Here are three ways to bridge the gap between builders and suppliers:
1. Choose the correct communication channels.
With so many ways to communicate, construction companies can now deliver clear and concise messages in record time and help move projects along quickly from start to finish. At the same time, miscommunications still occur, which often result in errors that delay critical steps to a project's completion.
Some common methods of communication on a construction site include drawings, signs, signals, and face-to-face meetings. Builders generally deal with suppliers through emails, phone calls, and face-to-face interactions either at the counter or on a job site.
Whatever channels you choose, it’s important to have a plan in place that everyone understands and follows. You should determine methods of communication for specific tasks (for example, information sharing) in the earliest stages of the project.
There are some common-sense solutions to consider. For example, if you find yourself emailing back and forth with your supplier more than a few times for one task, consider a phone call as a next step to ensure you deliver your message.
The biggest thing to stress when it comes to communication between builders and suppliers is getting it right the first time. Be clear, be direct, and if possible, have the receiver confirm everything before proceeding. Remember, less is more, and precision is key.
2. Provide clear chains of command.
Any communication that occurs within a construction project should have a chain of command. Typically, you’ll find the established chain of command within the contract documents.
Often, it’s the general contractor who’s responsible for communication between the company owner, the architects, subcontractors, and suppliers. The superintendent on a project is the main point of contact for the general contractor.
When it comes to supplies for the project, the general contractor should pay close attention to any information suppliers provide. This includes changes to stock, pricing, and shipments. This important information could change the next steps and project direction, including sourcing alternative suppliers or finding a new subcontractor to avoid impeding progress.
Effective communication is vital to any successful project completion; it ensures the right people receive the right information at the right time. And when setbacks occur, you can make quick decisions and provide immediate solutions.
3. Optimize communication through workflow.
An open dialogue between suppliers and builders is important for every construction project. When everyone is collaborating and communicating well, the project goes well. Problems and delays start to occur when people stop communicating and responding to inquiries.
It’s important to establish workflow processes within your company to strengthen communication. And, when issues do arise, it’s essential to stay calm. Avoiding foul language and emotional outbursts will keep the lines of communication between builders and suppliers at a healthy level. Watch your tone in emails too. There are software options available that plug into your email and warn you if your tone could be offensive.
Remember that people often scan emails quickly, which is how important pieces of information become lost. A quick tip is to break up large paragraphs into smaller ones. Use bullet points or numbers to relay necessary next steps and levels of priority on any itinerary or list. Keep personal opinions about the project to yourself. You can, however, share professional opinions when necessary.
Finally, when it comes to communication between builders and suppliers, keeping a record of every transaction is essential. You should document every correspondence, phone call, and face-to-face encounter with time stamps. This provides backup and helps you keep track of progress at every level of the project and find errors in communication before they lead to bigger problems.
The history of the supplier and builder relationship goes back to when technology was pretty much nonexistent. It’s through technology that we’ve been able to expedite construction projects, taking the industry to a whole new level of productivity. Having a good rapport with your suppliers is critical to the success of your current and future building initiatives.
Compass Group’s mission is to establish the trust and confidence of our clients as a preeminent provider of land development, design-build, and other construction services for the commercial, industrial, religious, and residential/multifamily markets. We achieve this with our commitment to delivering superior service and ensuring our clients receive a quality finished product. Contact us today if you’re interested in building something together.