The Chris Voss Guide to Winning Change Orders

How to Make Approval the Obvious Choice

Change orders have always been the Achilles heel of construction projects. We spend countless hours documenting impacts, writing narratives, assembling backup, and crafting justifications, only to have them rejected or marked up for revision. Then it gets more challenging. We have to explain to subcontractors why they haven't been paid, defend our position to owners who think we're trying to take advantage, and rebuild the same change order package three different times. It's a process that drains time and energy from what really matters: building the project.

But it doesn't have to be this way anymore. By using AI to leverage proven negotiation techniques from experts like Chris Voss, we can build bulletproof change order packages that get the job done. Here's exactly how I would do it if I was still a PM:

The Voss Method for Change Order Narratives

The key to winning change orders isn't just presenting costs - it's telling a compelling story of shared interests. Here's how Voss would break it down:

1. The Timeline That Can't Be Argued

   • Establish clear sequence of events

   • Document each critical decision point

   • Highlight where changes originated

   • Show immediate notification of issues

2. The Collaboration Story

   • Demonstrate how your team worked to minimize impacts

   • Show attempts to mitigate costs

   • Document all alternatives considered

   • Highlight shared decision-making moments

3. The Cost Clarity Framework

   • Break down direct costs with clear causation

   • Show ripple effects on other work

   • Explain schedule impacts in dollars

   • Demonstrate value engineering attempts

4. The Urgency Case

   • Link to project critical path

   • Show cost escalation if delayed

   • Highlight impacts to other trades

   • Connect to project milestones

Using AI to Build Your Case

Here's how I'd use AI to streamline this process while maintaining the Voss principles:

Step 1: Change Order Narrative

You are an expert construction claims consultant who excels at crafting compelling change order narratives. Using the provided documentation, create a one-page narrative structured in the following way:

Context: [Brief description of change and dollar amount]
Documents Attached: [List relevant docs - RFIs, emails, cost breakdown, etc.]

Please create a narrative with these specific sections:

1. SUMMARY (2-3 sentences)
- Clearly identify the trigger event or cause
- Reference specific contract documents or field conditions
- State the necessity of the change without blame
- Include any owner/architect acknowledgment of the change

2. COLLABORATIVE APPROACH (1 paragraph)
- Detail specific actions taken to minimize impacts
- Highlight proactive solutions proposed
- Document shared decision-making moments
- Demonstrate value engineering efforts
- Use phrases like "working together," "joint solution," "team approach"

3. COST TRANSPARENCY (1 paragraph)
- Break down major cost components
- Connect each cost to specific project needs
- Explain how costs were minimized
- Show prevention of additional impacts
- Frame costs as investments in project success

4. TIMELINE CONSIDERATIONS (1 paragraph)
- Explain why timely approval benefits all parties
- Show impacts to project milestones
- Highlight cost savings from quick action
- Frame urgency in terms of shared project goals

Writing Guidelines:
- Use "we" and "our team" to emphasize collaboration
- Avoid blame or defensive language
- Focus on solutions rather than problems
- Keep total length to one page
- Use clear, direct language
- Include specific dates and document references
- End with a clear call to action that benefits all parties

Please maintain a tone that is:
- Professional but conversational
- Confident but not aggressive
- Detailed but concise
- Solution-focused rather than problem-focused

After your narrative hits the perfect tone of collaboration and clarity, it's time to bulletproof your position. Here's where I'd leverage AI to think through every possible angle before walking into that negotiation:

The Pre-Game Strategy Session

First, I'd run this prompt to get inside the mind of a seasoned claims consultant:

You are an expert construction claims consultant. I need to prepare for a change order negotiation for [describe scope]. Our estimated cost is [amount]. Please create a detailed preparation checklist that includes:
1. Key documentation to gather
2. Potential counterarguments from the owner
3. Specific contract clauses that support our position
4. Questions to prepare for
5. Negotiation strategy recommendations

The "Pre-mortem" Analysis

Then, I'd flip the script and use this prompt to identify any holes in our position:

You are a construction attorney representing the owner. I am presenting a change order for [describe scope and amount]. Please analyze potential weaknesses in my position and suggest specific documentation or contract references that would strengthen my case. Consider:
1. Timing of notice
2. Scope clarity
3. Pricing justification
4. Schedule impact substantiation

Why This System Works

Here's the beautiful thing about this approach: Most change order disputes aren't really about the money. They're about clarity, trust, and shared understanding. When you walk into a negotiation armed with:

• A clear, collaborative narrative

• Bulletproof documentation

• Pre-emptive answers to potential challenges

• A deep understanding of both sides' positions

...you often find there isn't much to negotiate.

In my experience, change orders that follow this framework often get approved without the dreaded back-and-forth that eat up weeks or months. The owner's rep can see the thoroughness, appreciate the collaborative approach, and understand the clear path forward.

Most importantly, you can get back to what really matters: building the project.

Remember: The goal isn't to win an argument. The goal is to make approval the obvious choice.

Final thoughts: I highly recommend reading Never Split The Difference by Chris Voss. It changed my career in learning how to get change orders approved by a tougher-than-nails Owner’s rep. I just wish I had AI back then to help me out.