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The Field Story: The Red Pen
The silence in the project executive’s office felt heavy as he slid a printout across the desk. It was an RFI I had issued a few days prior, titled "Added Stone Walls at the Main Entrance Garage." He didn't offer a lecture. He simply pointed to where he had circled the word "added" in red ink.
I had chosen that word because I thought it was descriptive. I was trying to be thorough by highlighting a coordination gap I had found. However, by labeling the work as an addition in a permanent record, I had inadvertently handed our subcontractors a roadmap for a claim.
The framing foreman didn't see a coordination question. He saw a loophole. His argument was simple. If the GC is calling this stone added, then the supporting hardware and backing are also new scope. I had unintentionally moved our team into a defensive posture, forcing us to fight an uphill battle to prove that a basic requirement was already covered in the contract.
The Deep Dive: The Power of Phrasing
That conversation shifted my understanding of what it means to lead a project. I realized that being a technical expert on concrete or MEP sequences isn't enough. We have to think critically about the words we use and be intentional with our communication to make sure we are not adding unnecessary cost or confusion to the project.
The strategy for protecting the budget starts with the concept of reasonably inferable scope. Every subcontract is built on the idea that the subcontractor is responsible for the complete assembly required to reach the design intent. If a wall is on the plans, the sub is responsible for the studs that hold it up, regardless of whether every screw is drawn.
To keep the conversation focused on base scope, I started replacing words like added or change with the phrase confirming per design intent. This shift in phrasing keeps the focus on the original agreement rather than suggesting a deviation from it. Taking a few seconds to review a title before it becomes a permanent part of the project history stops a potential claim before it starts.
The Life Tip: The Weight of Your Words
Prioritizing speed over precision creates a weight that eventually has to be paid. I spent weeks replaying that stone wall meeting in my head because I didn't understand the implications of the words and phrasing that I used on the project.
How we handle our words reflects our character. James 1:19 instructs us to be quick to listen and slow to speak. In our work, being slow to speak means thoughtfully reviewing the words we use to make sure they are clear and thoughtful. We must make sure our language doesn't have a high potential to trigger added conflict or cost. Taking a few seconds for this review isn't just about the budget. It is about making sure that when the day ends, I can worry less because I have more confidence in my communication.
Take ten seconds to verify your next title or subject line before you hit send.
Cormac Mahalick
The Essentialist Builder
