How to Manage Your Home Remodel/Contractor - Part 2

​In part 1 of our series, we went over what to consider when hiring a contractor for your home improvement project (Read: How to avoid costly mistakes when hiring a contractor).  In part 2 we will cover how to manage the contractor that you hired to keep things on time, on budget, and ​the quality that you desire.  In part 1 we also covered the need for details within a contract,  so we won't discuss much about that in this article.  I do want to reinforce the importance on having one, however and a good one at that.  (See part 1).  Key elements to successfully working with your contractor are: communication, record keeping,  inspection, and disputes (hopefully you will avoid this last one!).  So lets take a closer look at each of these.

Communication:
I cannot stress this enough that good line of communication with your contractor is the single most important factor to a successfully completed project.  The line of communication needs to go both ways.  You should make as many means as possible for you to be available to communicate with your contractor. For example via home phone, cell phone, email, Facebook messenger. Whatever you have, make it available and let them know what the best way to contact you is and when.  For example,  during work hours the best way to contact you is by text, but after 5:00 pm call the home phone.  You should get the same information from them as well. If there is a partner involved in the business, it is also imperative that you obtain their contact information as well. This could be an office manager or who ever answers the phone.  Create a contact on your phone or write it in on a piece of paper and put it on the fridge .  Be sure to make whatever works for you readily available. You never know when you might get a busted water pipe or a failed structural support. 

Now that you have established multiple means of communication, make sure you use them!  Don't feel you need to be in contact with them everyday. Depending on what the project is and as long as things are going smoothly,  2 to 3 times a week is plenty.  If situations arise, then it could be more but don't stress if you don't hear from them on a daily basis.  It is important as well to return calls, if needed.  We all miss calls but make sure you get back to them in a timely manner.  Unless it is a late call I make a point to reach out to them that day.  Keep in mind that their time is valuable as well and if a situation comes up that needs to be discussed,  if you are delayed getting back to them then you may be the cause for the delay in the project. With that being stated, the same should also be expected from your contractor.  It would not be a bad practice to include some verbiage in your contract about returning calls/emails.


Record Keeping:
This next section on record keeping follows hand in hand with communication as all of your records should be communicated on a regular basis with your contractor. This doesn't necessarily have to be done verbally. It could also be shared as a document or a spreadsheet.  Let's start with the most important item for record keeping and that is the scope of work.  We discussed this in part one.. but let's touch on this again.  The scope of work is a document that the contractor should be basing their project on. You should have on here the exact work to be completed, as well as the exact materials you're going to use (even down to the color of paint and whether it's egg shell, or semi gloss).  The more specific you are with this, the better off you are.  Any changes in the scope of work should be put down in writing and signed off on by both parties.  Having a good scope of work is crucial as it is a clear blueprint of work to be completed and keeps everyone on the same page. 

The next item of record keeping is the almighty budget!  In most cases, the contractor themselves will keep track of the budget, unless it's a large project where your going to act as a project manager and hire sub-contractors.  The budget should also be very detailed.  It should have the amount of money in total for the project,  money that has already been spent on the project, and the money that has been set aside for future expenses. Even if your contractor is in charge of the budget, don't be afraid to ask to see it from time to time as well as copies of receipts. This is especially important if you've gone over budget. If you have gone over budget, this will help you determine where and why you've gone over budget and where you could possibly save to get yourself back on track with your original budget.


Inspection/Payment:
Regular inspections are a must. It is important that you don't assume that things are getting done to your standards.  If the project being done is at your home, a daily inspection will work fine.  If the work being completed is at an investment property or off-site, then make sure you stop in at least couple times a week to inspect the work that is being performed.  If you find anything that you're not sure about, it is vital that you bring it to your contractor's attention immediately.  It could be a simple oversight that right now can be an easy fix but down the road could be much more difficult.  This will also give you the opportunity to talk about the issue(s) in order for you to get clarity or come up with a solution to fix it.  Always make sure that you inspect before you make any payment.  Only pay for work that has been completed and never pay for work until you are satisfied with the end result!


Dealing with Disputes:
Dealing with disputes with your contractor is never fun. We all go into a project thinking this isn't going to happen to us but unfortunately for many of us, it does.  Even the best laid plans can go wrong.
My experience has been that the better you are with your lines a communication and your record keeping, the less of a chance you'll end up in a dispute with your contractor.  But if you do end up in a dispute with a contractor it doesn't  have to go off the rails. Keep a level-head and follow a  couple of simple steps and you could end up settling it much easier than you think. 
First set up a private meeting with them, preferably at the work-site so you're both looking at the issue that you're discussing.  In many cases it's a misunderstanding and it can be worked out very easily.  If this doesn't work or they refused to come to the work-site,  send a certified letter to their address stating your side of the dispute and how you wish to rectify the situation with them.  If the contractor still fails to respond or you are unable to come up with a solution, you may decide to seek legal advice.  In many cases just a threat of a lawsuit is it enough to get them to act (at least to meet you halfway).  It might also help if you contacted a consumer protection group like the Better Business Bureau (BBB), if they are a member.  I would strongly encourage against from taking to social media.  Platforms like Facebook are not policed very well and it could turn into a he said she said scenario which in most cases ends up embarrassing for both parties and no one really wins. 
Does it sound like a lot of work?  That's because it can be.  But it also can be a lot of fun as well as rewarding to start to see a project from conception all the way to the finished product! Gina and I wish you the best of luck on your future projects. If you have any questions, feel free to reach out and contact us. Visit us at our web page at:
www.Chrisandginabuyhouses.com. Click here to visit our blog page for more informational articles and stories.