ETI Blog

Every construction project has its twists and turns, with unexpected challenges inevitably arising along the way. Now more than ever, expecting the unexpected is par for the course. From material delays and client change orders to peeling back layers of surprises behind walls, experienced contractors are well-equipped to anticipate many potential issues before they happen. With the right plan and resources, the project can – and should – arrive on time and on budget. 

Following are 7 ways architects and contractors can work together to keep the construction project moving along.

1. Collaborate Early at the Onset of Design

Bringing architects and contractors together at the earliest stages of design sets the tone for a successful project. By collaborating at the onset of design, it aligns both the creative vision with practical execution, incorporating expert feedback on materials, timelines and compliance. By addressing potential challenges before they arise, the team can optimize workflows and establish a clear understanding of the needs of both disciplines. 

A recent restoration project for a 12-unit multifamily building illustrates the value contractors can bring to the table when involved early in the design process. After a fire caused extensive damage to several units in our client’s multifamily building, our team was brought in to execute the restoration based on the architectural designs provided.

Once onsite, we discovered charred rafters that compromised the building's structural integrity, a condition not addressed in the initial designs. As a result, additional underpinning and structural repairs were required, leading to adjustments in the project timeline, material needs and overall scope.

A contractor’s early involvement could have identified these technical challenges during the planning phase, streamlining the project management approach and reducing unexpected delays and costs. Collaborating at the onset ensures that all stakeholders are aligned on the project’s needs and irons out the details before the permitting process begins.

2. Bridge the Gap in Permitting

As the experts in design and planning, architects handle the permitting process to ensure designs comply with building codes and regulations. Contractors, however, offer boots-on-the-ground expertise that helps bridge the gap between design intent and execution. Their practical insights can spot potential issues and refine solutions before plans are submitted for approval, averting unnecessary delays.  

Here are a few examples of how contractors can help in the permitting process.

• Application of Codes and Materials: With their local knowledge of building codes, contractors might flag a specific material in the design documents that doesn’t meet fire code regulations or suggest resizing a beam to meet proper load-bearing specs. 
• Improved Efficiency and Cost-Effectiveness: If a client is under a tight deadline, a contractor could recommend code-compliant design alternatives such as preapproved modular components to speed up the timeline.
• Relationships Are Key: Strong relationships with local permitting officials, paired with a deep understanding of subcontractor processes, enable contractors to spot and address code issues quickly. For example, if a municipality cites the planned placement of HVAC units for not meeting local setback requirements, a contractor can preemptively address the issue and resolve it efficiently.

3. Schedule Smarter with Real-Time Task Updates

We’re big proponents of technology because it simply makes every part of the job more efficient. Specifically, our project management information software (PMIS) tracks daily progress and provides real-time access to updates for the entire project team. We know that time is money, and with speed often a top priority for our clients, we prioritize mobile-accessible tools for task management, change orders and document sharing to keep everyone on the same page.

With material delays becoming an increasingly common setback in construction, whether due to manufacturing issues or transportation disruptions, our PMIS helps us manage these setbacks by automatically updating timelines, revising priorities and sending real-time alerts to keep both the office and field teams aligned on reassigned tasks.  

4. Manage Lead Times Early

Lead times often depend on the specific materials required for the project, their level of customization and sourcing location, making it necessary to carefully manage the timing of procurement. For example, custom windows or doors may take 10-14 weeks to manufacture, while imported stone cladding or reclaimed wood could exceed 15 weeks.

Involving contractors early to build in these lead times guarantees a realistic timeline. Contractors can also recommend locally sourced alternatives with shorter production schedules to adjust forecasts as needed.

5. Build in a Financial Cushion

Creating a contingency plan is always a smart move and serves a dual purpose. Not only is it a good idea to build in a financial cushion of 10-20% for unforeseen costs, but evaluating ways to rein in project costs can also create room in the primary budget for necessary expenses or prioritizing key design elements.

For example, value engineering can play an important role in managing construction costs in a ground-up multifamily project. By reviewing the project plans, contractors might identify opportunities to use prefabricated components for certain structural elements to reduce labor costs and accelerate timelines. The resulting savings can then be redirected toward premium finishes in common areas or additional landscaping features to enhance curb appeal, achieving a design-forward result while staying on budget.

Keep in mind, cost savings unfortunately don’t always go toward enhancements. Sometimes, they need to be allocated toward necessary unforeseen interventions uncovered in the construction phase, such as soil instability that requires additional foundation work or mold discovered in a retrofit project that requires extensive remediation—work that may not steal the spotlight but is essential to getting the job done right.

6. Manage Client Satisfaction 

Managing client satisfaction may sound straightforward – deliver on time, on budget and according to plan – but in practice, it’s rarely that simple. Every client brings unique priorities to the table and understanding what truly matters to them is key. Some may be focused on meeting a specific timeline due to existing commitments, while others prioritize cost-saving measures to accommodate broader financial considerations. Stunning, high-quality designs can feel like works of art, but if they don’t align with the client’s goals, they may fall short. 

Open communication is essential to learning expectations and working collaboratively with clients and contractors to outline a project scope that balances practical requirements with emotional priorities, ensuring a result that resonates on every level.

7. Prioritize Post-Construction Details 

Architects and contractors often focus heavily on the design and construction phases, but keeping a project on time and on budget doesn’t necessarily stop when the construction wraps up. Prioritizing post-construction details affords the opportunity to fine-tune functional systems like misaligned doors or plumbing leaks before they escalate into rework. It’s also an ideal time for the architect and contractor to confirm that the design and construction not only meet the original vision but also work for the client in practice.

For example, a thorough walkthrough should evaluate key considerations: Does the HVAC system need adjusting to improve energy efficiency? Does the lighting align with the intended ambiance or functionality of the space? Are there any scuffs or nicks that need to be addressed? Taking the time to go above and beyond the construction phase is a commitment to excellence and service, reflecting the shared collaboration between architect and contractor, and leaving a lasting impression that speaks to the quality of work and brand itself.

To keep the lines of communication open, clients should have easy access to warranties, project documentation and contact information through a client portal. Letting them know they can call if anything needs to be addressed reinforces trust and shows a commitment to their ongoing satisfaction—because a job done well today often leads to the next opportunity tomorrow.

7. Next Steps

Construction projects are notorious for delays and cost overruns, but that doesn’t always have to be the case. Challenges, whether they’re unexpected material delays or mid-project adjustments, aren’t roadblocks—they’re opportunities to anticipate, adapt and collaborate. 

With proactive planning, clear communication and a shared commitment between architects and contractors, obstacles become steppingstones that keep the project on track. A project delivered on time and on budget isn’t just a measure of success, it’s testament to teamwork that builds trust and cultivates lasting collaborations in the industry.

Ready to move your next project forward? Contact ETI to discuss your design and request a quote. Our team is here to help you deliver projects on time, on budget and built to last.