How can you effectively communicate with contractors during a project?
Communication is an essential process within any project, it is vital to develop it without complexities so that the parties involved in project management offer the best of themselves to achieve the best results. To resolve conflicts and better coordinate business activities, communication is the key, so if you want to improve this aspect as a manager to obtain a higher level of progress in each project, this article is for you.
The Royal Spanish Academy defines communication as the act or gesture that allows messages to be transmitted between the participants of a social group; it is evident that as social and evolved human beings, communication is vital, especially between the company and the contractors of a project.
The elements that integrate communication intervene in the sending and receiving of the message, that is to say, they can allow effective communication or ruin it; these elements are the sender, receiver, code, message, and channel.
In project management these elements must have the best possible structure to allow effective communication. As a manager, if you want to go beyond simply resolving conflicts, you must properly manage all the elements of communication that will allow you to develop a better relationship with contractors. Want to know more about it? Stay to the end to discover valuable information.
How to improve communication with contractors during a project?
In project management, communication requires collaboration and participation of both parties, i.e. manager and contractor, so that the conversation develops effectively and allows the project to progress without distancing those involved from the main objective.
In addition to this, it is necessary to have a feedback process that will help not only to resolve conflicts but to ensure the proper functioning of the elements of communication, the feedback will allow you as a manager to know the perception of the contractors about the information that is transmitted.
For effective project management and better relationships between action is necessary for the safe and healthy progress of the project, follow our recommendations contractors and managers, in addition to the job security of employees, effective communication below:
Share all relevant information
Communication between managers and contractors must be fluid, which implies that there can be no secrets in between, both must know the occupational hazards, safety procedures, and all relevant information about the work environment for the progress of the project to be optimal.
Likewise, the level of performance expectations from this working relationship must be part of the project management through an accessible language without technicalities that lead to misunderstandings.
Teamwork to assess risk
Before starting any project, both parties, the manager, and contractors, should perform a team assessment of the project risks, the inconveniences that may arise, and the strategies that can be implemented to resolve conflicts. This implies that from the beginning of the project, there will be key points clarified that will allow mitigating risks that may stop the progress of the collaboration and establishing adequate measures for a comprehensive approach in project management.
Establish regular meetings
Effective communication between contractors and managers will depend on regular communication, i.e., meetings to coordinate project activities, evaluate progress, and see if conflicts need to be resolved.
This implies the need to schedule regular meetings that fit the work schedule of the company and contractors, always ensuring that both parties are aware of the expectations and responsibilities to be fulfilled, and always maintaining a safe and healthy interaction for project management.
Training and Education
It is essential that the communication between managers and contractors during a project is completely practical and interactive, this means working on real situations with continuous training that allows adaptation to the risks and management of safety measures.
By offering these tools in project management you will obtain job security by promoting a work area with less possibility of misunderstandings, accidents, and work injuries.
Remember that communication between managers and contractors is always bidirectional and goes beyond resolving conflicts, as it also encompasses improvements in work practices and professional commitment, so it is important that you are always informed about the opinions of contractors and their innovative suggestions for the progress of the company.
Use technology to your advantage
In 2024, project management without technological tools is not conceivable, so as a manager, you can use contractor management software that will allow you to more clearly detail goals, work orders, inventory, liquidity, and all kinds of reports.
In addition, you can defer face-to-face meetings for other more practical online collaboration platforms to establish effective remote communication, being extremely important to choose a communication medium (or channel) that both parties are comfortable with.
The message must be short, precise, and concise.
Progress has no detours, so make sure that, as a manager or contractor, the information you transmit is free of technical language, always using simple terms to prevent the message from getting lost in the misunderstanding of concepts or terminology.
The idea must be digestible, and understandable and have an adequate description of the delegation of actions and responsibilities, helping you with images and diagrams to improve the understanding of the steps that are expected to be followed in the project.
Why is it important to establish proper communication with contractors during a project?
Effective communication between managers and contractors during project management will make it possible to embrace differences in the workplace and improve the work environment without allowing conflicts to arise due to differences of opinion, ensuring the following:
- A two-way understanding of goals and objectives will lead to rapid project progress.
- Successful collaboration and coordination between contractors and the company manager for effective execution of the work plans inherent to the project
- Early identification of risks to resolve conflicts even before they arise.
- Comprehensive management of the same project management information between both parties involved.
From Alpha Solutions we are aware that communication is a heterogeneous process with many factors involved whose control sometimes becomes difficult, however, by following the tips and measures we have mentioned, you will become more aware as a manager about the importance of transmitting a message, and you will notice how the project work develops effectively with fewer inconveniences only with good communication with your contractors.
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