How Can Communication Enhance Construction Project Success?

November 7, 2024

Effective communication is a cornerstone of successful construction project management, as highlighted by industry experts at the Construction Management Association of America (CMAA) annual conference in San Francisco. At the event held from October 24 to 29, 2023, leaders in construction management discussed how clear communication and collaboration could significantly impact the success of large-scale infrastructure projects. Their insights crystallized around key themes of communication, documentation, and collaboration, essential elements for navigating the complexities of major construction undertakings.

The Role of Communication in Project Management

Communication is essential in ensuring that all stakeholders are on the same page, especially in large, multifaceted projects. Lori Kahikina, CEO of the Honolulu Authority for Rapid Transportation (HART), exemplified this with her work on the 20-mile light rail project in Honolulu. When she took over the project in 2021, she faced numerous challenges, including significant delays and uncontrollable cost overruns. Recognizing the need for a shift in approach, Kahikina fostered a culture of open communication and active problem-solving. By reducing non-essential staff and seeking assistance from a range of city agencies and construction experts, she was able to overcome many of the obstacles that had hindered progress.

One of her most notable achievements was the opening of the first 10-mile segment of the rail project, an outcome made possible by her strategic and collaborative efforts. Kahikina’s experience underscores the importance of understanding the entire project scope and directly participating in solution-finding processes, rather than merely acting as intermediaries. Her direct approach included canceling a $400-million indefinite delivery/indefinite quantity contract and then explaining the rationale to the contractor, which led to a more favorable contractual relationship. This scenario highlights how clear communication and relationship-building can significantly contribute to overcoming project challenges.

Documentation as a Communication Tool

Comprehensive documentation is another crucial aspect of effective communication in construction management. Charles Adams, assistant chief harbor engineer at the Port of Los Angeles, highlighted the utility of compiling lessons learned after the completion of projects. This practice involves gathering the project team to review and document any challenges and the solutions implemented, creating reports that serve as valuable references for future projects. This structured documentation is made accessible to all relevant parties, ensuring that past experiences can inform and improve ongoing and upcoming projects.

The Port of Los Angeles takes documentation a step further with constructability reviews conducted at the mid-point of the design phase. During these reviews, designers present their plans to a panel of reviewers, a process that ensures meticulous planning and preemptive troubleshooting. Additionally, the Port holds quarterly sessions with contractors and relies heavily on a trove of detailed documentation, including meeting minutes, inspector reports, and construction site camera photos. These detailed records play an indispensable role in resolving conflicts that may arise during the course of a project.

Collaboration and Conflict Resolution

Collaboration among stakeholders is another critical factor for the success of construction projects. The Port of Long Beach has developed a proactive approach to managing project risks, and this method was elaborated on by Angel Palma, a senior civil engineer at the Port. Their approach includes a comprehensive risk assessment program initiated in 2012 and the establishment of a risk register in 2023. By running 30% design completions through a Monte Carlo simulation, the Port can produce numerous iterations to determine an appropriate contingency fund. This collaborative risk management effort ensures continuous improvement in both risk management and overall project outcomes.

However, effective collaboration is not solely about planning; it’s also vital when conflicts arise. The Port of Los Angeles sometimes engages impartial consultants to provide an objective perspective in such situations. This commitment to effective conflict resolution underscores the critical role of collaboration in managing and addressing project challenges. These consultants help maintain the impartiality necessary to navigate complex disputes and ensure that all parties involved can achieve mutually beneficial resolutions.

Enhancing Risk Management through Communication

Clear communication also plays an indispensable role in effective risk management, as demonstrated by the city of San Jose, California. The city relies heavily on its construction manager consultant, Stantec, to guide its $1.4-billion, 10-year capital plan. Kapil Verma, deputy director of capital improvement projects, noted that the guidance from a construction manager has significantly improved their risk management capabilities, even if it hasn’t necessarily expedited or reduced project costs. This approach reflects the broader sentiment within the industry that risk management can greatly benefit from expert involvement and clear communication strategies.

Mariana Chavez-Vazquez, general manager of the San Jose Regional Water Facility, echoed these views, emphasizing how collaboration with construction managers has enhanced their ability to manage risks effectively. By prioritizing transparent and continuous communication, San Jose has been able to better navigate the complexities and uncertainties inherent in large-scale infrastructure projects. This emphasis on enhanced risk management through clear and open communication channels was a recurring theme at the conference.

Building Strong Relationships

Effective communication stands as a foundational element in successful construction project management, underscored by industry experts at the Construction Management Association of America (CMAA) annual conference in San Francisco. Held from October 24 to 29, 2023, the event gathered leaders in construction management who delved into how essential clear communication and collaboration can be in determining the success of large-scale infrastructure endeavors. Their discussions brought to light pivotal themes: the importance of communication, the necessity of precise documentation, and the critical role of collaboration. These elements are vital not just for routine operations but for maneuvering through the intricacies and challenges that major construction projects entail. By focusing on these key areas, construction managers can better align their teams, streamline processes, and ultimately drive projects to successful completions. The insights shared at the CMAA conference offer valuable guidance for anyone involved in the construction industry, emphasizing that with effective communication, solid documentation, and collaborative efforts, the complexities of large infrastructure projects become more manageable and surmountable.

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