15+ Sample Construction Communication Plan

What Is a Construction Communication Plan?

A construction communication plan serves as a guideline for relaying the details of a particular project to the concerned parties. An effective communication plan contains the kind of information, to who, and how often the relay and delivery of information occurs. The document plays a crucial role in project success in that it has a direct impact on winning bids for a construction company. Having small or infrequent communication errors can still have significant effects, something that most organizations will want to evade at all costs. These errors can lead to delays, and these delays affect project timelines and project budgets. It is always vital to communicate with stakeholders, subcontractors, and workers to guarantee that they are on the same page with plans and decisions from the start before the project implementation. Without a concrete construction communication plan, confusion, budget overrun, timetable delays, and safety concerns can arise. Through the communication plan, contractors and construction companies can guarantee safer working conditions, preventing a significant number of injuries, hazards, and deaths.

According to the research data from the Project Management Institute or PMI, project managers that enforce effective communication are more likely to succeed, with 90 percent of the time spent on projects are focusing on effective communication between concerned parties.

Components of a Construction Communication Plan

Since construction communication plans differ according to the type, size, and scope of the project, no one construction communication plan is similar to one another. Some elements must be present in all construction communication plans, including the scope and contact information. The section below details the common components of a construction communication plan that a company must include to present a comprehensive document to concerned parties. It also covers valuable explanations to help better understand each section of the document.

Type of project: The first section of the construction communication plan details the name of the project to make it easier to find and add as a reference in the future. It also includes information about the duration of the construction project and the number of individuals working on the project, especially when setting up a meeting and updating work schedules. When it comes to larger construction projects, most construction teams require more frequent and different meetings to discuss multiple matters.Identify key players: The construction communication plan determines the individuals or teams that are communicating, the type of communication they are sharing, and the personnel responsible for updating any key information regarding the construction project.Contact information: The communication plan must include the necessary contact details of stakeholders and the team members working on the project to make the communication process easier, more convenient, and more organized.Frequency of communication: The construction communication plan will have a particular schedule or date set for communicating different kinds of information for the project. There must be a measured approach when communicating various information. Project updates can be once a week to not cause clutter in email letters that individuals have no time to read at the moment or have the chance to overwhelm them.Type of communication: Knowing and selecting the best way to communicate information within the team becomes advantageous when working on a construction project. There are various ways to communicate with members, either through email letters, text messages, phone calls, video conferencing, and company message boards. Size and scope of the project: Different projects indeed require different communication needs. As such, it is significant to utilize a project scope sheet or template to have a clear definition of the construction project. It also identifies the necessary communication needs for a particular project. After enumerating and explaining the scope of the project, consider the most preferred method of communication for all the involved parties, especially the C-level stakeholders. It is also advisable to utilize a simple survey at the beginning of any construction project to determine what the stakeholders prefer to use in terms of communication strategies, techniques, frequencies, and styles. Communication goals: Take the time to conduct research studies and look into previous projects for construction processes that the team can repeat or improve. Consider the findings from previous project closeouts and learned lessons to guarantee that the construction team and personnel are implementing the best practices to accomplish the project after accomplishing the research study.

How To Write a Construction Communication Plan

It is easy to neglect simple communication mistakes. In reality, these take a toll on the entire construction project and eventually the business itself. A construction company having trouble communicating its views, plans, and opinions to clients, subcontractors, suppliers, and employees will have a difficult time implementing construction work and achieving them on time. The section below lists the steps to create a comprehensive construction communication plan to help the company perform the construction project with ease.

  • 1. Identify the Stakeholders for the Construction Project

    The first step in developing a construction communication plan is to have a clear outline and layout of the stakeholders for the project. Take the time to define the individuals or entities that need to be actively involved in various communication flows and who qualifies as a stakeholder of the construction project by establishing a hierarchy or group. The step is necessary to know who is responsible for signing off after accomplishing the construction work. Create a list of stakeholders for the entirety of the project in an accessible spreadsheet document. Make sure that the project team knows about the list from day one. Indicate essential information, including the full name, contact numbers, email addresses, job titles, and category. Stakeholders range from construction clients to employees and anyone who has involvement in the implementation of the project.

  • 2. Indicate All the Communication Items

    After identifying the stakeholders for the project, gather a list of all the necessary communication items for the plan. Communication items refer to anything that requires communication methods during the implementation of the construction work. The core examples of these items include regular progress reports related to the project, budget status, project timeline, project milestones, project changes, and adjustments. It is best to include unexpected items to prepare you for any event or scenario. You can also indicate weekly reports and milestone updates as non-regular communication items.

  • 3. List the Communication Strategies and Techniques To Use

    Once there is a clear list of communication items and what the communication needs are, think about and define the communication methods you plan to use in the construction communication plan. There is a possibility of using multiple communication methods, depending on the demand of the stakeholder and the communication item. In-person meetings are ideal for discussing major milestones and status updates in the presence of multiple stakeholders. When recording for in-person meetings, assign a person to take meeting minutes to have a record for discussion during the next. Email letters are advisable when communicating daily or weekly updates involving stakeholders. Create a folder to save each sent email for documentation. On-site discussions are ideal for regular inspections with a handful of stakeholders and record the discussions by jotting down quick notes. Meanwhile, instant messaging is the best way to inform stakeholders of urgent matters or changes that require immediate remedial action.

  • 4. Develop an Effective Communication Plan

    After getting all the basic aspects into place, you can now collate all the information. Using a software program like Excel to record information comes in handy, especially if these files are transferable through instant messaging, customized reports, and mobile apps. Develop a rough draft of the construction communication plan wherein you match each communication item to a particular stakeholder. In the spreadsheet, input a list that details the person, their job title, stakeholder category, frequency of communication, communication strategy, communication item, and any other necessary information.

  • 5. Find Possible Software Solutions that Meets and Delivers the Construction Communication Plan

    After completing all the necessary information, you will require a tool to help you compile the data. There are different software programs that the company can use for writing the construction communication plan. Whichever one you select, make sure multiple features help you communicate necessary information to stakeholders. For one, a direct messaging feature aids users to directly send messages to each other while automatically arranging and classifying each message according to categories. It makes referencing information easier in the future, having an archive for the documents in the construction communication plan. Choose software that allows push notifications to alert concerned stakeholders in emergencies and other significant information. Make sure one of the features allows you to become more organized with information and documents to emphasize better client communication as the principal goal, with web, mobile, email, and text communication that allows them to view individual topics. Another helpful feature allows you to share customized or edited reports. The data analysis that the software generates throughout the construction project produces valuable reports that contain a complete breakdown of information to clients and stakeholders.

FAQs

What should a communication plan include?

When creating or writing a communication plan for your company or organization, whether, for a project or a company provision, there are five steps to take into consideration. One, you must establish clear goals. Next, you must define the key audiences or stakeholders, identify the key messages they need to understand, create a tactical communication plan, and specify a transparent timeline in terms of moving forward.

What are the components of a project communication plan?

Five essential components must always be present in a project communication plan. Companies must be familiar with these five components to make a comprehensive document. A project communication plan must consist of an introduction, methods of gathering factual and strong information, a detailed distribution structure, a formal project communication matrix, and finally, the signoff page.

How do you write a communication management plan?

When writing a communication plan for the business, there are several steps you need to follow. These include:

  • Identifying and defining the communication needs of a project or program
  • Determining the communication goals for the team
  • Naming the project and providing an outline of formed goals
  • Naming key stakeholders, team members, and clients
  • Developing a communication schedule for the project
  • Consolidating necessary information into a document

A construction communication plan is one of the key factors in making any construction project a reality. Efficient communication is necessary to perform tasks with ease, making sure that every involved party is on the same page when it comes to decision-making processes. Creating construction plans for different clients is already difficult as it is, and without proper and effective communication, there will be more delays or problems that will arise. Develop a comprehensive construction communication plan by downloading the 15+ SAMPLE Construction Communication Plan in PDF, only at Sample.net!