Construction Administration gets difficult when every clarification feels like a contest. Schedule pressure, tight budgets and fear of making a mistake can push architects and general contractors into defensive positions.
In Episode 41 of What the RFI?, Matt Brennan looks at how that tension develops and how project teams can move back toward collaboration.
Different responsibilities, shared outcomes
The contractor needs a buildable solution, a workable sequence and clarity about cost. The consultant team needs to protect design intent and respond to technical requirements. Those perspectives can coexist. Problems grow when either team assumes the other is deliberately making the job harder.
Start by identifying the actual question. Is the team missing information, debating scope, waiting for a decision or dealing with a genuine site constraint? Separating those issues gives everyone a clearer route forward.
Keep RFIs focused on solving the problem
An RFI should describe the condition, reference the relevant documents and ask a specific question. A suggested solution can help the team assess the issue quickly. Reopening settled questions without new information adds noise; ignoring a legitimate question adds frustration.
Consultants also need to respond promptly, acknowledge drawing errors and issue clear coordinated direction. Good records support that work by showing what was asked, when it was answered and what remains open.
What a productive working relationship looks like
Raise coordination problems before they affect installation.
Bring options and explain the constraints behind them.
Keep the owner informed about decisions that affect cost or time.
Recognize useful early warnings from the contractor and trades.
Own mistakes and agree on the next action instead of extending the argument.
Reset the tone at the next site meeting
Choose one unresolved issue and restate it in neutral language. Confirm the decision needed, who will provide it and the date the site needs an answer. Record the outcome and follow through. A direct conversation can resolve misunderstandings that would take a long email chain to untangle.
Collaboration still requires fair reviews and clear contractual boundaries. Respecting those responsibilities makes cooperation more useful: the team can disagree about an issue while continuing to work toward a successful building.
Watch or listen to Episode 41
Watch Us vs the GC on YouTube or listen to the full episode and read the transcript.
Put the process into practice
Continue with our construction RFI guide, construction meeting guide and Construction Administration overview.