Company Blog

The Importance of Communication During Construction

Written By: Doug Kroes

Post Date: 11-09-2024

The Importance of Communication During Construction.

Millions of dollars annually are spent correcting errors caused by poor communication.  Once construction starts there is far less room to effectively fix costly mistakes or encountered adjustments, especially once the proverbial “cement is dry”. 

That is why the importance of establishing and maintaining a structure for communication throughout the construction process on all sized projects should be stressed. Often, there is such a variety of groups that must communicate during a project that an organized method of communication must be established to assist in keeping channels working effectively.

According research …. the inability to communicate well affects every industry sector, but particularly construction.   Management consulting firm FMI suggests these issues cost more than $177.5 billion annually in addition to rework costs. Oct 24, 2018

One way to manage effective communication is for engineers and contractors to use the Engineers Joint Contract Document Committee (EJCDC)Standard General Conditions as a reference. This document recognizes three distinct entities; the owner, engineer and contractor that are involved with the construction contract and facilitation thereof.

The following flow chart illustrates Cedar’s flow of communications, which if properly adhered to, will assist in maintaining appropriate, consistent, and efficient channels of communicating information throughout a project. 

Cedar has adopted EJCDC’s Standard General Conditions to help establish an expected flow of communications on our projects as illustrated in the above flow chart.  This provides a structured approach to maintaining effective communication throughout the project. This structure helps in ensuring that information is consistently and accurately conveyed among all parties involved.

Effective communication is the cornerstone of any successful construction project.

The complexity and scale of many construction projects necessitate a well-structured communication framework to ensure that all parties involved are on the same page. This framework helps in avoiding misunderstandings, delays, and costly errors. The EJCDC Standard General Conditions provides a robust reference for establishing such a communication structure, recognizing three key entities involved in the construction contract: the owner, the contractor, and the engineer.

The EJCDC Standard General Conditions outlines a clear communication structure involving the owner, the contractor, and the engineer. Each of these entities has specific roles and responsibilities, and effective communication among them is vital for the smooth execution of the project.

                 

 

The Role of Communication in Construction.

Communication in construction is not just about exchanging information; it's about ensuring that the right information is delivered to the right people at the right time. This involves various forms of communication, including verbal, written, and digital. Each form has its own set of advantages and challenges, and the choice of communication method can significantly impact the efficiency and effectiveness of the project. Miscommunication costs millions of dollars annually to fix otherwise avoidable and unnecessary problems. 

To borrow from the World of Literature, Playwright George Bernard Shaw once said, “The single biggest problem in communication is the illusion that it has taken place.” In today’s world, pressing the SEND BUTTON does not in and of itself, constitute that communication has taken place. We can also be at risk of poor communication happening because of the variety of communication types available to us today which can itself pose challenges. Being on the same communication channel is more critical as more options become available to us. Without setting clear expectations it can be easy to become confused simply by the variety of communication types available to us in today’s world. Make sure you and your team know what channel of communication that you’re on!

Closing Thoughts on Types of Communication.

Verbal communication is often the quickest way to convey information, especially in urgent situations. It allows for immediate feedback and clarification, which can be crucial in a fast-paced construction environment. However, verbal communication can also lead to misunderstandings if not documented properly. Therefore, it's essential to follow-up verbal instructions with written confirmation to ensure that everyone has a clear understanding of the tasks at hand.

Written communication, including emails, reports, and contracts, provides a permanent record of the information exchanged.  Accuracy is particularly important in construction, where documentation can serve as evidence in case of disputes.  We emphasize that written communication must be clear, concise, and free of ambiguity to prevent misinterpretation. The use of standardized forms and templates, recommended by the EJCDC such as; Request for Interpretation, Field Orders, Work Change Directives and Change Orders, are not only vital, but required to communicate and document changes to scope of work, materials, contract amount and contract times.

With the advent of digital technology, digital communication has become increasingly prevalent in construction. Tools as simple as email and others such as project management software, mobile apps, and cloud-based platforms facilitate real-time communication and collaboration among project stakeholders. These tools can help in tracking progress, managing documents, and sharing updates instantly, thereby enhancing the overall efficiency of the project.

Structuring Communication Among Key Players Leads to Consistent Results.

Cedar feels that it is criticalthat the proper flow of communication, especially among key players is upheld to maintain the consistency, continuity, and correctness of information.   Given the variety of groups involved in a construction project, establishing an organized method of communication is crucial.

Tips for Communication   

1. Be Consistent

Consistency in communication is vital to avoid confusion and ensure that everyone is on the same page. This involves using standardized forms and templates, adhering to established protocols such as using EJCDC Operational Guidelines and maintaining regular agreed-upon communication channels. Consistent communication helps in building trust and reliability among project stakeholders.

2. Be Continuous

Continuity in communication ensures that there are no gaps or delays in the flow of information. This is particularly important in construction, where timely decisions and actions are crucial to keep the project on track. Regular meetings, progress reports, and real-time updates through digital tools can help in maintaining continuity in communication.

3. Be Correct

Correctness in communication involves ensuring that the information conveyed is accurate and free of errors. This requires careful documentation, thorough review, and prompt correction of any discrepancies. Correct communication helps in preventing misunderstandings and ensuring that the project is executed according to the specifications.

Despite the importance of effective communication, construction projects often face several challenges in this regard. These challenges can stem from various factors, including the complexity of the project, the diversity of stakeholders, and the dynamic nature of the construction environment. 

Effective communication is critical to the success of construction projects. It involves ensuring that the right information is delivered to the right people at the right time, using appropriate methods and tools. The EJCDC Standard General Conditions provide a robust framework for establishing a structured communication approach, involving the owner, the contractor, and the engineer. Cedar's flow of communications further emphasizes the importance of consistency, continuity, and correctness in communication. By adopting best practices and leveraging technology, construction projects can overcome communication challenges and achieve their objectives efficiently and effectively.