The Importance of Communication in General Contracting: Strategies for Success
If you’ve ever played the classic game of Telephone, you know just how quickly a simple message can get garbled and misinterpreted as it’s passed from one person to the next. Now, imagine that game being played out on a bustling construction site, with crucial information about project deadlines, material orders, and safety protocols being whispered from one hardhat to another. It’s enough to give any general contractor a migraine just thinking about it!
Communication is the lifeblood of the construction industry. Without a clear, reliable, and well-documented flow of information between all the key players – the owner, the architect, the subcontractors, the suppliers, and the general contractor’s own team – a construction project is doomed to stumble and falter. But when communication is prioritized and executed effectively, it can be the linchpin that holds an entire project together, guiding it to a successful and profitable completion.
As the owner of Reading General Contractor, I’ve seen firsthand the dramatic impact that communication (or the lack thereof) can have on a construction job. From minor scheduling hiccups to major design changes that threaten to derail the entire project, the way my team and I handle communication makes all the difference in the world.
In this article, we’ll dive deep into the importance of communication in general contracting, exploring practical strategies and best practices that you can implement on your own construction sites. Whether you’re a seasoned vet or a relative newcomer to the industry, these insights will equip you to navigate the complex web of construction communication with confidence and clarity.
So, let’s get started, shall we? Hold on to your hardhats, folks – it’s going to be a wild ride!
The Vital Role of Communication in Construction
Think about the last time you tried to coordinate a group project with your colleagues or classmates. Even with a relatively small team and a straightforward task, I’m willing to bet there were a few hiccups along the way – misunderstandings about deadlines, confusion over who was responsible for which tasks, or simply a breakdown in information-sharing.
Now, multiply that complexity exponentially, and you’ve got a construction project. With dozens (or even hundreds) of moving parts, countless team members, and a seemingly endless stream of decisions to be made, effective communication is absolutely critical. As CIC Construction aptly states, “Communication is the glue that holds a construction project together.”
Without clear, consistent, and well-documented communication, a construction project is like a house of cards, teetering precariously on the edge of disaster. Misunderstood directives, uncoordinated schedules, and miscommunicated change orders can lead to costly delays, shoddy workmanship, and even safety hazards. And in an industry where time is money and mistakes can be catastrophic, poor communication is a luxury that general contractors simply can’t afford.
Establishing a Communication Framework
So, how do you ensure that communication flows smoothly and effectively on your construction sites? It all starts with establishing a clear, well-defined communication framework that everyone on the project team can understand and adhere to.
As outlined in the DoD Contracting Competency Model, the first step is to determine a clear chain of command for communication. This typically starts with the owner and general contractor communicating through the architect, who then relays information to their consultants. The general contractor, in turn, is responsible for communicating with their subcontractors and suppliers.
Equally important is ensuring that all communication channels and protocols are clearly documented in the contract documents – everything from drawing specifications to change order forms to request for information (RFI) procedures. That way, there’s no ambiguity about who is responsible for what, and how information should be shared and documented.
“It is important that any direct communication not outlined in the contract documents receives proper authorization,” as ConstructConnect wisely points out. “Any changes to the scope or schedule that need to be made are documented and reported through the proper channels.”
Mastering the Art of Construction Communication
Once you’ve established the communication framework, the real challenge becomes mastering the art of effective construction communication. After all, we all know that communication is about more than just sharing information – it’s about ensuring that information is received, understood, and acted upon by the intended recipients.
One of the keys to effective construction communication is choosing the right medium for the message. As the CIC Construction article suggests, “Sometimes a quick email is all that’s necessary, while other instances may call for a meeting of all key personnel on the project.”
For example, a routine daily report or a simple request for information (RFI) might be best communicated via email. But when it comes to discussing major design changes or coordinating complex scheduling adjustments, a face-to-face meeting with all the stakeholders is often the better approach. And don’t forget about the power of good old-fashioned verbal communication – a quick phone call or a brief onsite conversation can sometimes be more effective than a lengthy email chain.
But it’s not just about choosing the right medium – it’s also about honing your communication skills. As a general contractor, you need to be an active listener, focusing on understanding the other person’s perspective rather than just waiting for your turn to speak. Take notes, ask clarifying questions, and repeat back the key points to ensure you’re on the same page.
And when it comes to written communication, brevity and clarity are key. As ConstructConnect advises, “Your message should be focused and to the point. Keep it short and simple as much as possible.” Avoid jargon, keep your language simple and straightforward, and use formatting tricks like bullet points and paragraph breaks to make your message easy to digest.
Leveraging Technology for Better Communication
Of course, in today’s digital age, construction communication doesn’t just happen via phone calls and face-to-face meetings. There’s a whole host of technology-driven tools and platforms that can streamline and enhance the way you communicate on your jobsites.
Project management software, for example, can serve as a centralized hub for all your construction communication, allowing you to easily share documents, track RFIs and change orders, and keep everyone on the same page. And collaboration platforms like Microsoft Teams or Slack can facilitate real-time discussions and keep your team connected, even when they’re spread out across multiple job sites.
But the key is to choose the right tools for your specific needs and make sure that everyone on the project team is comfortable using them. As ConstructConnect cautions, “These software solutions and mobile applications can be a great tool for effective communication as long as all stakeholders have access to it, have been properly trained, and are committed to using it.”
After all, the best technology in the world is useless if your team isn’t actually using it. So, be sure to provide thorough training, set clear expectations, and continually reinforce the importance of using your chosen communication tools.
The Payoff of Effective Communication
At the end of the day, the benefits of effective communication in construction are undeniable. When everyone is on the same page, communicating clearly and consistently, projects tend to run more smoothly, with fewer delays, fewer mistakes, and fewer headaches all around.
But the real payoff comes in the form of increased profitability. As CIC Construction aptly states, “Good communication can improve teamwork and lead to better project collaboration. Poor communication can result in misunderstandings, delays, and issues down the road.”
When you have a well-oiled communication machine in place, you’re less likely to encounter costly delays, rework, or change orders. Your team can stay focused on the job at hand, minimizing disruptions and maximizing productivity. And with all the key stakeholders in sync, you can make more informed decisions, anticipate potential problems, and react quickly to changing circumstances.
At the end of the day, effective communication isn’t just a “nice-to-have” in the construction industry – it’s an absolute necessity. And as the general contractor, it’s your job to ensure that communication flows smoothly and seamlessly on every project you take on.
So, the next time you find yourself in the midst of a construction project, take a step back and evaluate your communication strategies. Are you leveraging the right tools and technologies? Are your team members empowered to communicate effectively? And are you setting the right tone from the top, leading by example and showing just how vital clear, consistent, and well-documented communication can be?
If you can answer “yes” to those questions, then you’re well on your way to construction communication success. And who knows – maybe you’ll even be able to play a round of Telephone with your crew without any garbled messages or confused looks. Now, wouldn’t that be a sight to behold?
