July 11, 2025
We’re pretty sure this assumption is agreed upon by anyone involved in a construction endeavor: Effective communication is vital to the success of any construction project.
What is effective communication?
Effective or good communication is simply the exchange of information in order to convey a message and such communication involves being able to transmit your message, so it’s received and understood by the intended recipients. Seems simple enough, right?
If you’ve ever heard of or played the telephone game, you know it’s not always that easy. The game begins with a group of people sitting in a circle. One person whispers something to the next person. That person then attempts to repeat what they heard (or thought they heard) to the next person. This continues from one person to the next until the end, when the last person tells the group what they heard.
The message typically gets misheard a couple of times, so once it gets around the room, “I love Sunday afternoon the best” becomes something like “I saw an alien walking my neighbor’s dog yesterday.”
The telephone game is an impressive way to reveal how poor and unproductive communication can produce mix-ups and uncertainty. Being a good communicator is a talent that can be bettered with practice and training.
Here are some simple tips to improving communication skills.
Establish a communication chain of command
It’s critical to establish a chain of command for communication on a construction project. These are usually spelled out in the contract documents and generally call for the owner and general contractor to communicate with one another via the architect.
Typically, the architect is to be held accountable for communicating with their consultants and the general contractor is counted on for communicating with the suppliers and subcontractors.
The contract documents, including such documents as the drawings, specifications, and change order forms determine the foundation for all construction communication. It’s essential that any communication not defined in the contract documents obtains appropriate approval and any alterations to the scope or schedule that need to be made are recorded and reported via appropriate channels.
Choose the right communication method
Selecting the right communication method is essential for transmitting ideas effectively. True, e-mails and phone calls may work okay for typical updates, but some circumstances demand in-person encounters or digital means.
For instance, arranging a face-to-face meeting for intricate discussions can cut down on mix-ups and make clear any complicated details. Identifying precisely when to use each communications set-up allows project managers to steer clear of ineffective communication and adjust their approach to each task’s needs.
In fact, you might even want to consider holding regular meetings . . .
Hold regular meetings
Daily updates, weekly sessions and monthly reports all help teams stay aligned, apprised and involved. Such meetings help everyone to stay on the same page concerning scheduled and ongoing projects, expectations and strategies and to clearly recognize their functions and responsibilities.
Be an active, not passive listener
When you take part in verbal communication, be it in person or over the phone, you need to be an active listener. That means you don’t just sit there and soak up the information. That’s passive at best. Rather, try to grasp what the speaker is trying to say from their point of view.
Be sure to take notes on important points. Don’t simply write down every word they pronounce verbatim; rather, take notes on specifics you may need clarified down the road. Also, make eye contact and offer nonverbal gestures such as head nods to show you’re actively listening.
Furthermore, never disrupt the speaker or attempt to talk over them. Focus on what he/she is saying and keep away from forming a response in your mind until they are finished. You just might miss a key piece of information that actually answers your question if you’re concentrating only on what you’re going to say when it’s your turn to speak. Once the speaker is done, it’s the right time to ask your questions and get an explanation on any points that are still vague.
Encourage open communication and transparency
Creating an atmosphere of open communication lets team members articulate concerns or report issues without hesitation. This openness can help prevent minor issues from turning into bigger problems.
Transparency in communication supports confidence and teamwork, which are crucial for highly effective construction teams. Routine check-ins and a culture of openness help make sure all involved are on the same page, not only boosting morale but enabling efficient progress.
Stick to the facts
Communication that’s unwarranted, puzzling, narrow-minded, unsupported or inaccurate is not only unusable but can produce quite a bit of damage to a construction project. Always focus on obtaining and presenting facts. Never overelaborate or incorporate irrelevant information in your communications. Share expert opinions that add to the success of the project, and, unless asked, keep your personal views or judgements to yourself.
Keep written communication professional at all times
Never use foul language or allow your emotions to affect your message. If emotions are spilling over, take 24 hours to cool down before sending that email. This way you can evaluate and make any changes to your message before you send it. If a more urgent response is needed, re-read the message aloud to yourself or possibly have someone else read it to get a second opinion.
Bridge the gap between office and field teams
One of the more everyday challenges in communication is making sure that both office and field teams are always lined up with each other. The physical distance, varying concerns and even construction jargon can generate communication holes that hamper project flow. Management can bridge these gaps by creating routine check-ins and employing real-time communication tools that allow every stakeholder to stay up to date. Yet again, daily briefings can help make certain that any project changes, safety protocols and deadlines are known across every level.
Supporting open communication channels wherein field personnel can report problems as they surface not only helps with confronting these issues quickly but also inspires team members to voice their concerns. Managers who listen actively to responses from both office and field personnel produce a culture where each person feels engaged, eventually improving effectiveness and teamwork across the board.
Leverage technology for more effective communication
Technology plays a critical role in simplifying communication in the construction market. By leveraging the correct tools and platforms, construction teams can boost information sharing, enhance coordination and promote textbook communication among all project stakeholders.
Cutting-edge communication technology including BIM, virtual reality, cloud-based management software, mobile applications and wearable devices can also enhance cooperation considerably among construction firms by streamlining procedures, delivering access to real-time information and allowing remote teamwork.
These solutions can be enormous for efficient communication if every stakeholder has access to it, has been appropriately trained and is dedicated to using it.
Speaking of training . . .
Provide continuous training in communication skills
Many of the communication obstacles in construction are a result of a lack of training. Employing regular training sessions helps team associates tweak their written communication, public speaking and listening skills, preparing them to handle intricate communications much better.
Empower your teams
An empowered team is a communicative team. When project managers pass on responsibility and exhibit trust, they empower team members to seize ownership of their roles. This feeling of ownership promotes accountability and fosters hands-on communication, as everyone feels invested in the project’s success.
By providing team members with the independence to make decisions inside their scope of work, managers not only reduce their own amount of work but also enable quicker problem solving. What’s more, adopting a culture of trust results in team members being more apt to share updates or bring up concerns, after recognizing that their participation is appreciated and endorsed.
Okay, you’ve read about various tips to help improve communication among construction teams. But it still begs the question, why is effective communication so critical?
Here’s how good communication helps the construction process
Let’s face it, effective communication is critical to the completion of any construction project. Such communication can enhance teamwork and result in improved project collaboration. Conversely, poor communication can bring about mix-ups, delays and problems down the road.
Here, then, are a few other paybacks for effective communication.
Fewer errors
Even trivial miscommunications in design specifics, material choice or scheduling can end up as costly mistakes. Reliable communication allows all participants to be on the same page, significantly lowering likely errors.
Improved safety
Safety is prime. Efficient communication makes certain that safety protocols and practices are plainly understood and adhered to by all team members, reducing the threat of accidents and injuries on the job site.
Client satisfaction
Keeping clients updated on project progress, adjustments and would-be issues produces trust and makes certain that their expectations are met. Satisfied clients are more apt to indorse your services and come back for upcoming projects.
Project efficiency
A knowledgeable team can foresee challenges and adjust to changes rapidly. Constant updates concerning project highpoints, delays or variations lead to less surprises and a more efficient project flow.
Team morale
Keeping everyone in the loop creates a feeling of security, fitting in and enthusiasm. Communication bridges the gap among various hierarchies and disciplines, producing a unified team atmosphere.
Managing expectations
Clear communication also helps create genuine expectations for all involved, by letting everyone appreciate what’s doable within the known restrictions of time, budget and resources.
Before concluding, there is one more area that needs our attention . . . what are the barriers to communication.
Common barriers to effective communication
Use of industry jargon
Construction communication can be slowed by unnecessary use of jargon. For example, terms such as “ponding” (standing water on a flat roof) or “pickling” (a finishing method for wood) are easily recognized by specialists but can be quite confusing for those unacquainted with the terms. Misunderstanding of jargon not only wastes time and resources but can result in costly mistakes.
It's crucial to curtail jargon in communication to make sure that everyone is on the same page.
Fragmented teams
The construction industry is recognized for its fragmented organization. Large projects include architects, engineers, contractors, suppliers and governing bodies, each having their own responsibilities. This mixture frequently leads to communication failures, as each group may have its specific communication methods, resulting in an absence of unity throughout the project.
Language barriers
Language barriers are an added hurdle, especially on a construction site where teams are frequently multinational. A study by Forbes discovered that 67 percent of companies face miscommunications attributable to language disparities, which can cut productivity and trigger safety issues.
Offering language support or bilingual documentation can help surmount language obstacles and make certain everyone has a clear grasp of instructions and safety measures.
Lack of access to up-to-date information
In construction, interruptions in receiving revised plans of action can disturb progress and produce wastefulness. Minus real-time access to the latest information, teams may count on obsolete documents, leading to mistakes and rework.
Applying project management tools that stockpile and share information in real time can mitigate this obstacle and improve efficiency.
Some concluding thoughts
At its center, effective communication among construction teams can bridge the gap among assorted stakeholders, such as project managers, architects, engineers, contractors and clients. It helps make certain that every member is on the same page pertaining to project goals, timelines and requirements. This clarity is crucial in an industry where mix-ups can result in substantial delays, a boost in costs and subpar construction quality.
If you’re having trouble producing an effective communication strategy, contact the professionals at PDDM Solutions. They’ll be glad to help you in reaching your communication goals.
What is effective communication?
Effective or good communication is simply the exchange of information in order to convey a message and such communication involves being able to transmit your message, so it’s received and understood by the intended recipients. Seems simple enough, right?
If you’ve ever heard of or played the telephone game, you know it’s not always that easy. The game begins with a group of people sitting in a circle. One person whispers something to the next person. That person then attempts to repeat what they heard (or thought they heard) to the next person. This continues from one person to the next until the end, when the last person tells the group what they heard.
The message typically gets misheard a couple of times, so once it gets around the room, “I love Sunday afternoon the best” becomes something like “I saw an alien walking my neighbor’s dog yesterday.”
The telephone game is an impressive way to reveal how poor and unproductive communication can produce mix-ups and uncertainty. Being a good communicator is a talent that can be bettered with practice and training.
Here are some simple tips to improving communication skills.
Establish a communication chain of command
It’s critical to establish a chain of command for communication on a construction project. These are usually spelled out in the contract documents and generally call for the owner and general contractor to communicate with one another via the architect.
Typically, the architect is to be held accountable for communicating with their consultants and the general contractor is counted on for communicating with the suppliers and subcontractors.
The contract documents, including such documents as the drawings, specifications, and change order forms determine the foundation for all construction communication. It’s essential that any communication not defined in the contract documents obtains appropriate approval and any alterations to the scope or schedule that need to be made are recorded and reported via appropriate channels.
Choose the right communication method
Selecting the right communication method is essential for transmitting ideas effectively. True, e-mails and phone calls may work okay for typical updates, but some circumstances demand in-person encounters or digital means.
For instance, arranging a face-to-face meeting for intricate discussions can cut down on mix-ups and make clear any complicated details. Identifying precisely when to use each communications set-up allows project managers to steer clear of ineffective communication and adjust their approach to each task’s needs.
In fact, you might even want to consider holding regular meetings . . .
Hold regular meetings
Daily updates, weekly sessions and monthly reports all help teams stay aligned, apprised and involved. Such meetings help everyone to stay on the same page concerning scheduled and ongoing projects, expectations and strategies and to clearly recognize their functions and responsibilities.
Be an active, not passive listener
When you take part in verbal communication, be it in person or over the phone, you need to be an active listener. That means you don’t just sit there and soak up the information. That’s passive at best. Rather, try to grasp what the speaker is trying to say from their point of view.
Be sure to take notes on important points. Don’t simply write down every word they pronounce verbatim; rather, take notes on specifics you may need clarified down the road. Also, make eye contact and offer nonverbal gestures such as head nods to show you’re actively listening.
Furthermore, never disrupt the speaker or attempt to talk over them. Focus on what he/she is saying and keep away from forming a response in your mind until they are finished. You just might miss a key piece of information that actually answers your question if you’re concentrating only on what you’re going to say when it’s your turn to speak. Once the speaker is done, it’s the right time to ask your questions and get an explanation on any points that are still vague.
Encourage open communication and transparency
Creating an atmosphere of open communication lets team members articulate concerns or report issues without hesitation. This openness can help prevent minor issues from turning into bigger problems.
Transparency in communication supports confidence and teamwork, which are crucial for highly effective construction teams. Routine check-ins and a culture of openness help make sure all involved are on the same page, not only boosting morale but enabling efficient progress.
Stick to the facts
Communication that’s unwarranted, puzzling, narrow-minded, unsupported or inaccurate is not only unusable but can produce quite a bit of damage to a construction project. Always focus on obtaining and presenting facts. Never overelaborate or incorporate irrelevant information in your communications. Share expert opinions that add to the success of the project, and, unless asked, keep your personal views or judgements to yourself.
Keep written communication professional at all times
Never use foul language or allow your emotions to affect your message. If emotions are spilling over, take 24 hours to cool down before sending that email. This way you can evaluate and make any changes to your message before you send it. If a more urgent response is needed, re-read the message aloud to yourself or possibly have someone else read it to get a second opinion.
Bridge the gap between office and field teams
One of the more everyday challenges in communication is making sure that both office and field teams are always lined up with each other. The physical distance, varying concerns and even construction jargon can generate communication holes that hamper project flow. Management can bridge these gaps by creating routine check-ins and employing real-time communication tools that allow every stakeholder to stay up to date. Yet again, daily briefings can help make certain that any project changes, safety protocols and deadlines are known across every level.
Supporting open communication channels wherein field personnel can report problems as they surface not only helps with confronting these issues quickly but also inspires team members to voice their concerns. Managers who listen actively to responses from both office and field personnel produce a culture where each person feels engaged, eventually improving effectiveness and teamwork across the board.
Leverage technology for more effective communication
Technology plays a critical role in simplifying communication in the construction market. By leveraging the correct tools and platforms, construction teams can boost information sharing, enhance coordination and promote textbook communication among all project stakeholders.
Cutting-edge communication technology including BIM, virtual reality, cloud-based management software, mobile applications and wearable devices can also enhance cooperation considerably among construction firms by streamlining procedures, delivering access to real-time information and allowing remote teamwork.
These solutions can be enormous for efficient communication if every stakeholder has access to it, has been appropriately trained and is dedicated to using it.
Speaking of training . . .
Provide continuous training in communication skills
Many of the communication obstacles in construction are a result of a lack of training. Employing regular training sessions helps team associates tweak their written communication, public speaking and listening skills, preparing them to handle intricate communications much better.
Empower your teams
An empowered team is a communicative team. When project managers pass on responsibility and exhibit trust, they empower team members to seize ownership of their roles. This feeling of ownership promotes accountability and fosters hands-on communication, as everyone feels invested in the project’s success.
By providing team members with the independence to make decisions inside their scope of work, managers not only reduce their own amount of work but also enable quicker problem solving. What’s more, adopting a culture of trust results in team members being more apt to share updates or bring up concerns, after recognizing that their participation is appreciated and endorsed.
Okay, you’ve read about various tips to help improve communication among construction teams. But it still begs the question, why is effective communication so critical?
Here’s how good communication helps the construction process
Let’s face it, effective communication is critical to the completion of any construction project. Such communication can enhance teamwork and result in improved project collaboration. Conversely, poor communication can bring about mix-ups, delays and problems down the road.
Here, then, are a few other paybacks for effective communication.
Fewer errors
Even trivial miscommunications in design specifics, material choice or scheduling can end up as costly mistakes. Reliable communication allows all participants to be on the same page, significantly lowering likely errors.
Improved safety
Safety is prime. Efficient communication makes certain that safety protocols and practices are plainly understood and adhered to by all team members, reducing the threat of accidents and injuries on the job site.
Client satisfaction
Keeping clients updated on project progress, adjustments and would-be issues produces trust and makes certain that their expectations are met. Satisfied clients are more apt to indorse your services and come back for upcoming projects.
Project efficiency
A knowledgeable team can foresee challenges and adjust to changes rapidly. Constant updates concerning project highpoints, delays or variations lead to less surprises and a more efficient project flow.
Team morale
Keeping everyone in the loop creates a feeling of security, fitting in and enthusiasm. Communication bridges the gap among various hierarchies and disciplines, producing a unified team atmosphere.
Managing expectations
Clear communication also helps create genuine expectations for all involved, by letting everyone appreciate what’s doable within the known restrictions of time, budget and resources.
Before concluding, there is one more area that needs our attention . . . what are the barriers to communication.
Common barriers to effective communication
Use of industry jargon
Construction communication can be slowed by unnecessary use of jargon. For example, terms such as “ponding” (standing water on a flat roof) or “pickling” (a finishing method for wood) are easily recognized by specialists but can be quite confusing for those unacquainted with the terms. Misunderstanding of jargon not only wastes time and resources but can result in costly mistakes.
It's crucial to curtail jargon in communication to make sure that everyone is on the same page.
Fragmented teams
The construction industry is recognized for its fragmented organization. Large projects include architects, engineers, contractors, suppliers and governing bodies, each having their own responsibilities. This mixture frequently leads to communication failures, as each group may have its specific communication methods, resulting in an absence of unity throughout the project.
Language barriers
Language barriers are an added hurdle, especially on a construction site where teams are frequently multinational. A study by Forbes discovered that 67 percent of companies face miscommunications attributable to language disparities, which can cut productivity and trigger safety issues.
Offering language support or bilingual documentation can help surmount language obstacles and make certain everyone has a clear grasp of instructions and safety measures.
Lack of access to up-to-date information
In construction, interruptions in receiving revised plans of action can disturb progress and produce wastefulness. Minus real-time access to the latest information, teams may count on obsolete documents, leading to mistakes and rework.
Applying project management tools that stockpile and share information in real time can mitigate this obstacle and improve efficiency.
Some concluding thoughts
At its center, effective communication among construction teams can bridge the gap among assorted stakeholders, such as project managers, architects, engineers, contractors and clients. It helps make certain that every member is on the same page pertaining to project goals, timelines and requirements. This clarity is crucial in an industry where mix-ups can result in substantial delays, a boost in costs and subpar construction quality.
If you’re having trouble producing an effective communication strategy, contact the professionals at PDDM Solutions. They’ll be glad to help you in reaching your communication goals.