No Surprises, No Delays: The Power of Clear Communication with Subcontractors

A great construction project isn’t just about bricks and mortar—it’s about people. Subcontractors (subbies) play a critical role in ensuring projects meet quality, safety, and compliance standards. Their performance directly impacts a builder’s reputation and margins.

From the subcontractor’s perspective, most operate lean businesses, balancing multiple projects simultaneously. That’s why clear, open communication with general contractors (GCs) is critical. Strong communication leads to fewer delays, smoother workflows, and better project outcomes.

This article explores practical ways to set clear expectations, keep subbies informed, manage schedule changes, and ensure teams work with the right information. When GCs and subcontractors communicate well, projects run efficiently, relationships strengthen, and future collaborations become more successful.

Happy subcontractors are the builders’ greatest asset.

Setting Clear Expectations from the Start

Clear communication starts before the first hammer hits the nail. General contractors should provide comprehensive tender packages that leave no room for ambiguity, outlining:

• Project Timelines: Expected program dates for design phase, construction phase and commissioning phase
• Scope of Work: Whether the subcontractor is to provide labour only, or labour and materials
• Material Specifications: Where materials or products are to be provided, any specific requirements such as requirements around Environmental Product Declarations
• Tender Evaluation Timelines: Response times for evaluation of tenders

The reason response times for tender evaluation need to be communicated up front is subcontractors will need appropriate lead times for procurement, and they will also need some certainty as to whether they will have capacity for any other projects within the construction timeframe. As one subcontractor pointed out ‘When we’re under too much pressure to rush, quality suffers—and if we’re called in at the last minute, it messes up everyone else’s schedule too.

Communicating Changes Quickly and Clearly

Construction projects are dynamic, and delays are a part of the game. Weather, material shortages, crane breakdowns and so forth—these are things out of anyone’s control. However, how quickly and clearly you communicate those disruptions can make all the difference.

Proactive, transparent communication is essential for maintaining trust and keeping projects on track. If an incident or delay affects subcontractors or suppliers, notify them as soon as possible. Whenever feasible, provide at least a week's notice for any changes to start dates. This gives them time to adjust their schedules, minimising disruptions and keeping work flowing smoothly.

When project timelines are clear, subcontractors can plan their resources accordingly. Disrupting their schedule can create a ripple effect, impacting other project timelines as well.

Defining Safety Expectations Up Front

Zero lost time injuries are an important target for many builders, which is why safety processes, policies and practices are vital. How these translate into expected commitments and actions from subcontractors should be communicated as part of the information accompanying either the tender documents or the contract. It’s not enough to say “we prioritise safety.” Make sure subbies know:

• Induction requirements: On many major projects, there may be a full day of induction required for all workers on site, and it is an expense for a subcontractor to have their team present for this. Being clear that this is not downtime, and including allowances in the contractor for the time, is a sound strategy for demonstrating consideration.
• Required Permits & Licenses: Clarify any additional permits or licenses required in addition to standard White Card or Green Card. For example, Confined Space, Work at Heights or other safety-related credentials.
• Site-specific safety policies: Instead of assuming subcontractors will infer risks from plans, explicitly outline requirements in tender documents and contracts.

Keeping Projects Organised for Subcontractor Success

A well-structured project schedule helps subcontractors complete tasks efficiently. Tools like Gantt charts and visual timelines illustrate critical paths and interdependencies, ensuring clarity.

Using digital platforms for schedule coordination provides real-time updates, reducing miscommunication. Centralised information sharing ensures all subcontractors have access to the latest plans and milestones. If a builder isn’t organised, subcontractors waste time re-arranging their teams, productivity is lost, and progress slows.

In addition, site preparation plays a crucial role in efficiency. If the job site isn’t ready for the subcontractors when they arrive, it’s a waste of time and resources. A tiler, for example, won’t be able to start without the proper waterproofing in place. Similarly, without locked-in concrete pour schedules, delays can multiply, costing everyone time and money.

Managing Drawings and Variations Effectively

Design variations are inevitable in construction, but their management can make or break a project. By using a centralised platform, there can be a single source of truth, ensuring that site supervisors and team leads for subcontractors can cross-check the drawings or specifications that they may have received via email or downloaded and printed previously are still accurate.

At the site level, the site supervisor or project manager can also check with subcontractors before they start work for that day which plans or drawings they are using.

In addition, if required, visual communication in the form of printouts of the most up to date drawing registers, and signage in site sheds reminding people to check they are using the right drawings, can save everyone rework headaches.

Enhancing Communication with Toolbox Talks

Another mechanism that can be used to enhance the communications task is the regular site toolbox talks. These already ensure people are up to speed on:

• Safety requirements
• Potential hazards on site for that day or that week
• Which trades will be on site and what the completion goals for works are expected to be.
• Updates on any changes to drawings or schedules

Ensuring Accountability in Communication

Communication must be actionable and traceable, otherwise misunderstandings and disputes are inevitable. Documenting meeting minutes and action items, ensuring that every commitment is tracked and followed through is critical.

 Using digital tools to track meeting minutes, RFIs, and project changes ensures nothing is forgotten. Searchable conversation histories also help resolve disputes and maintain alignment.

Strong communication builds long-term partnerships.

Given the wide variety of project types and scale of construction tasks across the industry, the relationships between head contractors and subcontractors come in all shapes and sizes. Communication is the crucial link in making these relationships strong, productive, mutually respectful and positive.

In the best case scenario, this can see contractors and subcontractors working together on multiple projects, with everyone reaping rewards in the form of business profitability and solid commercial reputations for safe, compliant and timely work.

A well-run project doesn’t just deliver a finished building; it builds strong, lasting partnerships that make future jobs even more successful, and even more enjoyable to work on!

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