Communication in a project and its importance

Communication in a project is the exchange of information, ideas, instructions and feedback among the client, consultant, contractor, designers, workers, suppliers and authorities, so that everyone understands the project goals and their own work.

Need and importance

1. Coordination: many parties and trades must work together; communication ties their work together.
2. Clear instructions: correct drawings, specifications and orders prevent errors and rework.
3. Decision making: managers need timely information on progress, cost and problems.
4. Time and cost control: early warning of delays or shortages saves time and money.
5. Motivation and morale: workers who are informed and heard work better.
6. Safety: warnings and training reduce accidents.
7. Avoids conflicts and disputes: written records clarify responsibilities.
8. Relationships with the client, community and authorities.

Flow of communication

• Downward: orders, instructions and policies from the manager to engineers, foremen and workers.
• Upward: progress reports, problems and suggestions from workers to management.
• Horizontal (lateral): between departments or trades, such as the civil, electrical and plumbing teams.
• Formal and informal: letters, meetings, reports and drawings; and talk on the site (grapevine).

   Client
     |
  Consultant <-> Project manager
                    |
      Engineers <-> Foremen <-> Workers

Breakdown of communication

Communication fails when the message is unclear, the language or technical terms differ, there are too many levels, the channel is poor, there is noise on site, there is no feedback, there is mistrust, or there is information overload. The results are wrong work, delay, conflict and cost overrun. It is prevented by clear written instructions, feedback, regular meetings and simple language.