In the complex and high-stakes world of construction, disputes are not just common—they’re expected. However, the traditional path of litigation is often costly, time-consuming, and damaging to business relationships. Mediation, when approached strategically, offers a powerful alternative. By combining practical strategies and employing nuanced mechanics of mediation, construction professionals and attorneys can resolve disputes more efficiently and preserve valuable partnerships.
Why Mediation Works in Construction Disputes
Construction disputes often involve multiple parties, technical issues, and significant financial stakes. Mediation provides a confidential, flexible, and cost-effective forum to resolve these disputes. Unlike litigation, mediation allows parties to craft creative solutions that courts may not be able to impose.
1. Start with the End in Mind: Contractual Foundations
Effective mediation begins long before a dispute arises—at the contract drafting stage. Contracts should include clear ADR provisions that outline when and how mediation will occur. Consider fast-track options, hybrid processes like Med-Arb, and whether mediation is mandatory before litigation or arbitration. These provisions set expectations and reduce resistance when disputes emerge.
2. Timing Is Everything
Mediating too early can be premature, while waiting too long can entrench positions. The optimal timing depends on the nature of the dispute and the litigation forum. For example, mediation in arbitration-bound cases may require different preparation than those headed to trial. Early executive-level meetings or pre-litigation mediation can be effective, especially when combined with strategic information exchange.
3. Choosing the Right Mediator
The mediator’s role is pivotal. If you select the wrong mediator for a construction dispute, the results will likely be disappointing. Selection should be based on:
- Style: Facilitative vs. evaluative
- Expertise: Technical knowledge of construction issues
- Personality: Ability to connect with parties and manage difficult personalities
- Availability: A mediator who is fully engaged and not overbooked
A mediator with judicial experience may be beneficial in cases where parties need a reality check on likely outcomes. However, a mediator with extensive experience in construction disputes, including knowledge of the ever-increasing role of insurance, is crucial to an effective mediation. In addition, the most successful mediator for a complex construction dispute is one who is actively engaged, is directive, and helps the parties and counsel to find creative ways toward resolution. Shuttling numbers and positions back and forth is not enough.
4. Preparation: The Cornerstone of Success
Mediation is not a casual conversation—it requires rigorous preparation akin to trial readiness. This includes:
- Internal alignment among stakeholders
- Pre-mediation calls and meetings with the mediator, potentially with different parties, and with the experts
- Detailed mediation briefs with exhibits, timelines, and damage calculations, and an understanding of who the audience is for the briefs (there may be a need for less on the legal argument and more on the facts and details)
- Charts for use internally outlining issues, fallback positions, and anticipated responses
Preparation should also extend to the opposing party. Sharing key documents and claims summaries in advance builds trust and narrows the issues.
One of the key areas that will make for an effective mediation is when the parties seek not only their own preparation and preparation of the other parties but also finding ways to prepare the mediator. Mediators are not mind readers. They need a clear understanding of:
- The parties and decision-makers involved
- The key facts and legal issues
- The status of discovery and litigation
- The emotional and psychological dynamics at play
Tailor mediation briefs to the mediator’s preferences—some prefer bullet points and charts over lengthy narratives. Include visuals, expert reports, and demonstratives where appropriate.
6. Strategic Use of Experts
Experts can clarify technical issues and support realistic settlement discussions. Their involvement should be carefully planned—whether through participation in early pre-mediation discussions, active attendance and participation in the mediation sessions, or by providing reports and presentations in advance. In some cases, expert-only sessions can lay the groundwork for productive negotiations.
7. Mediation Formats: One Size Doesn’t Fit All
From in-person to virtual and hybrid formats, mediation should be tailored to the dispute. Consider:
- Whether joint sessions are appropriate
- The use of breakout rooms or mini-sessions
- The platform and technology to be used (for virtual or hybrid mediations)
- Confidentiality protocols and participant access
Remote mediations require additional planning—test technology in advance, prepare exhibits for screen sharing, and ensure all participants are comfortable with the platform.
8. Communication and Coordination
Successful mediation requires coordination among all parties. Key considerations include:
- Who will attend and in what capacity
- Whether briefs will be exchanged
- The need for pre-mediation meetings
- The sequencing of sessions, especially in multi-party disputes
Open communication with opposing counsel and the mediator helps set expectations and avoid surprises.
9. Understanding the Psychology of Mediation
Mediation is as much about psychology as it is about law. Stress and conflict trigger physiological responses that can impair decision-making. Mediators trained in emotional intelligence can help parties navigate these reactions. Attorneys should also be aware of nonverbal cues, especially in virtual settings, and use them to build rapport and trust.
10. Insurance and Claims Professionals
In construction disputes involving insured risks, claims professionals play a critical role. Ensure they are fully informed and prepared. Provide them with:
- A summary of claims and defenses
- Key dates and facts
- Insurance coverage details
- Potential costs of continued litigation
Litigation counsel should coordinate with coverage counsel to ensure alignment and avoid surprises during mediation.
11. Know When to Litigate
Despite best efforts, not all disputes can be resolved through mediation. When litigation is necessary, consider whether a bench or jury trial is more appropriate. Construction disputes are often too technical for juries, making bench trials or arbitration more suitable.
Conclusion: Mediation as a Business Strategy
Mediation is not just a legal tool—it’s a strategic business decision. By investing in preparation, selecting the right mediator, and tailoring the process to the dispute, construction professionals can resolve conflicts more effectively, preserve relationships, and keep projects on track.
The key to success lies in preparation, communication, and flexibility. With these principles in mind, mediation can transform conflict into collaboration and turn disputes into opportunities for resolution.
About the Author
Brenda K. Radmacher is a partner in Seyfarth Shaw’s Construction practice, recently named a Law360 Practice Group of the year. She focuses her practice on construction law, working as a counselor, litigator, and noted speaker on issues involving landowners, developers, general contractors, and design professionals. Radmacher, based in Los Angeles, has a multi-faceted practice handling litigation and providing advice and transactional counsel to her construction industry clients.