A Guide to Change Management Process

Let’s break down how to create a change management process. 

1. Spot the Change Early

You can’t fix what you don’t see. The first rule is simple: Identify changes fast.

Change requests can come from anywhere-unexpected site conditions, design errors, evolving client preferences, regulatory requirements, or even unforeseen supply chain disruptions.

Pro Tip: Keep change requests short and sweet: What changed? Why? How much will it cost?

2. Get Stakeholders Involved

Construction is a team sport. If you’re not looping in the right people, you’re shooting yourself in the foot.

• Does the owner want to approve everything? Cool, get their buy-in upfront.
• Subcontractors doing the heavy lifting? Make sure they’re on board with any changes that impact their work.
• Regular meetings to review changes = fewer angry emails.

3. Run the Numbers 

This is where the magic (or the mess) happens. Assess the impact of every change:

• Cost Impact- Don’t just guess. Break it down=labor, materials, overhead, and contingency.
• Schedule Impact- Will this push your end date? Is it going to mess up other activities? Use scheduling tools like Primavera or MS Project to know for sure.
• Risk- Every change carries risk. Be the person who sees the landmines before anyone steps on them.

4. Create an Approval Funnel

This is your defense against chaos. You need a system that says,

• Minor Change- Internal team can approve.
• Major Change- Need client sign-off.
• Emergency Change- Get it done NOW, but document it later.

Set deadlines for approvals. No one has time to wait three weeks for a green light.

5. Integrate

Your project schedule and budget are living, breathing documents. Changes affect both—so update them immediately.

• Use software like Procore, SAP, or even Excel (if you’re old school) to track everything.
• Maintain a Change Log with statuses= Pending, Approved, Rejected. That way, you’ll always know where things stand.

6. Make It Happen

An approved change sitting in your inbox does nothing. Execution is where the rubber meets the road.

• Update drawings.
• Issue revised work orders.
• Communicate with the team so no one says, “Wait, we’re doing what now?”

7. Track

If you’re not tracking changes, you’re flying blind. You need to know:

• How much each change is costing.
• How much time it’s adding.
• Whether it’s messing up other parts of the project.

Metrics = Your Best Friend.

8. Learn and Adapt

After every big change, do a quick post-mortem.

• What went well?
• What did not?
• How can you make it a little better next time?

This is how you build a change management process that gets better with every project.

TL;DR 

Spot it early- Changes don’t sneak up on you if you’re paying attention.

Loop in the right people- Communication is king.

Run the numbers- If you don’t measure the impact, you’re flying blind.

Approval funnel- Streamline the process.

Update everything- Budget and schedule = sacred documents.

Track and adapt- Learn from every change.

Manage the Process, Don’t Just Handle It!

Change Management pdf below…