How to improve communication with subcontractors and keep Your construction projects on track

How complex are your construction projects when you think about how many different people from different disciplines get involved? From residential developments to large-scale infrastructure, there’s likely to be a lot of people involved – and not all from one place. Clients hire main contractors to manage projects, who then collaborate with designers, architects during planning, and then subcontractors for project execution.  

And communication across such a diverse pool of workers isn’t easy, especially when a lot there is a lot of information involved.  

With teams often spread across various locations and working to different schedules, things can get lost, and miscommunication errors are common. Crucial collaboration happens on documents, variations, tasks, issues, and snag lists; o when communication isn’t seamless, the result can be costly mistakes, delays, and frustrated clients. 

Communicating with subcontractors – some of the challenges 

Subcontractors are vital to delivering a successful project, so collaborating and communicating with subcontractor teams is extremely important, but comes with its own set of challenges. Subcontractors are often juggling multiple jobs, working across multiple sites, and may not have been involved in the project from the start.  

Without a clear, streamlined communication process, you can easily run into: 

• Missed updates on crucial tasks or variations 

• Inconsistent document sharing that leads to outdated plans being used 

• Unclear instructions, resulting in work that needs redoing 

• Snagging issues that get left unresolved for too long 

• Delayed responses to urgent queries, slowing down progress 

Miscommunication can have a negative impact on even the most efficiently planned-out projects. Simple misunderstandings about variations, missing documents, or tasks not being followed up can lead to massive delays and costly rework. And that’s before considering the impact on the reputation of contractors and subcontractors; who will be expected to deliver to a certain timeframe and expected level of quality. 

How to improve communication with subcontractors 

Better communication with subcontractors isn’t hugely complicated but it does require some effort and planning. The right tools can help but there are some foundational tips that will get the contractor-subbie relationship off on the right foot.  

Set clear expectations from the start 

Before work even begins, make sure everyone understands their role, the scope of work, and the deadlines. This includes having clearly defined processes for handling variations, tracking tasks, and addressing any issues that arise. 

Choose the right communication channels 

Don't rely on phone calls, emails, or texts alone. Even though most people will be used to scrolling through a phone or searching emails for the right details – it isn’t the most reliable practice and shouldn’t be encouraged as the norm. While useful for quick updates, a conversation on WhatsApp isn’t the most reliable source of vital information that everyone will be able to access – and it doesn’t foster a culture of ownership and accountability. 

Keep information accessible 

Make sure all team members can access the latest information, from documents and variations to snag lists and tasks. When subcontractors chase down documents or are working from outdated plans, errors are inevitable and things are too easy to lose track of. 

Use real-time updates 

Projects change fast. Whether it's a shift in the schedule or a new variation order, everyone involved needs to be kept in the loop so real-time updates are crucial to prevent subcontractors from working with the wrong information. 

How project management software supports better communication 

Digital tools are becoming more common to support project management on construction sites. By choosing the right technology partner with a solution that fits in with working practices, project success becomes part of a more structured workflow.  

Here’s how it can make a difference: 

Centralised Documents: No more hunting through email threads, text messages or file-sharing platforms to find the latest drawings or plans. With a central data environment (or CDE), all your project documents are in one place, and subcontractors can access what they need when they need it. 

Issue tracking and management: If there’s a problem on-site that needs attention, it can be tracked and assigned to the right person immediately. Everyone can see the status of the issue and track its resolution in real time. A culture of accountability encourages subcontractors to take ownership and installs a level of accountability.  

Task assignment and management: You can assign tasks directly to subcontractors, with clear deadlines and descriptions. They can check off tasks as they go, giving you full visibility into what’s been done and what’s still outstanding – site managers can see at a glance what is outstanding on a particular day and run detailed reports to check on the status of a project and – crucially – pick up any vital information relayed by subcontractors working on-site. 

Live updates and real-time data: As changes happen on the project, whether it’s a variation order or a change in schedule, your subcontractors will receive live updates and notification. This prevents anyone from working on old instructions or missing important details; reducing the risk of working from outdated drawings or variations that are no longer relevant. 

Everyone on the same page: Ultimately, the biggest benefit of project management software is that everyone — from clients and main contractors to the subcontractors — can access the same information.  This eliminates miscommunication and ensures that nothing slips through the cracks when teams are spending too long searching through different locations for the documents they need. 

Keep your projects moving smoothly 

By setting clear expectations, using the right communication channels, and leveraging the power of centralised project management software, you can streamline your collaboration with subcontractors, reduce errors, and keep your projects running smoothly – protecting your reputation with clients and continuing to deliver on-time and under budget. 

Ready to take control of your construction projects? Take a look around the Fonn platform with our free demo webinar to see if smarter project management is for you: