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How can you build a professional relationship with contractors?

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When you work on a project that involves contractors, you need to establish a professional relationship with them that is based on trust, respect, and communication. Contractors are not your employees, but they are your partners in achieving your project goals. How can you build a professional relationship with contractors that reduces risks and enhances collaboration? Here are some tips to help you.

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Chen Zamir

Helping Fintechs make strategic decisions about fraud | Linkedin Top Risk Management Voice | Fraud Strategy Advisor
Shamma Alzarooni

Advisor at ADNOC Group
Yoke Leng Leong

I help you become the courageous leader whom you aspire to be and inspire others to follow your lead!

1 Know your expectations

Before you hire a contractor, you should have a clear idea of what you expect from them in terms of scope, quality, budget, and timeline. You should also understand their expectations from you, such as payment terms, feedback, and support. Make sure you communicate your expectations clearly and document them in a contract or agreement. This will help you avoid misunderstandings, conflicts, and disputes later on.

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Shamma Alzarooni

Advisor at ADNOC Group
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Having a clear detailed Scope of Work (SOW) is essential. - list all your requirements and define them clearly - encourage the contractor to ask questions - have a clear MOC/NOC processes - establish an open and direct communication line

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Yoke Leng Leong

I help you become the courageous leader whom you aspire to be and inspire others to follow your lead!
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The relationship with contractors if not managed well, could be a big risk to the company. Hence, it's important to have a professional relationship with vendors. Be clear about roles and responsibilities, delivery milestones, and what's unacceptable such as gifts and favours which could be misconstrued and dent the reputation of both parties.

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Usman Islam, PMI-RMP? Risk Management Specialist

Senior Program Risk Manager at Diriyah Gate || Featured as Global Visionaries: Most Inspiring Consultants Reshaping the future with AI || Transforming RM with Integrated, data driven, risk informed approach
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Building a professional relationship with contractors involves effective communication, mutual respect, and clear expectations.

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Abhijeet Bagdiya PMP?

Project Manager @WSP | Ex- JLL
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Having a clear and detailed scope of work and communicating it to the vendor. This will help to avoid any conflict latter on.

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2 Communicate regularly

Communication is key to building a professional relationship with contractors. You should communicate with them frequently and consistently throughout the project. You should also use the appropriate channels and tools for different types of communication, such as email, phone, video call, or project management software. You should also establish a communication plan that defines the frequency, format, and purpose of communication, as well as the roles and responsibilities of each party. Communication will help you monitor the progress, address issues, and provide feedback.

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Abhijeet Bagdiya PMP?

Project Manager @WSP | Ex- JLL
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Track the progress on daily basis will help to monitor the progress along with the quality of work. Any defects or short comings can be covered by then.

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Usman Islam, PMI-RMP? Risk Management Specialist

Senior Program Risk Manager at Diriyah Gate || Featured as Global Visionaries: Most Inspiring Consultants Reshaping the future with AI || Transforming RM with Integrated, data driven, risk informed approach
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Begin by establishing open lines of communication to ensure everyone is on the same page regarding project goals, timelines, and budget.

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3 Respect their expertise

Contractors are hired for their expertise and skills in a specific area. You should respect their expertise and trust their judgment. You should also avoid micromanaging them or interfering with their work processes. Instead, you should give them the autonomy and flexibility they need to do their best work. You should also acknowledge their contributions and achievements and give them constructive feedback. Respect will help you build rapport and loyalty with contractors.

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Usman Islam, PMI-RMP? Risk Management Specialist

Senior Program Risk Manager at Diriyah Gate || Featured as Global Visionaries: Most Inspiring Consultants Reshaping the future with AI || Transforming RM with Integrated, data driven, risk informed approach
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Clearly outline expectations and deliverables, fostering a transparent working relationship. Show appreciation for their expertise and value their input, creating a collaborative environment.

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4 Manage changes and risks

Changes and risks are inevitable in any project. You should be prepared to manage them effectively and collaboratively with contractors. You should have a change management process that defines how changes are requested, approved, and implemented. You should also have a risk management process that identifies, analyzes, and mitigates potential risks. You should involve contractors in these processes and keep them informed of any changes or risks that affect their work. This will help you maintain control and alignment with contractors.

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Usman Islam, PMI-RMP? Risk Management Specialist

Senior Program Risk Manager at Diriyah Gate || Featured as Global Visionaries: Most Inspiring Consultants Reshaping the future with AI || Transforming RM with Integrated, data driven, risk informed approach
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Timely payment and fair compensation demonstrate respect for their work. Regular check-ins and feedback sessions help address any concerns promptly, ensuring a positive and productive partnership. Ultimately, professionalism, clear communication, and mutual respect form the foundation of a strong relationship with contractors.

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5 Resolve issues and conflicts

Issues and conflicts may arise between you and contractors due to different opinions, expectations, or interests. You should be proactive and respectful in resolving them as soon as possible. You should listen to their perspectives, empathize with their concerns, and negotiate a fair and mutually beneficial solution. You should also avoid blaming, criticizing, or escalating the issue unnecessarily. You should focus on the problem, not the person, and maintain a positive and professional tone. This will help you preserve the relationship and prevent further damage.

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6 Appreciate and reward

One of the best ways to build a professional relationship with contractors is to appreciate and reward them for their work. You should express your gratitude and recognition for their efforts and results. You should also provide them with incentives and bonuses that reflect their performance and value. You should also consider giving them referrals, testimonials, or recommendations that can help them grow their business. Appreciation and reward will help you motivate and retain contractors.

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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?

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Chen Zamir

Helping Fintechs make strategic decisions about fraud | Linkedin Top Risk Management Voice | Fraud Strategy Advisor
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Show them the same commitment you expect to see from them in return. Even when not part of the official team extend them the same treatment: take interest in their lives, help them manage stress and work-life balance, extend help when you can if they need it and generally treat them as mature and trustful adults.

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How can you build a professional relationship with contractors?

1

2

3

4

5

6

7

1 Know your expectations

2 Communicate regularly

3 Respect their expertise

4 Manage changes and risks

5 Resolve issues and conflicts

6 Appreciate and reward

7 Here’s what else to consider

Risk Management

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How can you build a professional relationship with contractors?

1

2

3

4

5

6

7

1 Know your expectations

2 Communicate regularly

3 Respect their expertise

4 Manage changes and risks

5 Resolve issues and conflicts

6 Appreciate and reward

7 Here’s what else to consider

Risk Management

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