What are the best practices for communicating site planning changes to contractors?

2 Provide clear and concise explanations

Another best practice is to provide clear and concise explanations for your site planning changes. You can use a cover letter, an email, or a memo to summarize the changes and the reasons behind them. You can also use annotations, notes, or legends on your site plans to explain the changes in more detail. You should avoid using jargon, acronyms, or technical terms that contractors may not understand, and instead use simple and direct language. You should also avoid making assumptions or leaving gaps in your explanations, and instead provide all the relevant information and context for the changes.

3 Communicate early and often

A third best practice is to communicate your site planning changes early and often. You should not wait until the last minute or until the contractors have already started working on the site to inform them of the changes. You should communicate your changes as soon as possible, preferably before the construction phase begins, or as soon as you receive feedback or approval from your client or supervisor. You should also communicate your changes frequently, especially if they are significant or complex, and check in with the contractors regularly to ensure that they have received and understood the changes.

4 Seek feedback and confirmation

A fourth best practice is to seek feedback and confirmation from the contractors regarding your site planning changes. You should not assume that contractors have no questions or concerns about the changes, or that they have implemented them correctly. You should invite contractors to ask questions, clarify doubts, or suggest alternatives if they encounter any issues or challenges with the changes. You should also ask contractors to confirm that they have received and followed the changes, and provide evidence or documentation of their work, such as photos, reports, or invoices.

5 Use multiple channels and methods

A fifth best practice is to use multiple channels and methods to communicate your site planning changes to contractors. You should not rely on only one mode of communication, such as email or phone, or one type of document, such as drawings or specifications. You should use a combination of channels and methods, such as face-to-face meetings, video calls, emails, phone calls, texts, faxes, online platforms, hard copies, digital files, etc. You should also use different methods to present and illustrate your changes, such as sketches, diagrams, maps, models, simulations, etc. This will help you to reach out to different contractors, cater to different preferences and learning styles, and reinforce your messages.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?