If you have ever managed contractors in a large-scale development, you’ll know how complicated and challenging the task can be.
There is a lot to organise, including coordinating people, the supply chain, and the project, not to mention dealing with clients and making sure all safety protocols and quality controls are strictly adhered to.
Given what’s involved, it can be overwhelming if you find yourself doing this for the first time, which is why you’ll need to be on top of your game if you want to make everything run smoothly.
For this reason, it is always important to follow best practices when it comes to managing contractors and ensuring your project remains on track, within budget, and up to standard.
Here are eight ways to do that.
Set Clear Expectations from the Start
Before starting any large-scale development, it is important to develop a detailed and well-documented project scope that fully outlines what you expect from your team of contractors.
This should include what the project objectives are, what deliverables you expect, and the timeline for how it should be completed. Additionally, you will need to make sure all quality standards have been met.
Note: The best time to advise your contractors of this is during the onboarding process. Just make sure you provide them with clear guidelines that reduce the potential for misunderstandings and ensure everyone is singing off the same hymn sheet from the outset when it comes to the goal of the project.
Choose Contractors Carefully
If you want your large-scale development project to be successful, you are going to have to pick a good team of contractors you can rely on.
The success of your project depends heavily on who you pick, so take the time to thoroughly vet them by what type of work they have done in past projects and checking their references.
You should also make a point of confirming they hold the right certifications and licenses and have experience working with particular pieces of equipment. It is also worth interviewing personnel who will be key to the success of the project and not just hiring contractors for their technical expertise, but also for their ability to work as a team.
Use Project Management Technology
The role of managing contractors has become a lot easier in the last few years thanks to the development of digital tools that have significantly streamlined the process and improved communication.
Today, there are quite a few platforms available on the market, including the Altora contractor management system, which can help you to coordinate the whole process. This includes everything from pre-qualifying contractors and setting minimum requirements to storing important documents, such as contracts and blueprints, and rating contractor performance.
Tips: By using platforms like this, you will have a better handle on the current status of your project, and also be able to conduct it with more efficiency and transparency.
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Offer Clear and Regular Communication
When working on a big project, it is important that everyone is kept in the loop as to how it is going.
Tips: Make sure you update your contractors and other staff members with clear communication in the form of regular progress meetings and detailed correspondence that advises of milestones, pending tasks, and other relevant information they need, or would be interested to know.
Create a Positive Workplace Culture
Human nature is such that the happier a contractor is within the team and project they are working on, the more productive, efficient, and committed they will be.
It is important to make your contractors feel respected and valued. But also help them build strong relationships with their colleagues.
Good ways to do this include recognising and rewarding commendable performance, encouraging collaboration, providing constructive feedback, and reducing conflict quickly and fairly.
At the end of the day, the more supportive a work environment you can create, the more beneficial it will be for everyone.
Impose Robust Quality Control Measures
On any project, large or small, it is important to implement quality control and assurance measures that enable you to oversee its completion to the highest standards.
Some of the things you can do to ensure this are to conduct regular site inspections, assign dedicated quality control managers, and use checklists to verify regulatory compliance and maintain standards.
Note: The more stringent yet achievable you can make your quality control measures, the better the reputation you will have for overseeing the delivery of outstanding large-scale projects.
Maintain Strict Safety Standards
When managing contractors, you have a legal and moral obligation to ensure they can do their job and, thus, return home to their families safely.
To ensure this, you should conduct mandatory safety training (and make sure everyone does it!). You must also confirm that all contractors are familiar with site-specific safety protocols and that you provide them with the appropriate personal protective equipment (PPE).
Ultimately, a safe working environment minimises accidents, increases efficiency, and avoids delays. Hence it is worth taking the time to regularly audit safety practices on your site.
Pay Your Contractors on Time
Note: Nothing demotivates a contractor faster than not getting paid on time.
Therefore, it is vital you put systems in place and safeguard and manage your budget accordingly to ensure this happens.
The best way to do this is to automate the invoicing and payment process. You should also consider using milestone-based payment structures as an extra incentive.
