Misunderstandings are an overlooked problem in construction. Without consistently effective communication (up, down and all around), misunderstandings run amok, and can frequently be found at the roots of cost overruns, project delays and dissatisfied stakeholders. Retaining good workers in a tight labor market also relies on effective communication, as does safety. For all these reasons, it’s wise to brush up on effective communication practices.
Consistency and Clarity
Less mistakes. More efficiency. Safer projects sites (and people). More satisfied customers and workers. More success for the business. Every construction company owner wants these, and tuning into communication contributes greatly to routinely making them happen. Thriving companies strive for consistency and clarity in their communication practices, and toward that end, CIC Construction Group shares these top three strategies for effective communication:
- Establish a Communication Chain of Command
To create accountability and eliminate confusion, it’s important to establish who’s in charge of what and who answers to whom. Setting up a communication chain of command allows that information to get to the right people in a timely manner.
- Choose the Right Communication Method for the Message
Communication comes in different shapes and forms, such as emails, drawings, photos, phone calls, orders, reports, construction management software, 3D models and more. Choosing the right method of communication can expedite and simplify the exchange of information. Sometimes a quick email is all that’s necessary while other instances may call for a meeting.
- Hold Regular Meetings
Daily briefings, weekly updates and monthly reports help all teams stay aligned, informed and engaged. Meetings help management and workers to stay on the same page regarding planned and ongoing projects, expectations and courses of action and to clearly understand their roles and responsibilities.
Though it takes effort to adapt and stick to communication routines, CIC Construction Group reminds us that the results are worth it: “Effective communication in construction is the invisible tool that binds the visible elements of a project together. It’s the difference between a project that flows smoothly to completion and one riddled with setbacks.” When assessing your communication habits, be on the lookout for jargon. Although jargon tends to run rampant throughout the construction industry, not everyone really gets it, so try to scrub it out of your messages, and work toward clarity, simplicity and brevity. Additional best practices include:
- Stick to the Facts
Communication that’s either excessive, confusing, opinionated, unverified or inaccurate not only is useless but can cause a lot of damage to a construction project. Focus on providing and obtaining facts. Don’t over-elaborate or include extraneous information in your communications. Share professional opinions that contribute to the success of a project, and–unless asked–keep your personal opinions or feelings to yourself.
- Make Important Information Accessible
To do their jobs safely and effectively, construction workers and other team members need to be up to date on a variety of information, including safety and health regulations, project updates, process and equipment manuals and instructions, contact information, company policies, and other documents. Therefore, it’s important to have a centralized place and system for this information.
- Establish Feedback Mechanisms
Creating an environment where team members can provide feedback or voice concerns promotes proactive problem-solving and continuous improvement.
Good To Practice: Active Listening
Information overload and distraction (don’t mind me, just gotta click around on the phone for a while), are taking their toll on everyone these days. We miss a lot when multi-tasking, and our brains are already overflowing (more cat videos, please…). In business (and in life) active listening can truly be game changing, so try these tips the next time you’re in a conversation or meeting:
- Understand the speaker’s perspective, take notes on key points, and make eye contact.
- Use nonverbal signals like nodding to show attentiveness.
- Avoid interrupting and focus fully on the speaker’s message instead of planning your response.
- After they finish, ask questions and seek clarification.
- In meetings, actively participate by asking questions and seeking feedback to ensure everyone understands their roles and responsibilities.
- Don’t wait to send follow-up emails for clarification; address concerns during the meeting.
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