How To Manage Subcontractors in Construction

Subcontractors play a key role in many major construction projects as their skills and specialization can save contractors a lot of time when checking the boxes of their job. Although subcontractors are capable of doing great work, they are not always given clear instructions and can be left unattended for long periods of time. This may leave your subcontractors wondering how the job is supposed to be done which leads to wasted time and an incorrect final product.

This blog will go through the most effective ways to manage subcontractors in order to get the job done efficiently and correctly so both parties can achieve their goals.

Table of Contents

• Provide the Correct Information and Instruction

• Communicate Schedule and Timelines

• Utilize Effective Communication Channels

• Meet About Quality

• Be Available for Questions and Concerns

• Hire Quality Subcontractors

Providing the Correct Information and Instruction

As the primary contractor and project manager, it is your responsibility to provide subcontractors with direction, documents, plans, and anything else they need to do their job. It is an optimal practice to meet with the subcontractors before sending them on-site to spend time going over blueprints, timelines, expectations, and processes. This will save time and money over the course of the project as the subcontractors will be able to translate their understanding and knowledge of the project into more efficient execution so that time and resources are not wasted.

Schedule and Timelines

Before any work is done on-site it is recommended that the main contractor of the project creates realistic timelines and distribution of work. There are many ways to make sure that timelines and distribution allow the subcontractors time to do a quality job without breaking health and safety codes. One way is to use construction-specific software which we will go over in more detail in the next section, but here are the main details to consider when creating timelines and distributing work tasks:

• Experience With Similar Projects - If you have experience with similar projects it can be easier to know how long it will take and therefore provide realistic timelines. If you don't have experience, do some research to determine the average amount of time it takes to do a similar project. However, this isn't an exact science as there are always risks involved in forecasting timelines. That's why even after you have more knowledge of how long it might take it's best not to be too optimistic. As a contractor, you know there are many underlying issues that might arise in any project. It is always better to deliver a project early than late so always be generous with your estimations and communicate those to all parties involved.

• Be as Detailed as Possible - Create a timeline as if you are laying out every day-to-day task. The work must be properly distributed so the subcontractors know who is doing what every day to not only reduce questions but also ensure roles are communicated effectively. There should be no time during the day when a worker is wondering what to do next. And ideally, everyone has completed their jobs on schedule so that no time is wasted. A detailed timeline can help ensure the project is done efficiently while maintaining quality and speed.

• Coordinate Resources with Milestones - Certain resources should not be introduced to the job site until they are ready to be utilized. If the cement is scheduled to be delivered to the site before the workers are at that phase of the project, you have wasted valuable time and product. The same can go with machinery. Make sure to schedule labor and the required resources for the correct phases of the project to maximize efficiency.

Effective Communication Channels

In order to keep track of progress, both the main contractors and subcontractors must keep frequent communication. The best way to optimize communication is through software so that both parties don't have to be on-site in order to track progress. Communication could be kept through applications like Microsoft Teams or Slack but construction-specific software would allow better progress tracking options. When using these softwares, it is crucial to still practice effective communication methods and skills. Listen to the questions and concerns of your subcontractors while also formulating a resolution for the situation. Be clear and concise with deadlines and expectations to the point where there is no confusion between your desires and the subcontractor's duties. Technology can make the scale and timing of communication better but it can't help fundamentally poor communication tactics.

Ensuring Quality

Not to be mixed up with effective communication, ensuring quality should be done in person. The most optimal times to check on quality and execution during a project would be near the middle and end of each phase. If there is a problem, it is ideal to catch it before the phase is already complete so resources and hours can be saved. Once it gets the green light to continue, check again at the end of the phase to ensure the job was executed as planned.

Availability for Questions and Concerns

Projects are at risk of being stalled when contractors are not available to their subcontractors for questions and confirmation. Questions and concerns should be answered as quickly as possible so that no time and resources are wasted. This factor ties back to establishing an effective communication channel as it will allow you to address any issues off-site. Discussing how you prefer to communicate should also be addressed in those initial meetings talking about plans and timelines.

Hiring Quality Subcontractors

One of the most important factors in a project is the skill and experience of the subcontractors and whether it matches up to the scale of the job. Finding subcontractors can be done using websites such as BuildZoom, Yellow Pages, trade organizations or even word-of-mouth referrals from other contractors you trust. From here, general contractors put up an RFP (Request for Proposal) or contract bid which will then attract proposals from subcontractors looking to do the job.

Hiring subcontractors should be done using a standard procedure that ensures they are fit for the job and can provide the proper equipment. As a general contractor, do not be tempted by the first proposal. It is optimal to wait for a few proposals and choose the most fitting for the project from there. Here are a few steps to take when implementing a pre-qualification process for potential subcontractors:

• Subcontractor Experience and Manpower - Make sure to look into the past projects and job experience of your subcontractors. Also, make sure that they have the staff available to meet the scale of your project needs. Lastly, it's important to make sure that the equipment they have available to them is sufficient for their project.

• Subcontractor Safety Records - This step will ensure you are reducing risk on-site by hiring subcontractors with good safety records and proper health procedures.

• Check Subcontractor License - Depending on the state you live in, make sure they are properly licensed. Not all states require a subcontractor license.

• Talk with Other Contractors - Oftentimes, the circle of contractors and subcontractors in small cities is pretty small. Contractors often know and report to each other about good and bad experiences. Always be open to talking with other contractors about their experiences with specific subcontractors you may be looking to hire. Reports and records are one thing but reviews from people you trust really do matter.

Manage for Results

The end goal of setting up procedures for hiring and communication is to make sure projects are always being done safely and efficiently in order to achieve the best quality. The steps a general contractor takes when managing their subcontractors dictate the end result of their projects. In simple terms, the best practices and procedures will translate into the best project results.