How to Keep Elevator Modernization Projects on Track
By Michael Balsamo | Senior Vice President, New York Metro
If you’ve been through an elevator modernization project before, you already know the goal: no surprises, no endless delays, no unnecessary change orders, and no headaches for ownership, management, or tenants. That’s the ideal. The reality is that elevator modernization projects can go off track quickly when the front end of the job isn’t handled the right way.
In my experience, most elevator modernization delays don’t start when the mechanic shows up in the building. They start months earlier — during planning, contractor selection, scope review, and contract development. That’s where the biggest pitfalls may be hiding. And if you don’t address them early, they almost always show up later as budget overruns, schedule problems, confusion around responsibilities, or frustration with how the elevator modernization project is unfolding.
That’s why I always tell clients the same thing: if you’re going to invest in an elevator modernization, take the time to set it up properly. A smoother front end usually means a smoother project overall.
I recently spoke about this topic during an episode of Vertical Access, VDA’s podcast. You can listen to the episode here.
Keep reading to learn more about how to keep your elevator modernization project on track.
Why elevator modernization projects go off track
A lot of owners assume the riskiest part of an elevator modernization project is the construction itself. I don’t see it that way. The bigger risk is going into the job without fully understanding the scope, the timeline, who is responsible for what, and whether the contractor is the right fit. If that happens, you’re already behind.
Today’s clients want what everybody wants: an elevator modernization project with no change orders, under budget, and ahead of schedule. I get it. But those outcomes don’t happen by accident. They happen when you, the consultant, and contractor are aligned before the job gets moving. If that alignment is missing, the project usually pays for it later.
Build a realistic elevator modernization project timeline
One of the biggest misconceptions around elevator modernization planning is how long the front end really takes. In New York City, once a client signs on for a modernization project, you can easily be looking at a 12-month process before there are actually boots on the ground and elevators are taken out of service. That surprises people, but it shouldn’t.
A well-run elevator modernization project includes much more than replacing equipment. Here’s what it can include:
- Scope development
- Specification work
- Bidding
- Contractor selection
- Contract review
- Review of work by others
- Owner decisions
- Finish selections
- Operational planning
- Coordination with the building
If you don’t account for the time it takes to complete these steps early, what looks like a construction delay is often really a planning delay that started months before.
Choose the right contractor for the elevator modernization project
Contractor selection is another place where elevator modernization projects can go off track. Clients sometimes have long-standing relationships with elevator contractors and want to use the same firm every time. Relationships matter in this business, they always will. But the right contractor for one job may not be the right contractor for the next one.
Some contractors are too small for a large or complex elevator modernization. Others may be too large for a smaller job and not the best fit for that application. That doesn’t mean they’re bad contractors. It means the job has to match the team. Building type, project size, schedule demands, technical complexity, tenant impact, and coordination requirements all matter. If the fit is wrong, the project can become difficult before it even starts.
Review the scope before the job starts
I’m a big believer in what we call page turning. Once we prepare a draft specification for an elevator modernization, I want to sit down with the owner or project manager and go through it together, page by page, to ensure you fully understand the scope before bidding, award, and construction begin.
The page turning review covers the big items: what’s being retained, what’s being replaced, what’s happening with the machines, controllers, door equipment, cabs, and fixtures, where the contractor will be working, how staging will work, and what the owner should expect along the way. It also gives us a chance to talk through how the elevator modernization project will affect the building floor by floor. That kind of clarity matters.
I’ve had clients tell me they don’t need that meeting. I always push back. In my view, you do need it. It usually takes about 45 minutes, and afterward you’ll see the value. A lot of costly problems in elevator modernization come from assumptions. Page turning helps remove those assumptions before they turn into change orders or delays.
Clarify work by others early
If there’s one phrase that causes confusion on an elevator modernization project, it’s “work by others.” In simple terms, work by others means work that falls outside the elevator contractor’s base bid and needs to be handled elsewhere. If the owner doesn’t understand that up front, it can create real budget and schedule issues later.
I’ve seen this happen many times. Halfway through a job, a client says, “We never knew about the work by others.” But it was there in the specification. The problem is that reading it on paper and understanding how it affects your project are two different things. That’s exactly why I want those items discussed during scope review. The earlier you clearly understand work by others, the easier it is to budget, coordinate, and keep your elevator modernization project moving.
Talk through your wish list before finalizing scope
Another important part of elevator modernization planning is talking through your modernization wish list early. These items can include:
- Security integration
- Card access
- Turnstiles
- Upgraded fixtures
- Lobby coordination
- Interface needs
- Cosmetic decisions that affect the overall passenger experience
If these types of upgrades are missed on the front end, they usually become more expensive on the back end. Integration work added late can affect cost, schedule, and coordination. On the other hand, when those goals are identified early, the project can be structured around them. That creates a better outcome for you and a better experience for the people using the elevators every day.
Don’t let the contract process slow down the project
Contracts are another area where elevator modernization delays can begin. I’ve seen situations where what should have been a two-week contract process turned into nearly two months because the owner wanted to create a nonstandard agreement instead of following the normal review path. That may not sound like much on paper, but on a live project schedule, those weeks matter.
Typically, the contractor prepares the agreement, the consultant reviews the project-specific language, documents, and out-of-service requirements, and then legal review follows. When that process is changed without a clear reason, it can disrupt workflows for everyone involved. The contractor isn’t used to the format. Attorneys need more time. Revisions go back and forth. Meanwhile, the owner may be up against code deadlines or internal schedule commitments. A slow contract process can become a very expensive problem.
A good elevator modernization project is a partnership
I look at every elevator modernization project as a three-way partnership between the building owner, the consultant, and the contractor. When that partnership works, the project usually works. When one part of it breaks down — whether that’s communication, responsiveness, scope understanding, or decision-making — the project feels it.
That’s why my advice is simple: listen to the people you hired to guide the process. If you retain a consultant for elevator modernization planning, use that experience. We’ve been through the pitfalls before. We know where change orders tend to happen. We know where contractor selection can go wrong. We know how front-end decisions affect the back end of the job. That’s not theory. That’s experience.
Owners, property managers, and asset teams don’t need an elevator modernization project to be perfect. But they do need it to be clear, well-managed, and set up for success.
In my view, the best way to reduce elevator modernization delays, avoid unnecessary change orders, and keep the project on track is to do the hard thinking early. Review the scope. Talk through work by others. Address the wish list. Choose the right contractor. Keep the contract process moving. And make sure everybody understands the milestones before the job starts.
That’s how you get your money’s worth out of the process. More importantly, that’s how you create a better experience for yourself, a better passenger experience, and a better finished project. The smoother the front end, the smoother the elevator modernization.
Are you looking to start an elevator modernization project? Contact VDA to schedule a free consultation.
Listen to the podcast episode
On Vertical Access, VDA’s podcast, Mike Balsamo sits down with our host to share insights into the elevator industry in the episode “Landmarks, Logistics, and Lots of Opinions”.
About the Author
Michael Balsamo joined VDA in 2017 after spending 20+ years at P.S. Marcato Elevator company where he served as VP of Sales. In addition to consulting expertise, he is responsible for the company’s overall strategic direction, guiding the organization, driving growth, and maintaining high standards of operation and governance, in addition to oversight on corporate initiatives, sales and customer satisfaction.