Optimizing Construction Communication for Project Success

Building structures involves many stakeholders, decisions, activities and detailed information. Construction communication is integral to keeping all the people, materials, equipment and work in motion and in sync to complete projects successfully. Good communication leads to a positive work culture that boosts morale and helps companies retain talent — while poor communication can result in safety incidents, errors and rework.

Effective communication means the correct information is conveyed and understood by the people who need it to keep a jobsite productive. This article covers the benefits, types, technologies and best practices for improving communication on the jobsite.

Benefits of Good Communication in Construction

Passing a piece of information from one person to another seems simple, but with the complexity of construction, managing communication can increase the likelihood of accurate information transfer and positive outcomes for the entire project team. Here are some benefits of a well-organized communication system in construction.

• Fewer Errors

  If crews have accurate information and managers communicate effectively, it is less likely that the project will be built incorrectly. This reduces construction rework and lowers stress.

• More Efficient Workflows

  Better communication leads to better planning and coordination. With the right information, team members can move quickly to the next task.

• Lower Costs

  Less rework saves money, and an efficient workflow can save on labor and other costs.

• Fewer Safety Issues

  Miscommunications can put workers at risk, causing accidents if safety protocols aren't followed.

• Quicker Project Completion

  With fewer errors and collaborative scheduling, projects can be delivered more quickly.

• More Complete Documentation

  Tracking plans, permits and communications give all parties access to the correct information. Organized and complete documentation is invaluable should a legal dispute arise.

• Better Decision-Making

  When teams share information, they can make more accurate decisions. Accurate communication with executives produces more data-informed decisions.

• Improved Collaboration

  Organized and regular meetings support productive collaboration.

• More Supportive and Productive Work Environment

  Encouraging communication and listening to feedback creates a more congenial and collaborative work environment.

Drawbacks of Poor Communication in Construction

Miscommunication, delayed information transfer or a lack of communication can cause many problems in construction.

• Increased Costs

  Errors and delays add costs to the project.

• Project Delays

  Mistakes and inefficiencies in workflow can result in missing important timeline goals.

• Quality Issues

  Without properly communicated instructions, work may be performed poorly.

• Clashes

  Improperly communicated project specifications or instructions can cause clashes that entail rework.

• Safety Hazards

  Poor site safety coordination leads to hazards and risks on the jobsite.

• Conflicts Between Stakeholders

  Poor communication damages working relationships — and can cause project delivery and quality issues that harm a company’s reputation.

Common Construction Communication Challenges

Planning to overcome common communication problems in construction can help companies take advantage of the efficiencies of an orderly communication environment. Here are the most common challenges:

Language and Cultural Barriers

Construction sites often have workers whose first language isn't English, complicating communication. Even workers from different parts of the country can have accents that make it difficult for others to understand exactly what they are saying. Workers need to understand instructions fully.

Technological Discrepancies

Some staff may resist using available technology or lack proper training to use digital information, which can lead to missed information. Information sharing can also be problematic if teams do not use the same communication platforms or lack access to the necessary tools.

Organizational Setbacks

Information can slip through the cracks if communication protocols aren’t followed. A lack of planning for meeting frequency and communication channels can hinder progress on site and cause miscommunications.

Lack of Communication Skills or Culture

Some team members may lack strong communication skills. When employees aren’t trained in using technological tools, plans and documents can be misinterpreted. A worksite culture where mistakes result in blame can create an environment where information is not freely exchanged, impeding trust and collaboration.

Key Communication Types and Methods in Construction

Oral, written and visual communication are the main types of construction communication. Here are the channels or methods of communication commonly used for each type.

• Verbal

  Foremen may give crew members verbal instructions for a task, and workers may alert a manager to a safety hazard on site. In meetings, participants discuss and share information, confirm plans, arrive at decisions or troubleshoot problems. Verbal communication can be in person, by phone, over radios or by video conferencing.

• Written

  Written communications can include emails, text messages, requests for information (RFIs), project specifications, change orders, daily reports, submittals and meeting minutes. Written information can be exchanged electronically or on paper.

• Visual

  Visual communication can include safety signage and posters onsite, printed floor plans, construction boards with project schedules and architectural models. Digital visual information can include PDF, CAD or BIM files viewed on tablets or computers. Photographic information may be from 360° site reality capture or drone footage. Augmented reality (AR) overlays onto the site provide another visual tool.

The most basic idea of communication is transmitting information involving a sender, a message and a receiver.  In construction, actively making sure the message has been received and understood can be accomplished with verbal feedback, a confirmation response to a written message or a signature on a change order, among other methods.

The Increasing Role of Technology in Construction Communication

Technological advances are enhancing communication in building projects in many ways. Here are some of the applications for technology in construction communication.

Building Information Modeling (BIM)

Though some form of building information modeling (BIM) has existed since the 1970s, it has yet to penetrate all corners of the construction industry. BIM is a 3D modeling format that allows team members to collaborate through a visual representation of the building.

Drones

Drones can capture video images to track progress on site, providing teams oversight from a distance. Footage from drones can also be used for site mapping, design and tracking inventory.

Project Management Software

The advances in construction management platforms allow email communication, scheduling and contract documentation to be centrally located. These technologies now also integrate with many types of reality capture, design drawings and enterprise resource planning systems.

Augmented Reality (AR)

AR can overlay BIM or other 3D images directly onto a physical site, giving engineers and managers offsite contextually applicable information and allowing for more collaboration.

Virtual Reality (VR)

VR is an excellent tool for getting design feedback from stakeholders who may not understand the plans without the immersive experience. VR can also be used to train workers on complex tasks or for safety training.

Internet of Things (IoT)

Construction technologies integrated to collect data give teams real-time data to monitor the build. Projects use cameras or sensors embedded in equipment or positioned on site to collect data. Bluetooth beacon sensors can relay site information on activity, equipment positions and conditions, turning physical and visual information into data that the project team can use.

How to Develop a Communication Plan for Construction Projects

Creating a comprehensive communication plan for a project sets up protocols and routines that make communication a central part of the construction process. Here are the steps for a construction communication plan.

1. Identify the stakeholders.

   Include all key personnel associated with the project owner, the GC, the design team, the subcontractors, consultants, suppliers and regulatory bodies. Include contact information for all the parties.

2. List the communication channels.

   Include all types of meetings, emails, software platforms, text messaging, radios, on-site training and any other method for communication.

3. Determine communication goals.

   Analyze the project’s needs and identify reports, milestones, progress meetings, change orders and coordination communications.

4. Schedule communication events.

   Set the frequency and times for reports and meetings.

5. Establish roles and responsibilities.

   Assign team members responsibilities for communicating each type of information and detail communication chains.

6. Implement, Monitor and Adapt the Plan

   Continuously assess the effectiveness of the communication plan, accept feedback from stakeholders and adjust the plan as needed.
   

Best Practices for Improving Communication

Companies that focus on fostering communication can better keep projects on track for timely delivery.

Establish Communication Protocols

Develop a communication plan that determines information exchange guidelines, channels and routines. Regular updates — such as meetings and reports — keep team members informed and provide a structure so workers know what is expected.

Assign Responsibility for Communication

Designate specific team members to lead communication in their areas — such as assigning someone from the GC’s team to update the owner on progress. Depending on the company's size, a project manager may be responsible for communicating with the design and engineering team, while the site superintendent is tapped to stay in regular communication with subs. Communication hierarchies should facilitate — not impede — open communication.

Ensure Stakeholder Access to Information

Use construction management platforms to allow team members to access the information they need to perform their roles. Verify software settings and keep hard copies of documents like equipment manuals, health and safety regulations and contact lists available on site.

Leverage Technology and Train Stakeholders

Unify information on one construction platform to establish a single source of truth for the project. Provide training for employees and have tech help available to troubleshoot and assist. A strong understanding of technology will allow the team to communicate through the platform and provide data for analyzing overall company performance metrics.

Schedule Regular Meetings

Regularly scheduled meetings become habits that are much easier to remember. Weekly contractor meetings, daily huddles and monthly project status meetings can help keep the project on track.

Craft Concise and Clear Messaging

Make messages short and to the point, avoiding jargon. If there are language barriers, consider hiring translators.

Create an Open Communication Culture

A culture of transparent communication in which workers feel comfortable sharing errors, asking questions and making suggestions encourages honesty and trust, which helps teams work well together. Respecting the contributions of all members of the team, from the C-suite down to the cleaning crew on site, will promote a positive and productive work environment.

Use Visual Aides

Color-coded charts and images can help team members understand the details and voice input in meetings. Using visual safety information on site helps break through language barriers.

Develop Active Listening Skills

Active listeners carefully absorb what others communicate. Encourage people to ask questions until they fully understand ideas or instructions. Active listening strengthens communication culture and improves collaboration.

Close the Loop

Communication isn’t complete unless the parties understand each other. When sharing information or instructions, confirm that the receiving party understands the message before moving on. Make it a habit to complete the communication loop in every interaction.

Keep Documentation Up to Date

Document change orders and track them through all related documents or plans. A single source of truth in software keeps information current but also remember to update project boards and site information.

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Good Communication Leads to Construction Success

Effective construction communication helps companies complete projects safely and on schedule. Implementing clear communication protocols, addressing common challenges and creating an open culture will enhance decision-making and promote a positive work environment. Prioritizing communication enhances project efficiency, mitigates risks and contributes significantly to the overall success of construction projects.

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