Construction is one of the fields that largely depends on consultation. Project developers primarily rely on expertise from seasoned construction professionals for the success of their projects. Clients, too, consult broadly. They engage experts in the construction and financial sectors who finance them.
There is a need to streamline the communication in the construction consultancy process. This will ensure a compelling run of activities in the construction industry. The good thing is that achieving streamlined communication is accessible and achievable.
Read through to learn more about streamlining communication in the construction consultancy process with the assistance of experts like Mitchell McDermott, who can provide valuable insights and guidance.
Ways to Streamline Communication in the Construction Consultancy Process
Preventive measures are better than problem-solving in the construction consultancy process.
Below are the ways you can implement to streamline client communication.
Apply Best Practices and Standards
Communication in the construction consultancy process should be quality and effective. To do so, you should adhere to best practices and standards. For instance, whenever you communicate, ensure you use formal language that is clear, concise, and engaging. Also, use visual communication such as graphs, images, and drawings. Lastly, ensure your communication is consistent, accurate, and professional.
Establish a Communication Chain of Command
Establishing a communication chain of command is the best way to streamline communication in the construction consultancy process. The contract stipulates that the project owner communicates with the contractor through the architect. The contractor consults and communicates directly with subcontractors and suppliers. On the other hand, the architect directly communicates with consultants.
Note that the contract documents stipulate the construction communication basis. Any other communication not outlined in the contract documents should be properly authorized. Also, schedule and scope changes should be appropriately documented and reported.
Listen Attentively
When consulting with various levels of the profession in the construction consultancy, listen attentively. Also, you are supposed to be an active listener. Engage the person you’re consulting and ask questions where you need help. Ensure you understand what the other party is communicating.
We recommend you take notes on key points. Also, note the details you may need more clarification on. In doing so, ensure you don’t interrupt the speaker. Wait for the person to finish speaking before you start asking questions.
Keep Written Communication Professional at All Times
Foul language in construction consultancy communication may collapse the communication process. While presenting a written communication to your consultants, keep off your emotions. If someone needs your response, take time to understand what they need, consult, and write a detailed response. Keep the communication as formal as you can.
Establish a Channel for File Storage and Sharing
While consulting and communicating simultaneously in the construction process, you must save documents, drawings, files, etc. You will also engage in the sharing of files often.
Therefore, you must establish a channel for saving and sharing these files. Note that the simpler the exchange processes, the easier you’ll understand each other: you, the client, and other involved parties.
Set up a dedicated storage tool to store and share files quickly. Doing so will streamline the communication process. The good news is that there are specialized file-sharing tools that speed up the sharing process. For storage, you can opt for Cloud-based storage solutions. It offers you free storage for your files. Besides, you reduce this risk of file loss through malware attacks. In addition, you can store your file backups here.
Stick to the Facts
In construction, facts are important. The success of any construction project largely depends on the facts during the consultancy process. Therefore, keep facts while communicating with the contractor, client, architect, or financiers and avoid extraneous information.
However, the fact that you should stick to facts doesn’t mean your personal professional opinion is ruled out. Always communicate if you feel your professional opinion can benefit the project. However, you must communicate with them through the proper channels and follow a clear line of communication command.
You should also discuss how often you should update and communicate with the owner and architect on the project’s progress.
Establish a Regular Communication Cadence
A regular communication cadence can help you streamline communication in the construction consultancy process. Establish a schedule and format to use when sharing information. You can opt for a weekly, biweekly, or monthly reporting schedule. This way, you can address each issue accordingly and within time. Also, everyone involved with the construction process will be well informed of progress, arising issues, and changes.
You should also record all communications related to your construction project. Record what you discussed with other parties, indicating the exact dates and times. You may also email the same communication to other parties involved.
Be Clear and Concise
It is pointless to dedicate yourself to communicating in the construction consultancy process only for you to be misunderstood. The inefficiency in the communication process may delay the construction process and may also result in errors. Therefore, when communicating, use simple language to be clear and concise. Avoid using professional jargon too much. Also, be precise and drive directly to the point without overexplaining or exaggerating facts.
When dealing with several projects simultaneously, communicate about one project before proceeding to the next.
Conclusion
Communication in the construction consultancy process is a continuous process that runs throughout the construction phase. It needs understanding and regular improvement to ensure the project succeeds. The secret to streamlining this process is regularly monitoring your communication performance.
Emphasize the quality, frequency, and impact of your communication. In addition, you should seek feedback from whoever you’re communicating with.
