12 Best Ways to Prevent Construction Project Delays

Active construction site

Construction delays are costly—extended overhead, escalated costs, frustrated stakeholders, and missed deadlines. While some delays are unavoidable, most are preventable with better planning and management. These twelve strategies help you keep projects on schedule by addressing the most common causes of delay.

Why Projects Get Delayed

Understanding common delay causes helps you prevent them:

Incomplete planning: Starting before scope and design are finalized
Permitting issues: Underestimating permit timelines
Contractor problems: Poor performance, resource constraints, or coordination failures
Change orders: Scope changes disrupting planned work
Unforeseen conditions: Discoveries requiring additional work
Material delays: Long lead times or supply chain issues
Weather: Conditions preventing work
Decision delays: Slow approvals holding up progress
Coordination failures: Trades not sequenced properly

Most delays trace back to planning, communication, or contractor management—all controllable factors.

12 Ways to Prevent Delays

1. Complete Design and Planning Before Starting

Starting construction before design is complete virtually guarantees delays. Changes during construction are far more disruptive than changes during planning.

What "complete" means:

Approved construction documents
All permits obtained or clear path to approval
Material selections finalized
Long-lead items ordered
Contractor questions answered
Stakeholder sign-offs obtained

How to implement:

Build adequate planning time into project schedule
Use design milestones with hold points
Resist pressure to "start while we finish planning"
Complete scope definition before bidding
Address owner decisions before construction

The math: Two weeks of planning delays typically saves four weeks of construction delays.

2. Investigate Existing Conditions Thoroughly

"Unforeseen conditions" are often foreseeable with proper investigation. Invest in understanding what you're working with.

Pre-construction investigation:

Review as-built drawings (if available)
Open walls and ceilings where conditions are unknown
Test for hazardous materials before bidding
Document existing mechanical and electrical systems
Talk to facilities staff who know building quirks

What to look for:

Structural conditions differing from drawings
Hidden utilities or infrastructure
Previous unpermitted modifications
Material conditions (asbestos, lead, mold)
Access constraints and limitations

Impact on scheduling:

Reduces change orders from discoveries
Prevents work stoppages for investigation
Enables more accurate planning
Builds contingency into the right places

Investigation costs 1-2% of project budget and can prevent 10-20% delays.

3. Allow Realistic Timelines from the Start

Optimistic schedules don't make projects faster—they just delay recognizing reality. Start with realistic timelines.

Building realistic schedules:

Use historical data from similar projects
Build in weather contingency for seasonal work
Account for permit and approval timelines
Include owner decision points with adequate time
Add float to critical path activities

What makes schedules unrealistic:

Pressure to match arbitrary deadlines
Assuming everything goes perfectly
Ignoring historical performance data
Compressing activities without basis
Not accounting for dependencies

When setting deadlines:

Challenge unrealistic expectations with data
Present options with different time/cost tradeoffs
Document assumptions behind schedule
Identify risks that could extend timeline

Realistic schedules set achievable targets. Fantasy schedules create failure.

4. Manage Permitting Proactively

Permit delays derail even well-planned projects. Manage permitting as actively as construction.

Permit timeline management:

Research permit requirements early
Engage with permitting agencies before submission
Submit complete applications (incomplete = restart)
Track application status actively
Address comments promptly

Common permitting issues:

Incomplete or incorrect applications
Unfamiliar project types requiring extra review
Code interpretations requiring resolution
Waiting in queue behind other projects
Inspection scheduling conflicts

Mitigation strategies:

Use permit expediters for complex jurisdictions
Submit early, especially for long-lead permits
Build relationships with permitting agencies
Understand peak permitting seasons
Have backup plans for potential permit delays

Never assume permits will be quick. Hope for the best, plan for delays.

5. Select Contractors with Capacity and Commitment

Contractor selection directly impacts schedule performance. Choose contractors who can and will deliver on time.

Selection criteria for schedule:

Current workload and capacity
Track record on similar project schedules
Proposed team and their availability
Subcontractor relationships and commitment
Resource allocation plan

Questions to ask during selection:

What projects are you currently managing?
Who specifically will manage this project?
What's your schedule performance on recent projects?
How do you handle resource conflicts?

Red flags:

Taking work regardless of capacity
Vague answers about current workload
Schedule commitments without resource plan
History of delays on similar projects

Review the questions to ask contractors before selection.

6. Secure Materials and Equipment Early

Supply chain delays derail schedules. Identify and address long-lead items before they become critical.

Long-lead item management:

Identify long-lead items during planning
Order critical items before construction starts
Track order status and delivery dates
Verify delivery coordination with site readiness
Have backup suppliers for critical items

Common long-lead items:

Electrical switchgear and transformers
HVAC equipment (especially custom)
Elevators and escalators
Specialty glazing and curtain wall
Custom millwork and fixtures

Mitigation strategies:

Separate procurement from general contract for critical items
Negotiate storage if early delivery is possible
Build lead times into project schedule
Monitor supply chain conditions for your materials
Have approved alternates for potential shortages

7. Make Decisions Quickly

Owner decision delays are among the most preventable causes of schedule slip. Build decision-making into your project management.

Types of decisions that delay projects:

Material and finish selections
Change order approvals
Design modifications
Value engineering choices
Scope adjustments

How to accelerate decisions:

Identify decision points during planning
Schedule decision deadlines in project schedule
Provide decision-makers complete information upfront
Present options with clear recommendations
Set expectations for response timelines

Decision tracking:

Maintain decision log with status
Escalate delayed decisions proactively
Communicate schedule impact of delays
Document decisions and rationale

Every week of decision delay typically equals a week of construction delay.

8. Control Scope Changes Rigorously

Uncontrolled changes disrupt schedules. Implement strong change order management.

Change management for schedule:

Evaluate schedule impact of every change
Consider timing (early changes less disruptive)
Bundle changes where possible to minimize disruption
Fast-track change approvals to minimize waiting
Communicate schedule impact to decision-makers

Questions before approving changes:

What's the schedule impact?
Can this wait until a less disruptive time?
Does this affect the critical path?
What's the cost of delay vs. the benefit of the change?

Saying no to changes:

Not every change is worth the disruption
Present full impact (cost + time) to requestors
Defer non-urgent changes to future phases
Document change requests declined and why

Scope stability enables schedule stability.

9. Monitor Progress Actively

You can't manage what you don't monitor. Track progress closely to catch problems early.

Progress monitoring practices:

Weekly schedule updates from contractor
Regular site visits to verify reported progress
Earned value or percent complete tracking
Look-ahead schedules (2-4 weeks out)
Critical path monitoring

Warning signs to watch:

Slipping milestones without explanation
Resources not matching schedule requirements
Work out of sequence
Subcontractors not showing up as scheduled
Optimistic forecasts despite actual delays

When you see problems:

Address immediately—delays compound
Understand root cause, not just symptom
Require recovery plan from contractor
Consider additional resources or overtime
Escalate if contractor not responding

Early detection enables early correction.

10. Coordinate Between Trades Effectively

Poor coordination between subcontractors causes delays and rework. Make coordination explicit.

Coordination mechanisms:

Pre-construction coordination meetings
Weekly or bi-weekly coordination meetings during construction
Clear responsibility for coordination (usually GC)
Detailed sequencing in schedule
Area-by-area work assignments

Common coordination failures:

Trades working over each other
Prerequisites not completed before dependent work
Space conflicts in congested areas
Utility conflicts discovered during installation
Inspection delays holding up subsequent trades

Prevention strategies:

Require coordination drawings for congested areas
Establish clear handoff protocols between trades
Address conflicts in meetings before they hit the field
Build coordination time into schedule

Good contractors coordinate proactively. Insist on it.

11. Manage Weather Appropriately

Weather delays are partially inevitable but often exaggerated. Manage weather realistically.

Weather-sensitive activities:

Exterior work (roofing, facades, site work)
Concrete placement
Masonry work
Painting and coatings
Final landscaping

Weather management strategies:

Schedule weather-sensitive work in favorable seasons
Build weather days into schedule (based on historical data)
Have indoor work ready as backup
Use weather protection where cost-effective
Monitor forecasts and adjust daily plans

Avoiding weather excuses:

Hold contractors to realistic but firm weather allowances
Don't accept weather delays for clearly foreseeable conditions
Require documentation for claimed weather delays
Compare claimed vs. actual weather impact

Weather is a factor, not an excuse.

12. Build and Use Float Strategically

Schedule float is your buffer against delays. Build it in and protect it.

Where to add float:

Between major phases or milestones
Before owner-driven deadlines
After high-risk activities
In procurement timelines

How to protect float:

Track float consumption throughout project
Don't give it away through unrealistic compression
Address early delays to preserve float
Consider float as contingency, not gift to contractor

Float consumption warning signs:

Float disappearing early in project
Critical path shifting to activities without float
Contractor using float for their convenience
No float remaining for unforeseen issues

Float consumed early leaves no buffer for later problems.

Frequently Asked Questions

What's the most common cause of delays?

Design and scope issues—starting before planning is complete, and changes during construction. Invest in upfront planning to avoid downstream delays.

How do I hold contractors accountable for schedule?

Clear contract terms with milestones and liquidated damages. Active monitoring with regular updates. Early escalation when problems appear. Document everything for any disputes.

Should I include liquidated damages in contracts?

For projects with real deadline value (tenant move-in, seasonal opening, regulatory compliance), liquidated damages align contractor incentives with owner priorities. They should reflect actual damages, not punitive amounts.

How much schedule contingency should I include?

Depends on project complexity and risk. Simple renovations: 10-15%. Complex projects: 15-25%. High-risk or phased work: 25%+. Base on historical data, not optimism.