How to Solve the Biggest Problems With Managing Subcontractors

Mike Spence
Feb 10, 2017
3 min read

Construction Project Managers (CPMs) are vital to the success of any project. They help to ensure everything is tracking along to plan. They are held accountable that the project finishes on time and budget, and that their team completes it according to building codes, plans, and specs.

As if that weren't enough responsibility, they also provide other functions that can include specifying scope and schedules, selecting subcontractors and workers, developing a communication strategy for resolving conflicts, and more.

With so much on their plate, it becomes imperative that picking a team they can trust is at the top of their list.

Many construction project managers explain that much of their valuable time is wasted by "babysitting" subcontractors.

While they could be focused on moving the project along, they have to solve problems created by mediocre work, attend meetings to understand missed deadlines or work too hard to receive simple updates from the subcontracting team.

So, they have too much to do, they need subcontractors to provide quality services on some projects, and choosing poorly can end up being a disaster.

So what can a CPM do?

Here are a few things a CPM should consider when managing subcontractors.

1. Choose wisely!

Extension of Your Company It is important to remember that your client views subcontractors as an extension of your team and a mistake by the subcontractor can adversely affect your company’s reputation.

Don't Go Cheap Since we know that a good subcontractor can play a significant role in the success of your construction project, it’s important that they aren’t chosen purely on price. The subcontractor’s ability to deliver the project on time, with high quality and adhere to safety standards is equally important.

Too often the mistake of selecting the cheapest subcontractor ends up costing the project more money than if a more expensive subcontractor had been chosen in the beginning.

2. Agree on a Communication Plan

Before the Project Starts Reviewing technical specs to get workers on the same page is an activity most CPM's do well. However by including a written document that clearly explains communication channels, contact information for those who can make decisions and the best ways to communicate (text, email, phone calls, etc.), takes all the guesswork out of the equation.

During the Project A good communication plan helps everyone understand:

Who does what when
Who they go to when there are questions
Who has the authority to make changes

Also, holding a weekly or daily "stand up" meeting can be useful to provide critical information and obtain updates. This session gives everyone the chance to speak up and should be an open discussion. Stand up meetings should never take longer than 10 minutes.

The point is to gain quick insights. If updates are taking longer, move it to a different meeting.

After the Project It is always a good idea to huddle up and discuss the highs and lows of the project with subcontractors.

Get their perspective on what could have gone better and what worked well. Ideally, you will be working with this team again in the future, and by learning from each other, every new project could benefit from the experience gained.

3. Outline a Problem Solving Process

We all want projects to go smoothly. However unexpected obstacles seem to find their way into the best plans. "Things happen" on every project no matter the size and scope.

Make sure the subcontractor understands the process to follow when or if a problem occurs.

Do you trust them to do their own thing to solve a problem?
Do they need the approval of a supervisor before making a correction?
If they cannot reach someone to address a problem, do they simply stop working until an answer is given?

By having a problem-solving process worked out ahead of time proves beneficial to the CPM, subcontractor and the client.

Xtreme Coating Solutions has had the good fortune of subcontracting with some of the finest construction companies. We strive to help our partners look their best on every project, and understand that we are an extension of their team.

If you would like to learn more about our solutions and how we helped AML Construction, please watch this quick video.