A GUIDE TO EFFECTIVE COMMUNICATION WITH MAIN CONTRACTORS
A GUIDE TO EFFECTIVE COMMUNICATION WITH MAIN CONTRACTORS While working together on a project, effective communication between subcontractors and main contractors is essential to make sure the collaboration is successful. This is obviously not only relevant to the subcontractor/ main contractor-relationship, but any business relationship. Effective communication helps establish a connection in the first place and is the foundation of good team work. As explained in another E-book, you will have to convince the main contractors that you are the best subcontractor to work with on any given project. According to research we carried out with main contractors, a polite introductory call to the appropriate person is the best way to first get in touch. For example, call the quantity surveyors when main contractors are preparing their bids, or the project manager or contract administrator
once the head contract has been awarded. Or, if you can t reach them by phone, the first contact can be made by sending a brief introductory email with an expression of interest. Submitting a company profile is an excellent process, and allows anyone to put themselves forward. Keep in mind to only submit your profile if you fulfill the required criteria. If you do meet the requirements, it is important to prepare a high-quality company profile and position yourself as the best option to work with. To make your profile stand out amongst your competitors, include the following things to improve your chances of success with main contractors: A business profile for your company should be simple, short and succinct. Include contact information, your values, key people and the main services you offer. Instead of writing long paragraphs, use a mix of full sentences and bullet points. That makes it easier to read! Add pictures of your team and some of your work to make your profile more engaging. It s all about creating a memorable brand
Explain your services and rates: Be specific and include any additional services. INSIDE TIP Don t let the main contractors read between the lines. Add one page where you state all reasons that make your company the best choice to work with. They should prove reliability, commitment and top quality work. Attach proof of health & safety, quality assurance and other industry accreditation as these are often pre-requirements for consideration. A list of completed projects: It is not necessary to name every project you have worked on, but feature the most recent ones that are relevant to the project you want to work on now. Give information about your scope of work and outline challenges you overcame while working on the projects. This will show your problem-solving skills and demonstrate that you are experienced and capable. It is especially effective if you use testimonials from main contractors you have worked with in the past. If a main contractor was satisfied with your work on their project, they will generally be more than happy to give you a positive reference. They should confirm your company s capabilities, work ethic, communication skills, and ability to meet deadlines.. This is the type of reference we are suggesting: Thank you for the effort that your company put in during the planning, coordination and execution. Your team has put in their good effort to complete the project within the tight schedule.
Well planned schedule, quick response and close coordination has made our works efficient and managed to complete the whole works on time. - Hyundai Engineering and Construction The structure and content of a business profile may vary, but what we have mentioned above is absolutely essential if you want to stand a chance! If the main contractor decides to go along with you, communication remains a priority. Poor communication can lead to misunderstandings, problems onsite and throughout the construction process. Good communication on the other hand can help reveal potential challenges early, thereby avoiding expensive corrections because the job wasn t done correctly. Communication is always a two-way process, which is why you should pay extra attention to making your communication as clear and concise as possible. Doing so will help ensure your message comes across exactly the way you intended. Here is our top tip to start off a successful collaboration: Define all tasks and responsibilities upfront: This applies not only to what exactly is going to be done, but also to how much it will cost. Remember to be honest and straightforward from the start. Don t hide costs or offer services you are not able to provide. You d rather under-promise and over-deliver, than the other way around! The construction industry may be large but it is still intimate; people know each other and they talk about their experiences with their subcontractors good and bad! The main contractor will not do business with you if they feel they can t trust you. Problems can occur because the brief from the main contractor was not completely clear about the scope of the work, but the subcontractor often takes the blame. So, it is in both parties interest to communicate as clearly as possible.
Have a look at the following tips for clear and concise communication: 1 - Kajima Overseas Asia Define all terms and conditions in a written contract. It is absolutely essential to thoroughly read it! 2 Schedule regular project meetings and follow-ups. Seek feedback, ask questions and listen carefully to make sure everyone knows what to do, especially if changes or problems arise. 3 Be reliable. Acknowledge the receipt of emails, call back if you missed a call or reschedule a meeting if you think you can t make it. There is nothing more frustrating than not being able to get in touch with someone when time is tight. Having read our tips, we hope you realize how important it is to be clear in your communication to form strong relationships with main contractors. You can grow your business a lot faster through strong existing relationships, rather than building new relationships again and again. To access our full range of ebooks, please visit the Client Resource Centre, which can be found within the BCI system. If you would like more information on this topic or are interested in finding out more about what BCI does and how it can help you focus on your success in the construction business, visit www.bciasia.com to submit an enquiry or call our local office at: Hong Kong: +852 25380011 Indonesia: +62 21 8370 8731 Malaysia: +60 3 76611380 Philippines: +63 2 7201224 Singapore: Thailand: Vietnam: +65 65386836 +662 0902100 to 06 +84 28 6256 1010