Heavy Refurbishment of Existing Buildings  

Knowing When to Halt Works: Managing Variations and Unforeseen Conditions

Heavy refurbishment projects present a particular challenge: you rarely know everything about an existing building until works begin. 

Even with surveys, investigations and detailed design completed in advance, existing buildings can contain hidden defects, undocumented alterations, concealed services, structural conditions or discrepancies between drawings and the actual construction. Once areas are opened up, these issues can result in additional works, changes to the design, cost increases and programme implications. 

From a Project Management perspective, the priority is not always to keep works moving at all costs. Knowing when to pause works can be just as important as knowing when to proceed. 

Where unforeseen conditions arise, continuing without establishing the facts can create further complications. For example, additional works may be carried out before the scope and cost are agreed, or an issue may become concealed before the appropriate technical solution has been confirmed. This can lead to rework, disputes over responsibility and difficulty establishing the final cost.

Before instructing or proceeding with additional works, it is important to: 

Establish the facts – Investigate the existing condition and confirm what has actually changed from the information available at tender or construction stage. 

Clarify the scope – Establish whether the issue falls within the original contract scope or constitutes a variation or additional work. 

Assess the technical solution – Ensure the proposed approach has been properly reviewed and is suitable for the existing building before works proceed. 

Consider cost and programme implications – Understand the financial impact, potential delays and whether the works will affect subsequent trades or critical activities. 

Consider sequencing and interfaces – A seemingly minor change can have consequences for other elements of the project, particularly where services, structure, fire safety or finishes are involved. 

Control instructions – Avoid informal site discussions becoming unrecorded commitments to additional works. Changes should be formally communicated, assessed and authorised through the appropriate project procedures. 

Maintain clear records – Photographs, updated RFI logs, drawing registers, instructions, quotations and records of cost and programme impact provide an important audit trail. 

Make timely decisions – A short, controlled pause to investigate an issue and agree the way forward can prevent significant rework, additional costs and programme delays later in the project. 

Why a Controlled Pause Can Protect the Project

This is particularly important where works will subsequently be covered up or become inaccessible. Once an area is closed up, it can become considerably more difficult and costly to investigate, verify or rectify an issue. 

On a heavy refurbishment project, stopping works is not necessarily a delay. It can be a project control measure. 

The objective is to ensure that when works recommence, the scope, technical solution, cost, programme impact and responsibility are clear, allowing the project team to move forward with greater certainty and reducing the risk of disputes or unnecessary rework later in the project. 

To learn more about how our Project Management team can support your next project, contact us at info@ors.ie or call +353 1 524 2040.