12 Ways Construction Professionals Can Communicate More Effectively

Effective communication is the cornerstone of successful construction projects. Whether constructing towering skyscrapers or renovating an old industrial building, transparent and efficient communication is the scaffolding that holds everything together—communicating effectively in the bustling construction world, where every nail and beam matters, can make all the difference.

Let's explore some practical ways to navigate the often-complex terrain of construction communication. Learn how to communicate construction project rules and much more!

12 Communication Basics for Commercial Construction Professionals

Good communication can lead to understanding and clarity on construction sites. To improve communication:

• Establish a transparent chain of command.
• Define who communicates with whom, using the contract documents as your guide.
• Specify points of contact, ensuring that information reaches the right people promptly.

1. Choose the Right Method for the Message

In the modern world, communication methods on construction sites have evolved, each serving specific purposes, often including:

• Text messages
• Email
• Phone calls
• Face-to-face meetings
• Hand signals
• Drawings

Each method has its benefits and drawbacks. Choosing the right approach is crucial. Quick emails are handy for simple updates, while complex matters may warrant face-to-face discussions. While technology simplifies communication, it's essential to be prepared for potential tech failures and have backup communication methods. Remember, project collaboration software can help streamline communication, provided everyone is on board and trained to use it effectively.

2. Be an Active Listener

Communication isn't just about talking; it's also about listening. Active listening involves:

• Giving full attention
• Taking notes
• Asking questions
• Seeking clarification

Don't interrupt or formulate responses prematurely. Understand the speaker's point of view before asking questions or sharing your perspective. In meetings, ensure everyone leaves with a clear understanding of their roles and responsibilities.

3. Be Clear and Concise

In construction, precision is critical. To avoid misunderstandings:

• Keep your messages focused and straightforward.
• Use plain language and avoid jargon that might confuse others.
• Be thorough without overwhelming your audience.
• Proofread written communication to eliminate ambiguity and always maintain professionalism.

4. Be Professional

Written communication, like emails, reflects your professionalism. Ensure your messages are: 

• Well-structured
• Free of foul language
• Devoid of emotional outbursts

If emotions run high, take a day before sending important emails. Break down information into smaller paragraphs or use lists for clarity. Maintain a respectful and collaborative tone.

5. Stick to the Facts

In construction communication, stick to the facts. Leave personal opinions aside unless they contribute to the project's success. Sharing your expertise is valuable but avoids unnecessary details that could confuse or overwhelm you.

6. Stay Organized

Clear communication begins with well-organized documentation:

• Review blueprints, contracts, and specifications thoroughly.
• Designate a person responsible for maintaining the documentation's accuracy and accessibility.

This ensures everyone is on the same page, minimizing confusion and mistakes.

7. Dictate the Scope of the Project Rules

When it's time to communicate construction project rules, set clear guidelines. Establish processes for:

• Issuing change orders

• Updating purchase orders
• Approving modifications

Centralize project-related documentation to facilitate easy access and accurate information.

8. Establish a Chain of Command

Communication breakdowns occur when people need help figuring out where to turn with concerns or questions. Create a clear chain of command, ensuring efficient decision-making, authority, and communication. A designated point of contact can clarify and communicate construction project rules and guide team members to the right resources.

Miscommunication is a project's worst enemy. Establish a point person for communication updates, changes, and scheduling. Document all interactions and ensure that the team stays informed, minimizing the risk of misunderstandings and delays.

9. Track Site Safety

Safety is paramount in construction. Use technology to share safety rules and regulations. Incorporate safety procedures into project management systems, mobile apps, or safety management software. Regular on-site safety meetings also provide a platform for addressing concerns and promoting safe practices.

10. Track Project Changes and Budgets

Use technology to track your project progress, costs, and changes, and keep all stakeholders informed to avoid last-minute surprises. Some technologies many construction professionals rely on include:

Computerized Maintenance Management Systems (CMMS): CMMS software streamlines maintenance tasks and operations. It acts as a central hub for maintenance-related information, making managing various aspects of maintenance work easier. A CMMS helps improve the efficiency and availability of physical assets such as machinery, vehicles, communication systems, plant infrastructure, and other essential resources.

Gantt Charts: What is a Gantt chart in simple terms? A Gantt chart is like a tool that helps plan and schedule big or small projects. It's super helpful for visually seeing the project. A Gantt chart is a picture that shows what needs to happen and when. It's great for keeping an eye on how things are going.

So, what are the steps in a construction Gantt chart? Well, it can help builders figure out how long each part of the project will take and when they should do it. There are essential points called milestones, like stages in the project. These could be designing, laying the foundation, building, finishing, and handing over. Gantt charts can be divided into these milestones to keep things organized. This helps builders know how many workers they need for each task and if everything is going as planned.

Project Management Information Systems (PMIS): PMIS tracks all the information about a construction project. So, imagine a project manager using this program to plan, watch over, and get things done without feeling buried under a mountain of data. It's a handy tool to make managing projects more manageable.

Why is a PMIS important in construction? A PMIS is like a treasure chest of information for the whole team. It's like a one-stop shop where everyone can find what they need. This way, the big decision-makers can easily find important stuff like how the project is going, product test results, and even how much time the team has put in. It's like having all the answers in one place!

11. Manage Project Supplies and Materials

Efficient supply chain management in construction keeps your project on track. Clarify responsibilities for material pickup, delivery, and purchase orders. Clearly outline procurement procedures to prevent misunderstandings and unexpected expenses.

12. Understand the Cause of Poor Communication

Understanding the causes of poor communication is the first step toward improvement. The construction industry's complexity and various communication channels contribute to misinterpretation.

Communications Essentials Checklist

To communicate construction project rules effectively and keep your projects on track, remember these communication essentials:

• Follow a transparent chain of communication.
• Choose the appropriate communication channel.
• Use simple language and keep messages concise.
• Share only facts, not opinions.
• Encourage questions and active listening.
• Address conflicts openly and constructively.
• Celebrate improvements in communication.

In the construction world, effective communication lays the foundation for project success. By adopting these practical approaches, construction professionals can enhance teamwork, minimize errors, and ensure that every structure stands strong and safe.

Come back for more valuable information on construction-related topics! If you have questions for our access solution specialists, call us at 1-800-609-2917. At Access Doors and Panels, we proudly support North America's commercial construction industry. We're here to help!