No plumbing job ever goes exactly to plan. Whether it’s bad weather, supply chain issues, design changes, or site coordination problems, delays and unexpected challenges are part of the game. But how you handle them can make or break your project, your reputation, and your profits.
Here’s how to stay in control when things don’t go as planned.
🔹 Step 1: Identify the Root Cause of the Delay
Before reacting, take a step back and figure out the real issue.
📌 Common On-Site Delays:
❌ Supply Issues – Materials delayed, wrong items delivered, or shortages.
❌ Weather Delays – Rain, storms, or extreme heat slowing down work.
❌ Access Restrictions – Waiting on other trades, site not ready for plumbing work.
❌ Design Changes – Builder or client modifying plans mid-job.
❌ Labour Shortages – Short-staffed due to sick workers or lack of skilled trades.
❌ Equipment Issues – Machine breakdowns, missing tools, or hire delays.
✔ What to Do:
- Speak to the site manager and confirm the exact cause of the delay.
- Check contracts and project timelines to understand your responsibilities.
- Document everything – if delays aren’t your fault, you may be entitled to an extension or compensation.
💡 Key Tip: The sooner you identify the issue, the faster you can fix it.
🔹 Step 2: Communicate the Problem Early 📢
The worst thing you can do is stay silent. Builders, clients, and subcontractors need to be kept in the loop about delays.
📌 Who to Inform?
✔ Site Supervisor / Builder – If a delay affects the overall schedule.
✔ Plumbing Team / Subcontractors – If work needs to be rescheduled.
✔ Suppliers – If materials are delayed, check for alternative options.
✔ Clients (if necessary) – If the issue affects project completion timelines.
✔ What to Say?
“We’ve hit an issue with [problem] which could delay work by [timeframe]. We’re looking into solutions and will update you shortly.”
💡 Key Tip: Being proactive instead of waiting for the builder to ask builds trust and professionalism.
🔹 Step 3: Find a Workaround or Alternative Solution 🔄
For every problem, there’s usually a way to keep moving. Your ability to think on your feet will set you apart.
📌 Possible Solutions for Common Delays:
✅ Supply Delays? – Check other suppliers, use temporary materials, or adjust the work sequence.
✅ Weather Problems? – Focus on indoor tasks until conditions improve.
✅ Access Issues? – Move to another section of the site or do prep work.
✅ Design Changes? – Request clear written instructions and confirm extra costs before proceeding.
✅ Labour Shortages? – Bring in subcontractors if possible or adjust the work schedule.
✔ Example:
If your PVC pipes haven’t arrived, can you start trenching and prepping instead of waiting around?
💡 Key Tip: The more flexible and solution-focused you are, the better you’ll manage delays.
🔹 Step 4: Adjust Your Schedule & Prioritize Tasks 🕒
If a delay is unavoidable, rework your plan to stay productive.
📌 How to Adjust Your Workflow:
✔ Reschedule non-urgent tasks to free up time later.
✔ Prioritize critical jobs to avoid bottlenecks.
✔ Stack tasks efficiently – e.g., rough-in work before materials arrive.
✔ Communicate the revised plan with your team to keep everyone aligned.
💡 Key Tip: A delay in one area doesn’t have to bring the whole job to a stop. Keep things moving where possible.
🔹 Step 5: Track the Impact of Delays on Costs 💰
Unplanned delays = extra costs. If you don’t track them, you’ll lose money without realizing it.
📌 What to Monitor:
✔ Extra Labour Costs – Are your plumbers stuck waiting on-site?
✔ Equipment Hire Extensions – Extra days on site = extra hire costs.
✔ Overtime or Weekend Work – Rushing to catch up can eat into profits.
✔ Variation Costs – Design changes often mean extra materials and labour.
✔ Example:
If a variation request causes delays, make sure you price the extra time in your variation claim.
💡 Key Tip: Keep a simple log of delays and extra costs so you can recover them later.
🔹 Step 6: Prevent Future Delays 🏗️
After dealing with a delay, ask yourself: How can I stop this from happening again?
📌 Ways to Reduce Future Delays:
✅ Confirm Materials Availability – Pre-order key items to avoid last-minute supply issues.
✅ Set Clear Expectations with Builders – Ensure timelines, approvals, and variations are agreed upfront.
✅ Have Backup Suppliers – If your main supplier runs out, you have a Plan B.
✅ Improve Site Coordination – Stay in touch with site supervisors to align schedules.
✅ Price Delays Into Quotes – Allow some buffer for unexpected issues.
✔ Example:
If a builder keeps making last-minute design changes, include clear variation terms in your quotes to protect yourself.
💡 Key Tip: Learning from each job will make you more efficient and profitable in the long run.
🚀 Final Thoughts: Stay Proactive & Keep Moving Forward
Managing delays and unexpected problems is part of the job, but the best plumbers know how to stay in control rather than just reacting.
✔ Identify issues early to reduce impact.
✔ Communicate clearly to keep everyone aligned.
✔ Find solutions instead of waiting for the problem to fix itself.
✔ Track extra costs so you don’t lose money.
✔ Learn from each delay to improve future jobs.
👉 Need help pricing your jobs accurately to account for delays? SNZ Plumbing Estimating can help you create competitive, well-structured quotes that protect your profits. Contact us today! 💼📊