Cost of Communication Breakdown On-Site: Time for a New Approach

In the world of building, especially in commercial construction, there’s a widely accepted, yet flawed, method of documenting work. From creating ITPs (Inspection Test Plans) to taking photos on-site and communicating through WhatsApp groups, many contractors rely on these systems to manage their work and prove compliance. But while these systems might seem to work on the surface, they are riddled with inefficiencies and hidden costs that quickly add up for subbies who are running multiple jobs at once.

The Broken System

The reality is that the systems being used by many builders and subbies aren't solving the problem—they’re just papering over the cracks. Let's break down a few of the issues:

1. Inefficient Communication: Subcontractors, almost all use WhatsApp to communicate updates, share photos, and ask questions about the job. It seems like a simple solution, but when you’re managing multiple projects with multiple teams, it quickly becomes a chaotic mess. Photos get lost in the shuffle, conversations go untracked, and there's no clear system for aligning information with specific jobs or tasks.
2. Limited Inspections: Inspections, which should be a safeguard for quality, only cover 10-40% of a job at most. The rest? Assumed to be fine. But this doesn't account for the problems hidden from the inspector's view—issues that only become evident after the work is completed. And when they do surface, it’s often the subcontractors who bear the brunt, with the builders caught in the middle.
3. Unclear Compliance: Many subbies fail to fully integrate the National Construction Code (NCC) and the Australian standards into their checklists. Even if there is some attempt to align with the manufacturer's product guidelines, there’s no cohesive system that ensures that all these standards are met. The result? Mistakes that often go unnoticed until it's too late.
4. Training Gaps: Training for subcontractors is often inadequate. A day-long session with a product manufacturer isn’t enough to close the gap in technical knowledge. Subcontractors learn by doing, but without the right support, they’re left in the dark about the standards and guidelines they should be adhering to. They end up working with incomplete knowledge, which inevitably leads to defects.
5. Time Wasted on Admin: After the job is done, subcontractors must spend hours combing through WhatsApp groups to collect photos and collate them into reports for compliance certificates and handover documents. This is time that could be spent doing actual work. When you factor in the lost hours spent chasing documentation, asking questions, and sending photos back and forth, it becomes clear that these systems aren't just inefficient—they’re costing you money.

The Cost of Not Fixing the System

Now, let’s talk about the price of this inefficiency. For the subbie, it’s not just about wasting time—it's about the long-term impact on the business:

• Increased Costs: When mistakes are made on the job, they need to be fixed. Rectification work isn’t cheap, especially when you’re dealing with commercial projects where the stakes are high. Reworks can be incredibly costly, both in terms of time and money.
• Reputation Damage: Builders and consultants are relying on subbies to deliver quality work that meets compliance standards. If there’s an issue, it’s not just the subcontractor who suffers; the builder and consultant’s reputation are also at risk.
• Project Delays: As anyone in the construction industry knows, delays are expensive. And when issues aren’t identified early, they compound into bigger problems later down the track, pushing projects behind schedule.
• Subcontractor Friction: The tension between contractors and subcontractors is real. Contractors rely on their subs to get the job done right, but when there’s a lack of training and clear communication, it’s a recipe for frustration and inefficiency.

A New Way to Solve the Problem

While many in the industry are aware of these issues, few have found a way to solve them in a way that works. Current systems aren’t cutting it, and relying on the same old methods isn’t going to fix things.

This is where Industry Best comes in. A blended approach to solving these problems—one that combines real-time support with learning and development. Our solution is designed to address the core issues at the heart of quality problems: knowledge gaps, documentation inefficiencies, and lack of clear communication.

Here’s how we do it:

1. On-Site Software: Our software allows tradespeople to document their work in real-time, directly tied to checklist items, eliminating the need for post-job admin. Every photo taken, every note made, and every step documented is automatically aligned with the job at hand. No more sifting through WhatsApp chats or spending hours compiling reports.
2. Guided Support: Industry Best is built to upskill your team without taking them off the tools. Toftware reinforces learning on the job, so subcontractors know exactly what they need to do to meet compliance standards, product installation guidelines, and industry regulations.
3. Real-Time Collaboration: Whether it’s the subbie, builder, or inspector, our platform makes collaboration simple. It ensures everyone is on the same page, with real-time updates and clear communication in one central place.
4. Documentation & Compliance: With Industry Best , you don’t have to worry about missed steps or incomplete reports. Our system automates the creation of compliance certificates, handover reports, and other documentation, saving you hours of admin time.

Conclusion: The Right Solution for Subbies

The challenges facing subbies today are real, but they don’t have to be insurmountable. The systems in place are only adding to the problem, and it’s time to move past outdated methods that cost time, money, and reputations. You get a platform that supports your team, enhances communication, helps you achieve compliance, and ultimately saves you precious money.