A FRAMEWORK FOR EFFECTIVE COMMUNICATION AMONG

CONSTRUCTION TEAM
F. O. Akinradewo, L. D. Ojo and T. S. Oladunjoye
Department of Quantity Surveying, The Federal University of Technology, Akure, Nigeria

ABSTRACT
The impact of effective communication in any construction organization cannot be over-emphasized as
it determines project success. The study assessed: communication tools used in the construction
industry, contribution of construction team to communication at various stages of construction work
and the effectiveness of communication tools on construction project performance. Survey approach
was adopted for this study and 80 questionnaires were administered to major stakeholders. Percentile
and mean score were used for the analysis. The result indicated that drawing, specification and
valuation were the top most tools used for communication. The study also showed that client,
architect, financial body and quantity surveyor communicate mostly at the brief stage while project
managers, construction managers, engineers, contractors and builders communicate mostly at the
technical stage. In addition, the study revealed that drawing and specification are the most effective
communication tools in term of time, cost and quality delivery of project. The implication of these
findings is that poor buildability, delay, cost overrun, poor quality, and low productivity occurred as a
result of inefficient communication among construction team. The study recommended that the
framework developed should be used to determine communication pattern among construction team at
various stages of construction for effective project delivery.

Keywords: Brief stage, Technical stage, Progress stage, Communication tools and Construction team.

fakol30@yahoo.com
ojolekand@gmail.com
toluoladunjoye@gmail.com

INTRODUCTION

Communication is vital

Cameron (2000) posited communication process as a process by which a message, encoded by a

sender is transmitted through a medium to a receiver, who decodes the message and provides
feedback. Construction professionals and non-professionals depend on one another for execution
, Bailey and Coles, 2003).
Aladebola, Onukwube and Raheem (2010) viewed communication as two ways process, as the

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sender and the receiver are major actors in actualizing communication process. Adeleke (2004)
corroborated this assertion that sent message must be received, understood and implemented.
Else, there is a communication distortion. Communication deficiency on a construction project
could lead to various challenges such as team dispute, cost overrun, time overrun and project
abandonment. As Dissanayaka and Kumaraswamy (1999) identified time, cost, quality target and

projects. Aladebola, Onukwube and Raheem (2010) attributed performance of construction

project to effective communication among construction project team.

Craig (2001) defined communication as the process of sharing ideas, thoughts and feelings with
target set of person or group of persons and having those ideas, thoughts and feelings understood
by them. In other word, communication could be regarded as transfer of information from a
person to another. It involves the use of technical term, symbol, letters, drawings, signs, posters
and words. The technical terms used should be understood by the receiver; else the essence of
communication is hindered. Communication links group of members together and help to
coordinate their activities. Oresegun (2012) also defined communication as transfer of
knowledge which could be downward, horizontal or upward. Prasad and Tata (2000) posited that
communication strengthens connection between employees, build cooperation, reinforce
interdependency and help in having common focus when adequately harnessed by a manager.
Communication is a linking mechanism between different organisation subsystems and also an
inter-construction and intra-
undermined in goal-driven organisation like construction industry.

Managerial functions of planning, organizing, staffing, directing, motivating, controlling and

coordinating rest on communication and it acts as backbone for its execution. Huczynski and
Buchanan (2001) submit
communication. Mohamed and Stewart (2003) regarded construction industry as information -
dependent one. The methods of communication involve face - to - face meetings, phone calls,
exchange of drawings and paper documents. It often involves professionals from different
organisations working together to achieve a main goal. Littlejohn and Foss (2008) opined that
information generated from different meeting, drawings and other documents are vital in
executing construction project and coordination of construction team. Therefore, this study set to
assess effect of communication tool on construction project delivery, stages at which
construction stakeholders contribute and communicate most with a view to developing
framework for effective communication among construction team.

COMMUNICATION TOOLS IN THE CONSTRUCTION INDUSTRY

Having encoded a message, it must be presented in a format. That is, there must be a medium for
dissemination of such message to the receiver. There are various communication tools in
construction industry. Knipe (2002) identified specifications, reports, manuals, schedules,
calculations, drawings, site photographs, agendas and minutes of meetings as construction
communication tools. These medium of communication are explained in the next section.

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Drawings

Drawing of various types (architectural, structural, mechanical, electrical, services etc.) are main
means of communication between construction team (Oresegun, 2012). Drawings are
instrumental in communicating intention and requirement of client to project team. Drawings for
construction project are generally classified as scheme drawings and detailed drawings.

Programme of Work

The programme of work and construction of a building project is a common reference for
predicting and qualifying communication performance (Oresegun, 2012). It involves the co-
ordination of many complex human and material resources to ensure economy and efficiency.
Oresegun (2012) explained further that the more detailed the programme of work, the less likely
would unforeseen circumstances emerge on the project, thereby reducing the chance of
frustration and delay.

Site Photographs

Photographs are used to send pictorial messages in the construction industry especially where
difficulties have occurred. Coloured photographs are preferred to black and white. The cleaner
the details, the more information it would contain or reveal (Oresegun, 2012). Photograph
records very useful information, if any alterations or extension are carried out in the future and
they also be of considerable value as evidence in legal action.

Letters

This is the most commonly used means of communication of information between the client and
the consultants, between the consultants and the contractors. In writing a letter, the writer must
make sure the receiver will understand the content and context, be concise and directed to the
target audience or person (Vaijeyanthi and Ambika, 2015). The letter should be presented with
the conventional layout required for proper business letters. Since letters could be said to be an
ambassador of a firm, its presentation and grammar should be carefully noted.

Reports

Oresegun (2012) opined that report are mainly informative statements usually written to the
supervisor. It should be written in such a way that the receiver should understand the meaning of
the report. Oresegun (2012) explained further that a report should be precise and without vague
words or distortion. In any project there is need for all details to be reported to the person(s)
concerned and this could be done in any of the two forms of report in construction processes.
They are tender report and routine technical report.

Tender Documents

Guha (2009) stated that production drawings, specifications and bills of quantity together form
the initial contract document which is submitted to the contractor for pricing. The pricing for the

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project can be negotiated tender, competitive tender, design and build, cost reimbursement,
scheme target contract or when tender document are fully ready.

Team Briefing

This involves communicating to small teams of employees and giving them the opportunity to
receive, discuss and feedback on issues that are relevant to the organisation (Dainty et al. 2006).
By developing a chain of communication through the various hierarchical levels of the
organisation, the idea is that information can cascade down through the organisation and queries
be answered on issues pertinent to those operating at particular levels within the hierarchy
(Dainty et al. 2006). Such systems may be particularly appropriate for project-based
organisations for overcoming the inherent difficulties created by the distributed nature of
construction sites.

RESEARCH METHODOLOGY

The population for this study is in-house consultants (architect, quantity surveyors, engineers and
builders) who had been involved in execution of construction projects in Lagos state Ministry of
Rural Development in the past three years. The population for the study is finite and falls within
manageable size. Therefore, census method was adopted. A total of 80 questionnaires were
administered, 75 questionnaires were retrieved and 74 questionnaires were found suitable for the
study (This represents 93% of the administered questionnaire).

DATA ANALYSIS

Table 1 shows the communication tools used in construction industry. Drawings was assessed as
the major communication tool used with mean score of 4.55, site meetings and valuation was
ranked 2nd and 3rd with mean score of 4.42 and 4.36 respectively. Receipts were ranked least
with mean score of 3.24.

Table 1. Communication tools in the Construction Industry

Communication Tools Mean Rank
Drawings 4.55 1
Site Meetings 4.42 2
Valuations 4.36 3
BOQ 4.34 4
Programme of Work 4.09 5
Reports 4.05 6
Specification 4.05 7
Site Photographs 3.74 8
Letters 3.51 9
Receipts 3.24 10

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Table 2 shows the result of the effects of communication tools on time performance. Drawing is
the most ranked factor that affects time performance on construction projects with mean score of
4.64, followed by site meeting and valuation which was ranked 2 nd and 3rd with mean score of
4.32 and 4.28 respectively. Receipts ranked least with mean score of 2.92.
Table 2. The Effects of Communication Tools on Time Performance
Communication Tools Mean Rank
Drawings 4.64 1
Site Meetings 4.32 2
Valuations 4.28 3
BOQ 4.13 4
Program of Work 4.13 4
Specification 3.82 6
Reports 3.57 7
Letters 3.15 8
Site Photographs 2.97 9
Receipts 2.92 10

Table 3 reveals that effects of communication tools on cost performance, drawing was also the
most ranked communication tool that affect cost performance of construction projects with mean
score of 4.49, followed by specification with mean score of 4.47, the third ranked
communication practice is valuation with mean score of 4.22. Letters was ranked least with mean
score of 3.13.
Table 3. The Effects of Communication Tools on Cost Performance
Communication Tools Mean Rank
Drawings 4.49 1
Specification 4.47 2
Valuations 4.22 3
BOQ 4.19 4
Site Meetings 4.00 5
Program of Work 3.51 6
Receipts 3.49 7
Reports 3.36 8
Site Photographs 3.21 9
Letters 3.13 10

Table 4 shows the result of the effects of communication tools on quality performance, the result
indicates that drawing is the most ranked factor that affect quality performance of construction
project with 4.57 mean score, followed by specification with men score of 4.50, the third is bill
of quantity valuation with 4.21, followed by valuation with 4.09, site meetings with 3.88,
followed by program of work with 3.75, followed by site photograph with 3.65, followed by
reports with 3.46, followed by letters with 3.28, and receipts with mean score of 3.19.

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 Table 4. The Effects of Communication Tools on Quality Performance
Communication Tools Mean Rank
Drawings 4.57 1
Specification 4.50 2
BOQ 4.21 3
Valuations 4.09 4
Site Meeting 3.88 5
Program of Work 3.72 6
Site Photographs 3.65 7
Reports 3.46 8
Letters 3.28 9
Receipts 3.19 10

Table 5 shows communication inputs of construction professionals and stakeholder at different

construction stages. The table represents communication input of construction stakeholders and
professionals towards construction project delivery in an ideal situation. That is, situation where
all communication tools used by all construction professionals and stakeholders are
comprehensive and sufficient for construction work execution. In this study, construction process
was grouped into three stages; brief stage, technical stage and progress stage. 35% was used as
benchmark to group professionals and stakeholders into any construction stage. The table shows
that client communicates more at brief stage of construction process. Construction and project
manager communicates more at technical stage. Financial body communicates more at brief and
progress stage with little communication input at technical stage. Contractor communicates more
at technical and less at progress stage of construction process. Architect communicates more at
brief stage and less at technical stage whereas quantity surveyor contribution span appreciably
throughout the brief stage and technical stage as the frequency at both stages are close.

All professionals and stakeholders contribute at all stages of construction works. The distribution

pronounced at technical stage possibly because the working drawing which serves as major tool
used by architect is close to perfect or perfect. All other communication tools or mechanisms are
deemed complete, comprehensive and sufficient for construction work execution. Nominated
Suppliers, sub contractors and site operatives are critical participants at technical stage with
considerable communication input. However, respondents rated communication input at progress
stage higher than technical stage. This made occurrence of nominated suppliers, sub
contractors and site operatives at both technical and progress stage.

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 The result in table 5 was used to develop framework for effective communication among the
construction team at the three stages in construction process. The framework shows the
pattern of communication inputs from brief stage through progress stage. Colours of
textboxes were used to indicate various construction phases/stages. Blue colour represents
brief stage; orange colour represents technical stage while black colour represents progress
stage. Construction work stakeholders in blue textbox represents construction stakeholders
that communicate most at brief stage, the orange textbox indicates construction professionals
that communicate most at technical stage while the black textbox shows construction

conveyed to the architect at the beginning of a construction project, financial body

involvement at the early stage arise to finance the project wholly or partially when the cost of
the project is beyond the capability of the client. Project manager, quantity surveyor,
structural engineer involvement are noticeable at technical stage. This helps to effectively
manage and execute construction work on site.

CLIENT
Brief
Stage
Quantity
Financial Body Architect
Surveyor

Quantity Construction/Project
Structural
Surveyor Manager
/Mechanical/Ele
ctrical Engineer

Technical Builder
Nominated
Stage
Supplier/Sub-
contractor

Contractor
Site Operatives

Progress Nominated Sub-Contractor

Stage
Site Operatives
Figure 1: Framework showing contribution of construction professionals at various stages of
Construction works

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DISCUSSION OF FINDINGS
The result of the analysis shows that drawing, specification and valuation are the topmost
communication tools used in construction processes and its industry. The result of analysis of
effect of construction tools also indicates that drawings have the most effect on construction
project delivery. This is in consonant with Oresegun (2012) opinion that drawings have the
greatest effect on any construction project delivery. As the completeness of the drawing
would minimize disputes, claim and help in proper scheduling, project management and
timely delivery of the project. Drawings communicate the expectation on the project to the
client, other stakeholders and project consultants. Comprehensive specification and prompt
valuation and payment of valuation have great effect on construction project delivery.
The result of communication input of construction professionals and stakeholders toward
construction project delivery shows the stage which each construction professional
communicate and contribute most. The result shows client, financial body, architect and
quantity surveyors communicate more at brief stage. Contractor, engineers and builders
communicate more at technical stage. Nominated supplier, nominated sub-contractor and site
operatives communicate more at progress stage. This findings is in tangent with Foley and
Macmillan (2005) study that contractor communicate better in the technical stage while
client, financial body and architect communicate and contribute better at brief stage. Project
manager, structural engineer, mechanical engineer, electrical engineer also communicate and
contribute most at the technical stage. Site operatives, nominated supplier and nominated sub-
contractor communicate and contribute more at progress stage. All construction
professionals, client and stakeholders have tremendous input at all stages of construction
project. Yet, there involvement at each stage of construction work differs. The level of
involvement is also a function of procurement method employed on a given construction
project.
Effect of communication tools on performance (cost performance, time performance and
quality performance) of construction project reveals that drawings and specification are
critical towards completing construction within stipulated time, cost and specified quality.
This is in tangent with submission of Mehra (2009) that, construction communication has
oject.
Construction cost escalation has been opined to be a global menace as well as construction
time overrun. Akinradewo, Akinola and Ojo (2017) also submitted that time overrun is a
global menace as 9 out of 10 construction projects in Nigeria suffered delay and cost overrun.
Herbsman (1995) also submitted that valuation and bill of quantities are vital document in
achieving timely delivery of construction projects. The implication of non adherence to
construction communication tools may result to poor buildability, delay in time, cost overrun,
poor project quality, poor management of resource and low productivity. Communication
tools have significant effect on construction project delivery and enhance teamwork among
construction professionals.
Based on the analysis of contribution or communication input of construction stakeholders
towards construction project delivery, a framework was developed to categorize construction
stakeholders into three construction work stages. This is in consonance with Miller (2000)
that construction project has three unique phases. The categorization was based on the
ranking of the respondents that depict the stage at which most construction professional and
other key stakeholder communicate mostly. Emad and Eng (2009) submitted that brief stage
of construction work comprises of conceptual design, schematic design and design
development and preparation of contract document. At this stage, the client employs key

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consultants - architect, project manager and quantity surveyor. Conceptual estimate
establishment determines the involvement of financial body.
The technical stage is the phase at which the physical construction takes place. It span to the

loan from financial body is expended at this stage. Different construction consultants are
deployed at this stage also to collaboratively work with the contractor in executing the

indispensable at this stage, this justify why quantity surveyor reflects at both brief and
technical stage. Other stakeholders such as client and architects are significant at all stages of
construction works. But this framework reflects construction work with minimal or no flaw
and with comprehensiveness of communication tools. For example, comprehensive working
drawing would require less or no clarification from architect at technical stage. However, the
architect would need to raise valuation and take records at site meeting. Nominated suppliers
and sub-contractors involvement at technical stage cannot be undermined. However,
respondents rated their communication input to be more pronounced at progress stage. The
progress stage is termed closeout phase. It denotes the actual use of the construction project
which involves provision of management documents like shop drawing, as-built drawing and
maintenance manual as it reflect the actual changes that occurred between contract drawing
and the actual job executed.
The framework would help in decision making and setting up construction project team at
different stage of construction work. The framework would help clients, professionals, other
stakeholders and general public to understand the contribution of construction team at various
stages of construction work.
CONCLUSION

Communication is important towards actualization of construction project to time, cost and

quality. All construction participants have tool with which communication is disseminated to
client, construction professionals and other stakeholder. Drawings and other communication
tools play significant role in delivery of construction projects. Its completeness or
comprehensiveness would help in achieving quality required by client and other stakeholders.
Communication also enhances team building and effective collaboration among construction
professionals. Comprehensiveness of all communication tools used by construction
professionals minimizes disputes among construction team. This study submits that non
adherence to communication pattern and use of communication tools would result to poor
buildability, time and cost overruns, impaired quality, poor management of resources and low
productivity. The framework developed in this study would help in identifying construction
stakeholders at all stages of construction work needed for effective project delivery.

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