Resolve conflicts: everything to make it much better

Home projects can be a significant source of stress and conflict. Most of these projects involve disagreements between homeowners and service providers. Learning how to resolve conflicts can not only save you additional costs but also reduce weeks of unnecessary tension.

If you've already researched topics like contractor management, this will interest you. Keep reading!

Resolve conflicts: Detailed analysis of the main causes of conflicts

Here are some key details.

1. Managing expectations

One of the most common mistakes in remodeling projects is assuming that all parties understand the same thing by "finished," "quality material," or "premium finish." This lack of alignment creates misunderstandings from the start.

Why does this conflict occur? Often, homeowners don't spell out their expectations in writing or do so ambiguously. For example, requesting "light wood floors" without specifying the exact type, shade, or brand of wood can lead to vastly different results than expected. Discover how preventative measures help you avoid needing to resolve conflicts.

• Customized project data sheet: This includes visual descriptions, brands, colors, and models for each stage, leaving no room for assumptions. Explore ReConto HOME's project tool to document, communicate, and control every stage of your improvement.
• Pre-approval of materials: Request physical samples and approve them before purchase is recommended. This allows you to evaluate texture, color, and actual durability.

Define the "final state": Clearly defining how both parties will know the job is 100% complete is crucial. Creating a checklist with criteria that define completion is key.

• Specific warranties: Adding warranty clauses on materials and finishes provides peace of mind and minimizes disputes.

Setting clear expectations from the start reduces problems. Consequently, you're less likely to have to resort to conflict resolution.

2. Bad communication and its impact on your ability to resolve conflicts

Poor communication can turn small details into big problems. When there's no clear channel of communication, misunderstandings and misinterpretations are commonplace.

What usually goes wrong? People often make decisions in informal conversations, over the phone, or even in hallways, without any written record. This leads to disagreements about what the parties agreed upon, generating frustration on both sides.

Here are recommendations for smooth and professional communication that help avoid the need to resolve conflicts:

• Set regular meetings: Scheduling weekly in-person or virtual meetings helps review progress and fine-tune details. Organize your visits and tasks with ReConto's calendar and stay up to date without complications.
• Use digital tools: Platforms like Trello, Asana, or ReConto allow the entire team to be on the same page, with access to tasks, documents, and dates.
• Create a communication protocol: This defines who answers questions, how the team formalizes decisions, and expected response times. Use ReConto's integrated messaging to avoid confusion and maintain clear communication.
• Everything in writing: Recording agreements by email or text, even if reached verbally, is crucial. A small effort that saves big headaches.

Clear and structured communication helps prevent and resolve conflicts. It also strengthens the professional relationship with suppliers.

3. Unforeseen additional costs

One of the main sources of tension between owners and suppliers is unexpected budget increases. Cost overruns often appear without warning, generating mistrust and disagreements. These situations can escalate into conflicts, but having clear strategies in place to resolve conflicts related to unforeseen expenses can prevent long-term issues.

Why does this happen? This may happen due to unforeseen events during execution, changes the client requested, or simply a lack of planning in the initial budget. When the parties do not define clear mechanisms for managing these expenses, the relationship deteriorates rapidly.

Here are key solutions to anticipate and manage these costs, which can aid in conflict resolution:

• Specific contractual clauses: Specific contractual clauses: The contract should specify how the parties will process additional costs, what requirements the supplier must meet, and what approval mechanisms they will use.
• Itemized budgets: Demanding a detailed budget by line item is advisable. This way, you can identify which part of the project generates the most expenses and why. Easily request and approve estimates from ReConto. Organize your payments and avoid misunderstandings.
• Contingency fund: Include a 10% to 15% margin of the total budget for unexpected expenses. This prevents setbacks from affecting the entire project.
• Mandatory prior authorization: You (or the designated party) must authorize all additional expenses in writing before the supplier executes them. Otherwise, the supplier should not assume the client will pay.

Planning and being clear about how to manage financial contingencies improve transparency. This is an effective key to resolve conflicts!

4. Delays in delivery times

Time is one of the most valuable resources in a project. When a project goes beyond the established deadline, it can lead to frustration, affect other plans (such as moving or short-term rentals), and generate additional costs. Delays can often lead to conflicts, but understanding the causes and addressing them early can help resolve conflicts before they escalate. Factors that cause delays include:

• Delays in the delivery of materials, especially if suppliers import or customize them.
• Last-minute changes in the design or scope of the project.
• Lack of qualified personnel or frequent worker turnover.
• Lack of clear schedules and adequate follow-up.

Recommended solutions to resolve conflicts effectively include:

• Contracts with penalties: Establish clear consequences for unjustified delays, such as discounts or compensation per day of delay.
• Realistic schedule with safety margins: Plan timeframes that allow for unforeseen events without compromising the final result.
• Active supervision: Request weekly progress reports and conduct periodic inspections of the construction status.
• Constant communication: Ensure immediate communication of any event that could affect the schedule and jointly evaluate possible solutions.

Proper planning not only protects the investment but also significantly reduces stress for all parties involved.

Professional techniques to help resolve conflicts effectively

This approach has become a global standard for constructive conflict resolution, even in everyday situations such as remodeling. The method promotes a paradigm shift: instead of pitting the parties against each other, it seeks to understand common interests and build collaborative solutions.

• Separate people from the problem: Getting caught up in personal frustration when things aren't going according to plan is easy. However, attacking the supplier doesn't solve the problem. On the contrary, it makes it worse. It's essential to focus on what's not working in the project, not on the emotions it generates.
• Focus on interests, not positions: For instance, a supplier may insist on using a specific type of material, while the owner demands another. Instead of debating who is right, it's better to ask: What need is behind that choice? Durability? Price? Aesthetics? Identifying interests helps resolve conflicts by finding solutions that satisfy both parties.
• Generate mutually beneficial options: Exploring creative alternatives can unlock deals where there previously seemed to be no way out. For example, if there's a delay with an imported type of tile, one option may be to use another locally available tile, with a discount or additional compensation.
• Insist on objective criteria: Basing dialogue on technical standards, such as quality standards or manufacturer's manuals, makes decisions less arbitrary. This reduces the possibility of conflict and facilitates compliance with the agreements the parties reached.

This method not only helps resolve conflicts but also strengthens the relationship between client and supplier, laying the foundation for successful future projects.

Implementation of a conflict prevention and resolution system

Prevention is always more efficient and less costly than correction. Implementing a solid conflict prevention and resolution system in remodeling projects not only avoids misunderstandings but also helps you resolve conflicts quickly and provides peace of mind throughout the project.

Essential documentation to help resolve conflicts

Having everything in writing is the first line of defense against potential disputes. These documents are key:

• Detailed contract: This should include the technical specifications for each stage of the project: materials, brands, quantities, responsible parties, and delivery dates. Add documents and agreements to your ReConto project and make them available to you and your supplier.
• Construction schedule: Creating a realistic schedule allows for unforeseen weather, logistical, or personnel availability issues.
• Change log: Change log: Both parties must record, sign, and date any changes to previously agreed-upon work. This includes adjustments to the design, materials, or schedule.
• Quality standards: Including technical sheets, reference photographs, or approved samples helps the supplier know exactly what you expect.

Communication protocol to resolve conflicts

The way you oversee communication directly influences conflict resolution (or escalation). A good protocol should consider the following:

• Scheduled weekly meetings: Whether in person or virtual, these meetings should have a clear agenda and a written summary to confirm agreements.
• Daily or bi-daily progress reports: Ideally, with photographic support to document the project status and facilitate early follow-ups or adjustments.
• Emergency responses within 24 hours: If an urgent issue arises (such as a leak or structural error), there should be a direct channel and a designated person to address it.
• Written formalization of any changes: No "we'll discuss this over the phone." Any adjustments should be made in writing, including the impact they will have on the budget or delivery date.

Selection of dependable suppliers to avoid having to resolve conflicts later

Knowing the provider's history will give you a clear idea of how they operate and what you can expect.

Reference Check

Knowing the supplier's record will give you a clear idea of how they operate and what you can expect, even in the event that you need to resolve conflicts. Consult the ReConto community for references.

• Request a detailed portfolio: Don't just settle for a couple of photos. Ask for descriptions of each project: what problems they solved, how long it took, and what creative solutions they implemented. This allows you to assess whether they have experience with challenges similar to yours.
• Interview with former clients: Ask them directly if they delivered on their promises. How was the supplier's response to complaints? These questions reveal much more than a simple star rating.
• Check online credentials: Platforms like ReConto, Google Reviews, Houzz, and even local Facebook groups can provide real-world feedback. You can also check if the supplier has received awards, mentions, or has partnerships with well-known brands in the industry.
• Watch for patterns: If you find repeated complaints (for example, about missed deadlines or lack of response to problems), this behavior will likely be repeated with you.

Practical example: If you're remodeling your kitchen and you see that a supplier has several specific references for that type of work (with photos, plans, and positive reviews), that's more valuable than one that has only done general renovations, as it can help resolve conflicts by ensuring expertise in the specific area of work.

Clear contract for conflict prevention and resolution

The contract is your greatest protection tool. A reputable provider will be willing to sign it without hesitation, as it clearly outlines the steps to resolve conflicts and prevent issues from arising during the project.

• Define all included and excluded services: For example, if the supplier performs electrical installation, the contract should specify whether it includes materials, wiring, gutters, and connection to the home's general system. Avoid generic phrases like "system inspection."
• Include a technical scope clause: This should state what happens if an unforeseen structural or technical problem appears. This avoids cost surprises later.
• Realistic delivery schedule: Dividing the project into stages with estimated dates is recommended. Each stage should have clear deliverables (e.g., "demolition completed," "flooring installed," "faucet installation complete").
• Shared responsibilities: Establishing which tasks the supplier is responsible for (e.g., debris removal) and which fall to you as the client (e.g., municipal permits, if applicable) is important.
• Dispute resolution clause: This establishes that, in the event of a dispute, both parties agree to pursue professional mediation before resorting to legal action.

Key tip: Never begin a project without signing a contract. Even if the supplier is recommended by someone you trust, the contract can be useful in resolving disputes.

Insurance and certifications

Beyond technical expertise, a responsible supplier must be covered against unforeseen events. This coverage can help resolve conflicts that arise from unexpected issues during the project.

• Liability insurance: This insurance protects your property if an accident or damage occurs during the construction project. For example, if a tool falls and damages your newly installed floor, the insurance should cover the repair costs.
• Technical or trade certifications: Some construction guilds or professional associations issue certifications that validate the quality of their services. You can also look for municipal licenses or registrations with chambers of commerce.
• Current legal permits: If the project involves structural modifications or special installations (such as gas or potable water), verify that the provider is authorized for that type of work in your area.

Example: In some countries, a certified electrician is required by law for major jobs. Hiring an unlicensed electrician can lead to fines or complications if you later need to sell the property.

Agreement on payments to help resolve conflicts

This point is one of the most common sources of conflict. Establishing a clear and fair payment plan avoids future tensions.

• Never pay everything upfront: Dividing the payment into percentages linked to project progress is recommended. For example, 30% at the start, 30% when halfway through the project, 30% upon completion, and 10% once the final review has been completed and any comments have been resolved.
• Request proof: Ensuring each payment leaves a trail (invoices, signed receipts, or bank transfers with specific details) is vital. This is key to conflict resolution.
• Define payments by stages, not time: Paying by deliverables instead of weekly is preferable. This motivates the supplier to move forward, and you have greater control over the quality of the work performed, helping to prevent issues and resolve conflicts smoothly.

Penalties for non-compliance: Establishing automatic discounts or payment pauses if the supplier is unreasonably late or fails to meet agreed-upon standards is useful.

Practical advice: Never feel pressured to provide money outside the agreed-upon schedule. If a supplier constantly changes payment terms, it may be a sign of disorganization or a lack of liquidity.

Use of technology to facilitate management and resolve conflicts

Platforms like ReConto offer tools designed to simplify supplier management and project management for home improvement projects. These include:

• Centralized communication between owners and suppliers.
• Task tracking with automatic reminders.
• Virtual advice in case of conflicts.
• Document management to prevent loss of key information.

Using these tools helps minimize misunderstandings and assists in conflict resolution.

Supervision and communication with professionals

Good planning is of little use without consistent oversight and effective communication. Establishing a clear relationship with professionals from day one is key to avoiding misunderstandings, ensuring quality work, and maintaining project control. Let's see how to achieve this.

Establish clear communication channels to resolve conflicts

Establishing from the beginning where the team will discuss important topics avoids confusion.

• WhatsApp or Telegram ReConto Chat for quick messages: Use them to coordinate schedules, request photos, or give simple instructions.
• Email or Google Docs ReConto Projects for formal matters, such as budget modifications, authorizations, or design changes. This leaves a written record.
• Video calls for important decisions: For example, if you're away from home or can't visit the site, a quick video call with a camera allows you to see details in real time.

We recommend creating a group with everyone involved: architect, supplier, materials supplier, etc. This way, everyone stays informed about what's happening and avoids "broken telephone calls" that require conflict resolution.

Record of decisions and changes

During construction, modifications are normal. Changing a material, moving an electrical outlet, adding a plug, etc. The problem arises when these changes aren't documented, and this often leads to the need to resolve conflicts.

• Keep a record of all changes. It can be a simple spreadsheet with three columns: "Change Made," "Date," and "Who Approved."
• Request written change orders. Some contractors have forms for this. If not, a clear email or message with your approval is sufficient.
• Keep a version of the history of the drawing. If the design is modified, save the previous files. This way, you can track what has changed and why.

Tip: Never give verbal authorization without putting it in writing afterward. This will avoid confusion, cost overruns, or work you didn't request.

In-person or remote supervision for conflict resolution

Even if you hire a trusted professional, you or someone you trust must supervise regularly. Supervision not only helps resolve conflicts by detecting errors early, but it also demonstrates to workers that you are in control, which often improves the quality of the work.

• If you can be on-site: Walk around the site, take photos, and ask questions. You don't need to be an expert, but you do need to pay attention to details like cleanliness, order, the materials being used, and adherence to the schedule.
• If you're far away: Ask for daily videos and photos. You can even install a fixed camera with remote access to monitor progress in real time.

Extra: If the project is large, you can hire an external technical supervisor (not affiliated with the supplier). They function as your technical advisor on the job site and can produce detailed reports. Track each task from your project dashboard. Supervise without complications.

When to resort to professional mediation to resolve conflicts

Even if you do everything right (planning, supervising, and communicating properly), conflicts can arise with the professionals involved in the project. These range from unjustified delays and unauthorized cost overruns to defects in execution or even project abandonment.

When direct dialogue is no longer sufficient and the problem begins to generate stress or financial losses, it's time to consider a neutral forum. Professional mediation! It can help you resolve conflicts without going to court, saving you time, money, and emotional strain.

Send a formal notification for conflict resolution

Before involving an external mediator, the first step is to formalize your position in writing. This means drafting a clear and concise notice that:

• Explain the events chronologically.
• Detail the problem (e.g., unfinished work, substandard materials, breach of contract).
• Mention the actions you have already attempted to resolve it.
• Request a response or solution within a specific timeframe (e.g., 5 business days).

Example: "I request that the pending plumbing work in the kitchen be resumed, as stated in the contract signed on April 12. Since you did not show up on the agreed-upon date (June 15), and there was no prior notification, I request that a new completion date be confirmed in writing before June 20."

Gather documentary evidence to help resolve conflicts

To have any weight in mediation (or even if you need to go to court later), you need documentation to support your version. Some key elements:

• Dated photographs or videos demonstrating defects or non-compliance.
• Signed contracts, estimates, or plans.
• Email or Messenger conversations mentioning agreements.
• Invoices or receipts for payments made.
• Progress reports (if any) or records of unauthorized changes.

Helpful tip: It's not enough to simply "believe you're right." Clear documentation protects you and strengthens your position when you need to resolve conflicts with any neutral third party.

Participate in professional mediation sessions

If the other party doesn't respond or denies responsibility, it's time to contact a certified professional mediator. This expert acts as an impartial third party, listens to both sides, analyzes the evidence, and proposes a mutually beneficial solution.

Ask ReConto's Virtual Advisor questions and receive neutral suggestions on how to resolve a conflict.

Important: Mediation does not impose a decision as a judge would. It seeks to ensure that both parties reach a consensual agreement.

Consider legal actions when you're unable to resolve conflicts

If mediation fails to resolve the dispute and the damages are significant, it is worth considering legal action. This should be carefully evaluated, ideally with legal counsel.

Some options may be:

• Civil lawsuits for breach of contract.
• Claims for material damages or economic losses.
• Mandatory arbitration if stipulated in the contract.

Before reaching this point, it's advisable to exhaust all possible amicable dispute resolution avenues. A legal process can take months (or even years), generate considerable expenses, and deteriorate the relationship between the parties, making it harder to resolve conflicts effectively.

Build strong relationships and learn how to resolve conflicts effectively

Managing conflicts during a remodel isn't just about putting out fires. It's about building healthy relationships based on respect, clarity, and well-defined agreements. Because while every project has its challenges, how we approach them defines the entire experience.

We can think of three key pillars to achieve this:

• Proper preparation: Everything starts with a well-structured, clear, and detailed contract. This lays the foundation for an orderly project, with clearly defined roles, timelines, and expectations. A good contract is like the invisible blueprint that sustains the entire relationship.
• Clear communication: During the project, communication is the oxygen of the project. Establishing fluid channels, documenting decisions, and maintaining transparency helps prevent misunderstandings and resolve conflicts effectively.
• Smart flexibility: Sometimes you have to adapt. Not everything will go 100% as planned, and having the ability to negotiate without losing sight of your objectives will give you an advantage. The key is to distinguish which battles are worth fighting and which aren't.

By applying these conflict resolution strategies, you'll resolve conflicts that may arise during a project. You'll also build bonds of trust with professionals you'll want to call again in the future. Because when you find a dependable, skilled, and open-minded supplier, you have more than just a service provider; you have an ally for your future projects.

References

Martins, J. (2025, February 11th). The best conflict resolution strategy you should use. Asana.

Rizvi, Q. (2023, December 4th). How to Resolve Supplier Conflicts Effectively. LinkedIn.

RRYP (2025, January 13th). How to prevent conflicts with suppliers and customers in your company.

Servente, D. (2023, October 9th). Conflict Resolution: How to Address Disputes with Customers, Suppliers, and Partners. Merca2.