The Significance of Managing Communication in Construction Projects
Effective communication is key for effective operation in any business. It is particularly important for the successful completion of construction projects. Good communication is needed to ensure teamwork and better project collaboration. As one of the leading document management service companies we share with you useful insights on the importance of communication management in construction projects:
- Managing multiple stakeholders needs an effective communication system: Not only construction projects are complicated and complex in nature, there are multiple stakeholders, starting from owners, funding agencies, architects, design consultants, structural consultants, third-party inspection agencies, contractors to subcontractors.
- Better communication means better compliance: When all designs, specifications, assumptions, contracts, costs and schedules are clearly documented in writing, there is little room for confusion or misinterpretation. This
- Better teamwork As complexity and scale of a project increase, the need to facilitate effective communication among different teams too increases. A successful project demands that all professionals involved are not just experienced but also on the same page.
Settling a claim in the early stages of Claim Management reduces the hectic process of litigation and saves a lot of time and money. In most cases, the insurance company prefers to settle the claim when the customer has a legitimate claim and can present supporting evidence. In this way, insurers work to evade unnecessary litigation as it substantially increases the company’s financial cost and can prove tiring for the customer.
How to ensure effective communication
- 1. Establish a chain of command: It’s important to determine a chain of command for communication on a construction project. The person who is to be communicated by parties to the contract should be mentioned in the contract agreement. The representative of the parties to the contract further delegates the power to communicate with the other side to subordinate(s) or any agency. The way of communication should also be mentioned in the contract, mostly written communication. If there is any oral communication, it shall be converted into written form within a certain period of time as mentioned in the contract. The mode of communication is generally by letter, fax, telegram and email.
- 2. Choose the appropriate communication channel: Communication protocol shall be finalised among various stakeholders of the project in the beginning of project. Protocol should clearly specify who should communicate with whom, through which way/mode, escalation hierarchy in case communication is not responded within the stipulated time, escalation procedure, what message to be sent to which person etc.
- The communications should be marked as confidential if it is to be kept secretly between the persons concerned and not suitable/ required to be known to all. Communications which require immediate attention shall be marked as “High Priority”. Any communication regarding legal significance shall be sent through “Registered Post Acknowledge Due”.
- Emails are admissible as evidence: Nowadays email is the most preferred mode of communication because it is faster. If email communication is agreed as the preferred mode of communication, official email ids should be created for persons who are deployed by each stakeholder. There shall be strict instruction not to use personal email id for official purposes. As emails are admissible as evidence before the court of law, all the communication done through emails should be done properly. Recently, the Supreme Court has held that WhatsApp Messages are not admissible as valid evidence. So official communications should not be sent through WhatsApp and text messages.
- 3. Communication should be clear and concise: When communicating in the construction industry, the top property should be to ensure that the message is clear and not convoluted. Jargon or terms that are difficult to understand must be avoided. If there are multiple projects going on, in one communication focus on only one project at a time to avoid confusion. It is important to be detail-oriented in the construction industry, yet efforts should be made to keep the message as brief as possible. All written messages should be proofread and it must ensure that no critical information is left.
4. Hire service of a contract management company: Mistakes are often difficult to avoid in construction projects, but they can be reduced with proper communication and the effective use of construction management processes. As one of the leading contract management companies, Contract Square Pvt Ltd can help you come up with an effective communications management plan. From document management service to project management, we are a one stop-shop for all your contract management needs. Communication protocol shall be finalised among various stakeholders of the project in the beginning of project. Protocol should clearly specify who should communicate with whom, through which way/mode, escalation hierarchy in case communication is not responded within the stipulated time, escalation procedure, what message to be sent to which person etc.
- We help construction companies digitize, store, sequence, and easily record documents in one place.
- We ensure that all claimsr-elated paperwork is taken care of. Our experienced team ensures that every document is reviewed and vetted before submission.
- As part of contract management service, we ensure that projects are being continuously monitored and they are within the scope of work.
Call us at 9051739355 to know more about our expert services.
