The Hidden Cost of Change Orders: How Better Preconstruction Reduces Surprises

“Could we move that wall a few feet?”

On a drawing, it sounds simple. And at the right point in a project, it might be.

But once that wall has framing, wiring, and ductwork connected to it, the question gets bigger. What needs to come out? What can be reused? Which crews need to return? Does the new layout affect materials already ordered?

The request is still the same. The work behind it has changed.

For a business owner planning a commercial renovation in Nashville, or a property manager coordinating a tenant build-out, that difference matters. A small revision can reach beyond the construction budget and into opening dates, tenant schedules, and everyday operations.

Some things really are harder to take back.

First, what is a change order?

A change order formally documents a change to the agreed construction work, including any related adjustment to cost or time.

It might cover an additional room, a different material, or work needed after discovering something unexpected inside an existing building. It can also remove work from the original scope.

A change order is not automatically a sign that something went wrong. Businesses make new decisions. Existing buildings reveal surprises. Some changes are worth making.

The question is whether a change could have been identified earlier—and whether everyone understands its impact before moving forward.

The price of the change is only part of the story

Imagine a retail build-out where the owner decides to relocate the checkout counter after electrical work has started.

The immediate expense might include moving outlets and adjusting the counter layout. Depending on the project, it could also mean revising drawings, checking accessibility, rescheduling an electrician, or changing cabinetry already in production.

Someone also has to review the options, approve the cost, and coordinate the revised work.

If that affects the opening date, the business may need to adjust staffing, deliveries, or launch plans.

None of those consequences is inevitable. But they explain why “How much does it cost?” should be followed by another question:

“What else does it affect?”

Five places change orders often begin

1. The drawings leave something unresolved

A set of drawings can look complete while still leaving questions about how the pieces fit together.

For example, the planned route for a duct might conflict with a structural beam. Or equipment may fit in its designated space without leaving enough room for maintenance access.

Finding the issue during construction can mean revising work while crews wait for an answer.

Before construction: Review the design for coordination and buildability. Bring the relevant people into the conversation so architectural, structural, and building-system decisions work together.

The useful question is simple: “Can this be built as shown, with everything else that needs to fit here?”

2. The building has something to say

Existing commercial spaces do not always match their records.

Opening a wall might reveal undocumented wiring. Removing finishes might uncover damage. The actual location of an underground utility may differ from what the team expected.

Even careful planning cannot reveal every concealed condition.

Before construction: Review available records, walk the property, and investigate accessible areas. Where appropriate and authorized, targeted exploratory work can help answer specific questions.

Just as important, identify what remains unknown. A realistic contingency and a clear process for handling discoveries give the team a way to respond when the building reveals something new.

3. A business decision arrives after the work starts

Sometimes the plans are coordinated, but the business needs change.

An office team realizes it needs another private meeting room. A retail operator changes how customers will move through the space. A facility manager identifies an operational requirement that was missing from earlier discussions.

Those can be sensible changes. Timing determines how much work they disturb.

Before construction: Include the people who will actually use, operate, and maintain the space. Walk through how a normal day will work. Confirm equipment, storage, access, and workflow needs.

Set decision dates around when information is needed for purchasing and construction. That gives everyone a clearer picture of when a choice starts affecting other work.

4. The specified product cannot arrive in time

A selected electrical component, mechanical unit, or specialty door may have a longer lead time than the schedule allows.

Choosing a substitute can help, but “similar” does not always mean interchangeable. Different dimensions, power requirements, or installation details can create additional adjustments.

Before construction: Check availability early, identify items that need advance purchasing, and review suitable alternatives before the schedule becomes urgent.

The goal is to understand the full effect of a substitution before ordering it.

5. Everyone assumes someone else included it

Scope misunderstandings can stay quiet until the moment the work is needed.

An equipment supplier includes delivery but not installation. A proposal covers installation but excludes the final connection. The owner assumes both are covered.

Each party may understand its own assignment. The gap sits between them.

Before construction: Make inclusions, exclusions, and responsibilities explicit. Review the handoffs between trades, suppliers, and owner-provided work.

A practical question can uncover a lot: “Who is responsible for making this ready to use?”

What better preconstruction actually looks like

Preconstruction is the work of turning assumptions into decisions before those decisions become expensive to revisit.

It brings the design, budget, schedule, site conditions, and purchasing plan into the same conversation. It also gives the owner and General Contractor time to identify unanswered questions and assign responsibility for resolving them.

Before work begins, a commercial project team should be able to explain:

• What is included, and what is excluded.

• Which owner decisions are still needed, and when.

• Which materials or equipment require early orders.

• What existing conditions have been checked.

• Where uncertainty remains.

• How proposed changes will be reviewed and approved.

Not every answer will be available immediately. The value is knowing where the gaps are while there is still time to address them.

When a change is necessary, make it a clear decision

Some changes will still happen.

When they do, ask for a clear explanation of the revised work, its cost, its schedule implications, and any reasonable alternatives. Document the decision and make sure the affected people receive the updated information.

A useful change discussion gives the owner enough context to decide whether the benefit is worth the disruption.

That is especially important in occupied commercial properties, where construction decisions can affect tenants, employees, and customers as well as the project team.

Clarity before construction

For businesses planning commercial construction in Nashville, bringing a General Contractor into the conversation early creates an opportunity to work through these questions before crews are on site.

Beech Construction Services brings more than 30 years of experience serving Nashville and the surrounding area, with a focus on clear communication, accountability, and lasting client relationships.

Planning cannot give a construction project an undo button. It can give the team more time to spot a conflict, clarify a responsibility, or make a decision while the options are still easier to act on.

Planning a commercial renovation or tenant build-out? Talk with Beech Construction Services about the scope, schedule, and questions worth resolving before construction begins.

A few questions worth asking

Does a change order always mean a higher price?

No. A change order can add work, remove it, or replace one option with another. Depending on the change, the price may increase, decrease, or stay the same. The schedule may also be affected, so review both before approving it.

Can good planning eliminate change orders?

No project team can predict everything, especially when working in an existing building. Better preconstruction helps reduce avoidable changes and identifies uncertainties early. It also gives the team a clearer way to handle changes that still come up.

Is it too late to make changes once construction starts?

Not necessarily. The first step is to understand what the decision would affect. Has the material been ordered? Has the work been installed? Would other trades need to adjust their work? Discuss the change with your General Contractor before committing to it.