Name the core roles
- Owner: project goals, funding decisions, selections, and authorization.
- Design professionals: the design services defined in their agreements.
- Contractor: the construction coordination and work defined in the contract.
- Property or facility team: operating constraints, access, occupant communication, and handover.
- Specialists: targeted surveys, testing, assessments, or equipment expertise as needed.
Assign the interfaces
For design questions, substitutions, concealed conditions, shutdowns, and inspections, write down who initiates the request and who can approve the answer. Include response dates when a decision affects purchasing or field work.
Use one current decision record
Keep a shared log of the question, supporting information, responsible person, decision, date, and effect on cost or schedule. Circulate approved changes to the people who order materials and perform the affected work.