your contract. Charge a fee for each change work order after a certain number of free changes to discourage unnecessary requests and compensate for the additional administrative burden. 

5 – Detailed change orders 

Each change work order should list the previous contract price, the cost of the change and the new total contract price. This transparency helps avoid disputes and ensures clients understand the financial impact of their requests. 

6 – Timely signatures 

Set a timeframe for clients to sign change orders. If there is a delay, inform them that the job will stop, which could increase costs due to potential rework or delays. 

7 – Include everything 

Even small changes should be documented with a change work order to avoid setting a precedent for free changes and to maintain clear project documentation. 

Preparing for change work orders 

Include detailed language in your contracts about handling change work orders. Specify that no changes will be made without a signed change work order and outline the process for documenting and approving changes. 

Conclusion 

Handling change work orders effectively is essential for protecting your business and ensuring you get paid for all work performed. By formalizing the process, documenting all changes and setting clear expectations with clients, you can manage change work orders smoothly and maintain profitability. 

How Cotney Consulting can help 

Navigating the complexities of change work orders can be daunting, but you don't have to do it alone. At Cotney Consulting, we specialize in providing roofing contractors with the expertise and tools needed to manage change work orders efficiently. Our team offers personalized guidance on contract language, documentation processes and negotiation strategies to ensure you get paid for all additional work. With our support, you can streamline your operations, protect your business from potential disputes and focus on delivering high-quality roofing services. Contact Cotney Consulting today to learn how we can help you master the art of change work orders and elevate your business to new heights. 

Original article and photo source: Cotney Consulting Groups