How To Effectively Communicate Your Construction Project Rules

Commercial construction costs in 2023 might run anywhere from $650 to $1300 per sq. ft., depending on your location in the United States. With many supply chain issues being resolved, the forecast for commercial construction reflects a decrease of 7.4% over 2022, hindered by current labor shortages in the field and a rise in work-from-home jobs.

With so much money on the line, the importance of communication on the construction site is heightened. Project delays and subcontractor defaults cost millions of dollars annually and are the biggest waste of company funds, as you need to recover this expense.

Wasted time and revenue used to be the norm in commercial construction, but you can prevent this with clear communication on the project site.

Thoroughly examine all documentation and designate a person in charge

All construction documentation — blueprints, contracts, specifications, purchase orders — need to be thoroughly reviewed by the project manager or superintendent, and supplier contact. The documentation must be clear, direct, concise, professional, and to the point.

This will ensure:

• Accuracy: Examining construction documents in detail can help ensure that all rules and requirements are accurately identified and communicated to the project team.
• Consistency: Designating one person in charge of the documentation will ensure that it is consistently organized, labeled, and stored. That way you'll avoid confusion and misunderstandings that can arise when multiple versions of the same document are floating around.
• Accountability: Access to accurate and up-to-date project rules and documents will ensure the project progresses smoothly and safely, with minimal delays or incidents. In other words, every team member will know their responsibilities.

Dictate the scope of the project rules

Let’s say all change orders must be issued for any price deviation of 5% or more, on both material and labor. Is this rule written into the original project documentation? If so, the documentarian will send the change order to the right person for approval.

Will the change order trigger a new purchase order? Again, the documentation will specifically state who will issue a new purchase order, and who will approve the change.

Creating a centralized source of project-related documentation will:

• Ensure that all team members know where and who to go to for any changes or updates
• Make it easy for team members to access project-related documents
• Provide a single point of contact for answering questions accurately and quickly.

Well-documented systems and procedures prevent deviation from the standard and provide a guideline for the project manager and contractor to adhere to.

Establish a chain of command in the project scope

When people don’t know who to turn to with concerns, questions, or the communication of hazardous situations on the project site, the flow of information stops.

A properly written down chain of command facilitates:

• Clear lines of authority
• Efficient decision-making
• Effective communication
• Improved safety.

The point of contact — typically the engineer or project manager — will be familiar with all of the project rules, and can steer you in the right direction if there are any questions.

Electronically track site safety and OSHA training

In addition to completing mandatory OSHA site safety training and ways of enhancing safety using access panels, it is essential that all site employees are aware of and report any potential hazards to the site safety supervisor. This prompt communication and identification of hazards is a critical aspect of maintaining a safe construction site, and must be acknowledged by every employee.

On-site safety meetings are the ideal time to convey other related information and address any feedback or concerns.

Safety rules and regulations can be tracked and shared via different tech solutions:

• CMMS: Incorporate safety procedures and checklists into the CMMS system, so team members can easily access safety information and receive notifications about safety-related issues.
• Mobile Apps: Used to display safety rules and procedures in high-traffic areas on the construction site. These apps provide interactive features and real-time notifications, helping to reinforce safety knowledge and encourage engagement among workers.
• Safety management systems: Help track safety inspections, hazard assessments, training records, and incident reports, allowing site managers to quickly identify areas that need attention.

Prevent accidents and promote a safer working environment by utilizing technology to share safety construction rules.

Use tech to track project changes and budgets

Discovering the need for change orders midway through a project without a designated team member to issue them can be costly and time-consuming. This becomes even more challenging if a scope change is necessary due to an equipment upgrade that hasn't been properly documented, approved, or updated in the purchase orders.

To avoid such scenarios, make sure to utilize various tech solutions to track the changes and budgets.

• CMMS system:  It will help you manage your work orders and construction assets, get control over vendor management and communication, track costs, and monitor project budgets.
• Gantt Charts: They’ll help you track the individual assignments within a project, who the assignment is tasked to, and the resources they’ll need to complete the assignment.
• Project Management Information Systems (PMIS): Provide real-time data on project progress, costs, and other important metrics. They can also help track changes to project scope and facilitate communication between team members

Effectively manage project supplies and materials

Nothing will grind a project to a halt faster than a lack of material, such as heavy-duty access doors. Supply chain management is critical in every avenue of project planning and isn’t strictly the responsibility of the procurement department.

Is it the contractor's responsibility to pick up construction project supplies from the vendor, or will the company cover the delivery and handling fees to drop the materials on the job site?

Typically, vendors should provide material delivery and handling. If the contractor is tasked with this responsibility, they may charge an additional handling and delivery fee that is separate from the quoted project costs.

Should the procurement team be the only one responsible for issuing purchase orders, or is it also the duty of the project manager to issue work and purchase orders for the project?

It is important to clarify in the project scope that contractors are not authorized to issue purchase orders for materials, as this can lead to unexpected expenses and make it difficult to track overall project expenses.

The policy must be written, discussed, and acknowledged by the team during the project scope review as the only approved process for project materials purchasing and handling. Ensure these questions are answered in the project scope under purchasing materials.

Avoid miscommunication

Miscommunication of construction project rules can be minimized by funneling all changes through a designated individual responsible for:

• Updating construction project documentation
• Notifying project team members about changes
• Ensuring scheduling or supply changes have been updated.

Effective communication is crucial not only at the beginning of a project but also throughout its lifecycle. By proactively addressing critical change management issues, you can ensure that the project runs smoothly, stays within budget, and meets its deadlines.

Remember to maintain open and clear lines of communication at all times to ensure the project's success.

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