There’s not much that’s as frustrating as finding out too late that a crucial task from early in the life of a project needs to be completely re-done. Something as simple as a misplaced electrical outlet could result in thousands of dollars that were not estimated for. Not to mention, the potential weeks required to add to a project’s timeline can damage your reputation or worse – lead to costly legal disputes. 

Communication in construction is crucial for smooth project execution. In the construction industry, team members are often in different locations at any given time – a job site, meeting with stakeholders, the office, etc. Having the right construction communication plan in place can keep projects on track and reduce legal risks. Keep reading for different internal communication strategies to set your team up for success from the very start.

The Importance of Communication in Construction

Construction projects are inherently complex, involving numerous tasks, tight schedules, and various team members who must work together to meet deadlines and quality standards. Construction Communication is not just about exchanging information; it’s about ensuring that everyone involved in multiple projects understands their roles, responsibilities, and the expectations placed on them.

The most common ways of internal construction communication are through:

• Emails
• Texts & Calls
• Scheduled Meetings
• Blueprints & Drawings
• Site Reports
• Video Conferences

However, when a communication plan is not decided upon, there can be misalignment in your company. When internal communication is ineffective, it can lead to misunderstandings, missed deadlines, and mistakes. These issues often escalate into disputes, which can then lead to costly legal battles. Therefore, improving internal communication is essential to minimize these risks.

Risks of Not Prioritizing Communication

The average global construction dispute cost in 2021 was reported to be $52.5 million. Additionally, the average value of disputes increased by 42% from 2021 to 2022. Construction disputes are very costly, and unfortunately very common. One of the top reasons behind construction disputes is poor communication. Poor internal communication can manifest in various ways during a construction project, each of which can lead to legal risks:

Unclear Instructions 

When project managers fail to provide clear instructions, it can result in work that doesn’t meet specifications. If these issues are caught prior to project completion, it could delay the project tremendously. It can also lead to disputes over the quality of work and responsibility for fixing any issues. 

Inadequate Project Documentation

Construction projects require detailed documentation, including work logs, change orders, call logs, and meeting notes. When these are poorly communicated or not properly recorded, it can be difficult to resolve disputes, as there may be no clear record of what was agreed upon.

Misaligned Expectations 

If project goals and expectations are not clearly communicated to all team members, it can lead to confusion and differing interpretations of the project scope. This can result in delays, rework, and, ultimately, legal disputes.

Inefficient Time Management

When a communication plan is not in place, this may lead to more heavy-lifting for the project manager/contractor. This could be manually reminding team members of responsibilities and deadlines, or tracking down old emails or messages from another team member. Regardless, poor communication results in more stress and less effective time management.

5 Strategies to Improve Team Communication

Effective team management is a major indicator of company success. To reduce the legal risks associated with poor internal communication in construction, it’s important to implement strategies that promote clear, consistent, and effective communication within the project team. Here are some key strategies:

1. Establish Clear Communication Standards

From the beginning of the project, establish clear communication channels and protocols. Document these decisions in writing – whether this be in the project scope of work or a contract. This includes:

Defining a Communication Hierarchy

Before any project starts, be sure to officially determine which individuals report to whom. For instance, laborers may be required to report to the site superintendent, and the site superintendent may be required to report to the project manager. Therefore, when any issues arise, everyone knows who the proper resource to contact is. 

Outlining Which Communication Methods to Use

While methods like text and email may be the most accessible forms of communication, these messages can easily get mixed in with personal messages. If these methods are preferred, find an instant messaging platform that is only for company communication, and assign company email addresses. 

Ensuring all Project Correspondence can be Found Easily

Be sure that no matter which communication method is being used, there is a central location for all communication to be documented. The easiest solution for this is to use construction communication software that includes a location for emails, instant messages, call logs, work logs, and all other project communication.

2. Use Project Management Tools

By using construction management software like ConstructionOnline, your team will be more equipped to reduce legal risks and more effectively resolve any legal risks that may come along. Here are the ways in which digital tools can improve internal communication:

Centralized Location for all Project Correspondence

By storing all project data in the cloud and alongside all other project data, historical records can be found quickly and easily as needed. Every employee has access to whichever communication method they need through the web platform or mobile app, so that every message is automatically stored in one central location.

Easy Access to a Number of Communication and Documentation Tools

Communication tools in ConstructionOnline are designed specifically for different roles and ways to communicate. This includes plan markup tools, direct and group communication tools for both internal and external correspondence, different types of work logs and communication logs, and more.

Easy-to-use Task Management and Scheduling

Task management and scheduling tools help construction teams stay organized and on track. These tools allow users to create detailed project schedules, set task dependencies, and receive automated reminders. With real-time updates and collaboration features, everyone stays informed, reducing the risk of delays and ensuring projects run smoothly.

Automated Reminder Systems

After assigning employees to to-do or schedule tasks, notification and reminder parameters can be easily set. ConstructionOnline GamePlans™ automates sending reminders at regular intervals for tasks across all assigned projects. Project managers and contractors can save hours of time by not having to manually remind employees of responsibilities or deadlines.

For more information about leveraging technology to reduce risks, check out: The Importance of Using Technology in Construction.

3. Schedule Regular Team Meetings

Hold regular meetings with the project management team to review progress, address any issues, and ensure that everyone is on the same page. These meetings provide an opportunity to clarify any misunderstandings and make necessary adjustments to the project plan. Consider these meeting tips:

Keep Meetings Simple

While it's important to cover all necessary topics, meetings should be concise and to the point. Focus meetings on specific topics, and only invite necessary team members. Avoid overloading the agenda with too many items, and focus on discussing the most pressing issues. Keeping meetings simple means that time is efficiently spent.

Set an Agenda

Having a clear agenda is essential for keeping meetings focused and productive. The agenda should outline the topics to be discussed, the goals of the meeting, and the time allocated for each topic. This ensures that the meeting stays on track and that all relevant issues are covered. Share the agenda with the team in advance so that everyone knows what to expect and can come prepared to contribute.

Leave Time to Prepare

Allow team members sufficient time to prepare for meetings. Decide whether the meeting will be in-person or virtual, and mark the meeting on your company calendar with the attendees assigned. Send out the agenda in advance to avoid surprises. When everyone has time to prepare, the discussion is more informed, and decisions can be made more effectively. 

Document Detailed Records

Accurate documentation is key to maintaining a clear record of decisions, actions, and responsibilities discussed during the meeting. Designate someone to take detailed notes, including who is responsible for each task and the deadlines associated with them. These records should be distributed to all attendees afterward to avoid misunderstandings. Video conferences should be recorded and securely stored in the cloud. These records can be crucial in both preventing and resolving legal disputes.

4. Keep Detailed Documentation

Ensure that all tasks, delays, or necessary changes in the project are documented and easily accessible. Be sure that all assigned team members use these methods of internal documentation:

Work Logs

Work logs should be used daily to document project status. Included details in these logs should be: who was involved, the hours worked, photos and attachments, and work completed. In case of weather, delivery, or other delays, a delay log should be created at the time of the delay. A detailed and accurate record of the entire project is often the most important tool in resolving legal disputes. 

Project Baselines

When a project’s schedule is created, a baseline should be set. A project baseline identifies the starting point of the project’s schedule, and if any tasks are delayed or finished early, the baseline will still be available as a reference point throughout the whole project. Addressing slippage early on is important to reduce legal risk.

Project Photos

Photos provide clear evidence of the work done and shows how things looked at different stages. This can be useful if any disputes or misunderstandings arise later on. By documenting everything with photos, you have a visual record that can prove task completion at a certain time, the quality of the work done, and compliance with standards.

Punch Lists and Checklists

Punch lists help track project closeout tasks and quality assurance. Checklists make sure that all important steps and requirements are followed during the project. By using these tools, everyone involved can clearly see what needs to be done and when it needs to be done, which helps prevent mistakes and disputes. This clear documentation can protect you if any legal issues come up later on.

5. Prioritize Training and Development

Invest in training for project managers and team members to improve their communication skills. Training employees ensures that everyone is prepared to do their part in ensuring clear team communication. Training may include:

Understanding Project Documentation

Training should cover how to create and maintain thorough project documentation. This includes learning how to properly fill out punch lists, checklists, project logs, and other important forms. Clear and accurate documentation helps prevent misunderstandings and provides a reliable record of decisions and progress.

Conflict Resolution Strategies

Another key area for training is conflict resolution. Equip project managers and team members with strategies to address and resolve conflicts quickly and effectively. This includes techniques for negotiating and finding solutions to issues that could lead to legal disputes. Examples of these issues are team members not adhering to deadlines, inefficient documentation, or declining project quality.

Legal and Compliance Awareness

Training should also emphasize understanding legal and compliance requirements relevant to construction projects. This includes teaching team members about local regulations, industry standards, and contract obligations. By knowing these rules and how to adhere to them, construction companies can better avoid legal pitfalls. When team members are aware of regulations, they are more likely to address these issues proactively.

Key Takeaways >

> In construction, clear communication is essential to ensure everyone understands their roles and expectations, as poor communication can lead to misunderstandings, delays, and costly legal issues.

> Unclear instructions, inadequate documentation, misaligned expectations, and inefficient time management are major causes for legal issues in construction projects. 

> With these five strategies in place, your construction company can be prepared to reduce the risk of legal disputes, and have the tools needed to successfully resolve any that may come along.

Practicing proper communication to reduce risk does not stop at internal communication. In fact, internal communication strategies are often used to resolve disputes, but poor communication with clients and subcontractors is more likely to lead to disputes. For tips on how to better manage external communication, check out Boost Stakeholder Communication: Reduce Risks in Construction Projects.