Common Pitfalls in Restoration Scope Creation: How to Avoid Costly Errors and Omissions

Accurate and comprehensive scope development is a crucial aspect of restoration contracting, for it directly impacts project efficiency, cost management and client satisfaction. However, even experienced professionals can fall prey to common mistakes that lead to misunderstandings, delays, disputes, and financial losses. Let’s go through a list of those pesky pitfalls, along with helpful tips for avoiding them.

1. An Inadequate Initial Assessment

A common pitfall is conducting a rushed, superficial evaluation, which leads to an incomplete and inaccurate scope of work. Missing hidden damages or underestimating the extent of repairs can result in significant cost overruns and project delays.

TIP: Ensure all affected areas are evaluated meticulously. For example, if you are conducting a moisture inspection during a water-damage assessment, take time to use advanced tools such as moisture meters and thermal cameras.

2. Not Accounting for Future Discovery of Hidden Damage 

Failing to account for potential hidden damage (that could be discovered after work has started) can result in scope creep and budget overruns.

TIP: Always include provisions for potential hidden damage when drafting your scope. For instance, you might state the following: "Inspect subflooring for water damage after carpet removal. If damage is found, remove and replace up to 100 square feet of plywood subflooring."

3. Insufficient Visual Documentation

Failure to capture ALL job-site details visually causes confusion, disagreements and problems during project execution.

TIP: Whenever you need to scope restoration work for a new job, use a versatile mobile app, such as magicplan, to do all of the following:

• Prepare: Create customized forms that you can use to collect data (e.g., damage details, materials needed) to make sure you don’t overlook anything.

• Sketch: Use your app to automatically capture precise measurements of rooms and spaces on-site, and to map the job site thoroughly and accurately in real time by sketching a digital floor plan. Then annotate the sketch with your assessment observations. 

• Photograph: Capture timestamped photos and 360-degree panoramas, and incorporate those directly into your floor plan. (This eliminates the need for separate photo report software.) You can even add detailed captions and location descriptions to your photo documentation.

• Report: Produce a shareable, highly visual field report (scope of work document) that clearly outlines all work that needs to be done. (The ability to generate a digital report on-site reduces the risk of missing critical information, and it streamlines the entire scoping process. Plus, with an app like magicplan, you can instantly integrate your report into CoreLogic or Xactimate estimating software. This allows you to create an accurate and all-important estimate for insurance claim purposes.)

4. Lack of Specificity

One of the most frequent errors in scope development is being too general with wording. Vague descriptions can lead to misinterpretations and disputes.

TIP: Be as specific as possible. For example, instead of writing "repair water damage" in a note within your sketch, use more specific wording such as "remove and replace 200 square feet of water-damaged drywall in the living room, including patching, taping, and painting to match existing magicp." This ensures that anyone should be able to read your scope and know the full extent of the work that’s required.

5. Inconsistent Terminology

 Using inconsistent terminology in scope documents can lead to misinterpretations and misunderstandings. This causes confusion and errors in the execution phase.

TIP: Develop standardized terminology and use it for all scope documents. Consistency in language minimizes misinterpretations and enhances communication clarity.

6. Inconsistent Units of Measurement

 Mixing different units of measurement within each scope can lead to confusion and errors in material ordering and cost estimation.

TIP: Stick to the same units of measurement throughout your scope. For example, if you start with square feet, use it consistently for all area measurements.

7. Neglecting Code and Standard Compliance

Failure to consider local building codes and industry standards in the scope can have severe legal and financial consequences. Overlooking these regulations can result in non-compliant work, leading to fines, rework, or even project shutdowns.

 TIP: Regularly educate yourself and your team about the latest local building codes and industry standards, so you can stay updated. Incorporate these into your scope creation process to reduce the risk of non-compliant work. For instance, you could write "Install new electrical wiring in compliance with the 2023 National Electrical Code and local amendments."

8. Omitting Necessary Preparations

Forgetting to include essential preparatory work can lead to unexpected costs and delays.

TIP: Include all necessary prep work in your scope. For example, "Cover and protect all furniture and fixtures in the affected areas before beginning demolition work."

9. Ignoring Finishing Details

 Overlooking finishing touches can result in client dissatisfaction and disputes over project completion.

 TIP: Include all finishing details in your scope. For instance, you might state "After drywall repair, apply two coats of primer and two coats of paint to match existing color and finish."

10. Excluding Environmental Factors

 Failing to consider environmental conditions can lead to unforeseen complications and delays.

 TIP: Address potential environmental factors in your scope. For example, "Monitor and maintain indoor humidity levels between 30-50% during the drying process. Provide dehumidification equipment as necessary to achieve these levels."

11. Lack of Clear Communication Protocols

 Poor communication can lead to costly misunderstandings.

TIP: Establish clear communication protocols in your scope. For instance, "Provide daily progress reports to the property owner and insurance adjuster. Schedule weekly on-site meetings with all stakeholders to review progress and address any concerns.

12. Not Accounting for Temporary Services 

Overlooking the need for temporary services during restoration can lead to project delays and additional costs.

TIP: Include provisions for necessary temporary services in your scope. For example, "Provide temporary power and lighting for the duration of the restoration work, including rental and installation of a 5kW portable generator."

13. Neglecting to Address Safety Measures

Failing to incorporate safety protocols in your scope can expose your team to risks and potential liability issues.

TIP: Clearly outline safety measures in your scope. For instance, "Erect temporary barriers and signage to isolate work areas from occupied spaces. Provide and require the use of appropriate personal protective equipment (PPE) for all workers on site."

14. Underestimating Cleanup and Disposal

 Many scopes overlook the time and resources required for proper cleanup and disposal of debris.

TIP: Include detailed cleanup and disposal plans in your scope. For example, "Remove all construction debris daily. At project completion, perform thorough cleaning of all affected areas, including HEPA vacuuming of all surfaces and professional cleaning of all affected soft goods."

Wrap-Up

Effective scope creation is a critical skill that can significantly impact the success and profitability of your restoration projects. By following the tips provided above, you can create comprehensive and accurate scopes that lead to better estimates, set clear expectations, and facilitate smooth project execution.

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