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How do you navigate power dynamics when collaborating with external contractors on plant upgrades?

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Collaborating with external contractors during plant upgrades can be a complex process, laden with challenges and power dynamics that require careful navigation. You're tasked with ensuring that the project meets technical standards while also managing relationships and expectations. It's a delicate balance between asserting your company's needs and working cooperatively with the contractors who bring their own expertise and interests to the table. Understanding how to effectively work with these external teams is crucial for a successful upgrade that enhances your plant's operations without causing unnecessary friction or delays.

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Prinesh Mari

Engineering Manager | Project Manager | Oil and Gas | Energy Transition | Renewables |
Siteshnu Swain

Construction Manager at Fosroc Chemicals India Pvt. Ltd.

1 Know Your Role

As a plant engineer, it's imperative to clearly understand and communicate your role in the upgrade process. You are the liaison between your company and the external contractors, responsible for conveying project expectations, timelines, and standards. By establishing your position as the point of contact, you can streamline communication and decision-making. It's essential to assert your authority when necessary while remaining open to the contractors' input, ensuring that all parties are working towards the same goal with mutual respect.

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Prinesh Mari

Engineering Manager | Project Manager | Oil and Gas | Energy Transition | Renewables |
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The starting point is always a well defined scope, that clearly defines roles responsibilities. Identify key persons, establish an escalation model that allows decentralized decision making and promotes effective and efficient work processes.

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Rahat Ali Khan

Construction Manager
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1. Clear Communication. 2. Respect and Collaboration. 3. Set Clear Goals. 4. Address Issues Promptly. 5. Empowerment. 6. Regular Updates.

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2 Set Expectations

Before work begins, setting clear expectations with contractors is key to a smooth collaboration. This involves detailed discussions about project scope, deadlines, and quality standards. By aligning on these elements upfront, you can avoid misunderstandings and set the stage for transparent communication throughout the project. It's also important to be realistic about what can be achieved within the given constraints to prevent overpromising and underdelivering.

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Prinesh Mari

Engineering Manager | Project Manager | Oil and Gas | Energy Transition | Renewables |
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Having the appropriate control mechanisms in place is key to setting and maintaining expectations, it is also important to phase your control throughout the life cycle of the project, when do I measure what ? How do i measure? What is acceptable? These are the questions that should be answered together with all stakeholders.

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Charles Lindsay

Project Services
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Point 1 explains the gist of what's needed. It is important to be prepared with these things prior to performing a kick-off with the perspective suppliers / vendors.

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3 Foster Communication

Effective communication is the cornerstone of any successful project, especially when working with external contractors. Regular meetings, whether in-person or virtual, help keep everyone on the same page and provide opportunities to address any issues promptly. It's also beneficial to establish a protocol for sharing updates and progress reports. This open line of communication not only helps resolve conflicts but also builds trust between all parties involved.

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Siteshnu Swain

Construction Manager at Fosroc Chemicals India Pvt. Ltd.
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Effective communication is the key. When you are working for upgrades in an operational plant, there are many stakeholders involved. So need to involve every one in a day's plan of work. Daily tool box talks should happen and it should involve all concerned and responsibilities should be clearly delegated. Plan and time lines should be religiously followed.

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Charles Lindsay

Project Services
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Part of the tender (and in the award kick-off) should define expectations regarding communication. Both verbal and in writing. Also, there should be a clear delegation of authority allowing the team to coordinate and make appropriate decisions at the appropriate levels. With a path for items that can't be resolved to be escalated to a level where they are resolved to avoid confusion and delays

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4 Manage Conflicts

Conflict is almost inevitable in any collaborative project. When disagreements arise, it's crucial to address them constructively and diplomatically. Focus on finding solutions that satisfy both your company's requirements and the contractor's capabilities. Sometimes this may involve compromise or seeking alternative approaches. Remember, the goal is to maintain a professional relationship that facilitates project completion, not to win arguments.

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Charles Lindsay

Project Services
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This is the gist of the delegation of authority and the communication matrix. The 99% of items that can be resolved and allowed to flow, allow for the time to deal with conflict.

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5 Empower Contractors

While maintaining control over the project is important, it's equally vital to empower contractors by acknowledging their expertise. Trusting them to make decisions within their domain can lead to a more efficient workflow and innovative solutions. By giving them a sense of ownership over their part of the project, you can foster motivation and engagement, which often results in better performance and outcomes.

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6 Evaluate Progress

Regular evaluation of the project's progress is essential for keeping the upgrade on track. This includes monitoring milestones, budget adherence, and the quality of work being done. If any aspect of the project is falling behind or not meeting expectations, it's important to identify the cause and work collaboratively with the contractors to rectify the situation. Ongoing assessment allows for timely adjustments and ensures that the project moves forward effectively.

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Syed Ali

owner
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Daily meetings : ( morning & end of day) Goal set for a given day achieved ! Next day planning before ending a shift. Provided same crew

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How do you navigate power dynamics when collaborating with external contractors on plant upgrades?

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1 Know Your Role

2 Set Expectations

3 Foster Communication

4 Manage Conflicts

5 Empower Contractors

6 Evaluate Progress

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