Clear scopes, records and communication can help Project Managers reduce uncertainty and respond more effectively if a dispute occurs.

Useful practices can include:

• Using written contracts
• Clearly defining services and exclusions
• Avoiding responsibilities outside the agreed role
• Reviewing insurance clauses before signing
• Keeping records of meetings and key decisions
• Confirming material verbal instructions in writing
• Using a documented variation process
• Recording client approvals
• Maintaining project schedules
• Maintaining responsibility matrices
• Recording material project issues
• Clearly identifying responsibility for design and construction
• Checking subcontractor qualifications and insurance
• Retaining appropriate project records
• Reviewing new services with the insurer before commencing them

Be careful with role descriptions #

Titles such as:

• Project Lead
• Superintendent
• Construction Manager
• Principal’s Representative

can carry particular contractual responsibilities depending on the agreement.

The actual contractual scope is more important than the job title alone.

Risk-management procedures cannot prevent every claim, but clear records can help establish:

• What was agreed
• What advice was given
• What instructions were issued
• Who was responsible
• How decisions were made

Contact our team if your Project Management services or contractual responsibilities are changing.