Effective Communication on Construction Projects
Poor communication is the number one cause of construction project disputes and delays. Bidroom provides structured communication tools designed for the unique needs of construction projects, including messaging, RFIs (Requests for Information), and change orders. Using these tools consistently creates a documented record and keeps everyone aligned.
Communication Channels
| Channel | Best For | Response Expectation |
|---|---|---|
| In-App Messaging | Quick questions, schedule updates, general coordination | Within 24 hours |
| RFIs (Requests for Information) | Formal questions requiring documented answers about plans, specs, or scope | Within 48 hours |
| Change Orders | Modifications to original scope, budget, or timeline | Review within 72 hours |
| Milestone Submissions | Formal completion notifications with documentation | Review within 5 business days |
| Daily Logs | Daily progress notes, weather conditions, crew size, activities completed | Posted by end of each work day |
Messaging Best Practices
- Be Specific — Instead of "there's a problem," describe exactly what the issue is, where it is located, and what you need.
- Include Photos — A picture is worth a thousand words in construction. Attach relevant photos to illustrate your point.
- Use Project Context — Reference specific milestones, areas of the project, or previous conversations for clarity.
- Confirm Understanding — After important discussions, send a follow-up message summarizing what was agreed upon.
- Keep it Professional — All communications may be referenced in dispute resolution. Maintain a professional tone at all times.
RFIs (Requests for Information)
- Use RFIs when you need clarification on plans, specifications, or scope of work that could affect your construction approach.
- Include specific references to plan pages, section numbers, or specification clauses in your RFI.
- Propose your recommended solution when possible to expedite the response process.
- Track RFI status in the project dashboard — open, responded, and closed RFIs are all tracked.
Change Orders
Any modification to the original project scope should be documented through a formal change order. This includes additions, deletions, or modifications to the work, changes in materials or specifications, and adjustments to the timeline. Change orders must include a description of the change, the cost impact (positive or negative), the timeline impact, and approval signatures from both the property owner and contractor before work on the change begins.
Setting Communication Expectations
At the start of every project, establish communication norms with your team. Agree on preferred channels, expected response times, daily log requirements, and escalation procedures. Document these agreements in the project notes so all parties have a reference point throughout the project lifecycle.