How to Communicate with Your Construction Team

Clear communication is the cornerstone of any successful home construction project. With so many moving parts—from design and budgeting to scheduling and construction—keeping everything on track requires open, consistent communication with your contractor and the entire construction team. Not sure who should be on your team? Check out our Deconstructionism eBooks for guidance.

Once your team is in place, it’s crucial to establish the best communication methods right from the start. This ensures everyone is aligned on how information will be shared. For example, we use BuilderTrend as our primary communication tool. It’s our go-to for everything from selections and weekly updates to invoices. You can even send messages within the platform, and the entire team, including our clients, have access to it.

While BuilderTrend handles most communication, there are exceptions. In urgent situations, like issues with water or gas, we encourage clients to reach out via text or a phone call.

Below, we've put together some communication tips to help ensure your project runs as smoothly as possible.

Set Clear Expectations from Day One

Start your project off on the right foot by sitting down with your contractor and construction team to establish clear expectations. This means discussing your vision, budget, timeline, and any specific concerns or preferences you have. Being transparent from the beginning reduces the likelihood of misunderstandings down the line.

Schedule Regular Check-Ins

Consistent communication is key to keeping your project on track. Set up regular check-ins with your contractor to review progress, address any issues, and make decisions as needed. Whether it’s a weekly on-site meeting or a weekly update email, these check-ins ensure everyone stays aligned and that potential problems are addressed promptly.

We recommend using a shared project management tool where you can track progress, upload photos, and communicate in real-time. It keeps everyone informed and on the same page.

Be Clear and Specific

When communicating with your construction team, clarity is essential. Remember you are a vital part of the team, so avoid vague instructions or assuming your contractor knows exactly what you want. Be specific in your requests and feedback. For instance, instead of saying, “I’d like the most basic option that doesn’t blow the budget” go do the research on the item you are requesting and offer an example of what you’d like. Or ask for a range of what the item could cost and levels of finish options so that you are more educated in making a selection that works for you and your budget. These details are paramount for your contractor to understand.

Visual aids such as wall elevations and photos can help in conveying your ideas clearly as well as your additional team mates. For example the interior designer and architects site meetings are great times to discuss finishes and expectations. It’s a team approach always!

Respect Your Contractor’s Expertise

Your contractor is your partner in this journey—they bring valuable expertise to the table. While it’s important to share your desires and expectations, it’s equally important to listen to their advice. If they suggest a different material or a change in the timeline, it’s usually for a good reason. Engage in a two-way dialogue where listening is as important as speaking to foster a collaborative environment.

If something isn’t clear, don’t hesitate to ask questions. A good contractor will explain their reasoning and help you make informed decisions.

Document Everything

To prevent miscommunication, document everything. Keep a written record of decisions, changes to the project scope, and any budget adjustments. This not only helps avoid misunderstandings but also provides a reference if any disputes arise later.

After meetings or calls, we follow up with email summarizing key points and add a daily log to our project management tool. This ensures we have a written record of what was discussed and agreed upon.

Stay Involved, but Respect Boundaries

While staying involved in your project is important, it’s also crucial to respect your construction team’s workflow. Constant calls, texts, or unexpected site visits can disrupt their progress. Instead, agree on the best communication channels and times for updates.

Compile your concerns or questions and bring them up during scheduled check-ins rather than reaching out sporadically. This approach helps maintain a smooth working relationship.

Don’t forget to update your contractor on your timelines and needs as well. For example if you have to meet a certain deadline for move in, this should be well documented in advance, ensuring that all parties can agree. Often times owners think they can set these dates and then ‘hurry along’ the process rather than asking for input on timing.

Address Issues Promptly

If something isn’t going as planned or you’re concerned about a specific aspect of the project, don’t wait to address it. Promptly discussing issues allows for quicker resolution and minimizes the impact on your project’s timeline and budget.

Approach challenges with a solution-oriented mindset and get through the problem rather than avoiding it. Work alongside your contractor to find a way forward as you would in any other relationship. Most (ok hopefully all!) contractors want to end with a smile and pure happiness!

Trust the Process

Finally, trust in the process and in your construction team. Custom building can be challenging, but you hired professionals to guide you through this journey. By maintaining open and effective communication, you can trust that your project is in capable hands and will turn out as you envisioned.

Celebrate milestones along the way to stay motivated, and remember that every renovation has its ups and downs. Finding humor in the unexpected can make the process more enjoyable, even if it means adjusting your plans

By setting clear expectations, staying engaged, and keeping open lines of communication with your team, you can ensure a smoother process and a result that truly meets your expectations. Your contractor and team are your partners—trust their expertise, collaborate closely, and keep the conversation going while the construciton proceeds!