The first thing that all project managers need to do, no matter whether they are working with cladding or concrete contractors, is to create a flow of communication. Transparency is a critical ingredient, which will make the process run smoother and reduce the potential for problems. There are numerous ways you can keep in touch with contractors. One option is to use collaborative work management (CWM) tool. This is a great way to connect all of those involved with the project, making it easy to schedule changes, sync comments, and upload attachments.
You also need to make a habit of continual planning. Seek regular updates from your contractors so you know exactly where the project is. Even the slightest changes can have an impact on the overall plan and timeline, and it is up to you to factor these in.
You should also make sure you are constantly observing, and ask questions when necessary. You can also make your life a lot easier with automated reporting systems, and you can use tools to monitor budgets and costs. You will probably have an accounting department to deal with contractor invoices. But, it is vital to work alongside them to ensure all direct and indirect expenses are recorded.
The Importance Of Record Keeping
No matter how many contractors you hire, one thing that is vital is proper record keeping, and below we reveal the reasons why.
So many construction companies neglect their duty to keep proper records. As a project manager or quantity surveyor, this is something you will typically be responsible for, and it can save you a lot of money if it has been done correctly.
With effective record keeping, you will be able to recover your complete entitlements to payment for work that has been done, ensuring that you only need to pay out what is properly due to contractors and suppliers. It is a vital part of data enrichment, which is critical for getting paid on-time.
You will also be able to protect your position if a dispute does arise.
There are many different types of record keeping that will occur throughout a project, including video recordings photographs, events and activities, meeting minutes, diaries, labor, returns and time allocations, and progress reporting.
In fact, record-keeping should be used to explain anything that has been done, when it happened, and why. It is all about discipline and habit when it comes to taking and maintaining records. You need to ensure there is a clear definition – not only of what records should be taken and when in the project cycle they should be taken, but also in regards to who is responsible for preparing these records.