Communication Protocol
To,
The client
Address
City, state zip
Date
[Subject: Communication procedures and protocols]
Dear Client,
Our organization aims to assist you to understand the different chanfes and processes that would occur once the changes would be confirmed for the project. The letter would give you brief introduction on the various topics of design and build procurement, communication lines, change communicator that includes the path with the subcontractors, why the path is needed to be followed and the changes in processes that come with the changes along with the design diagram with the present stakeholders and communication in between them.
- The Design and Build procurement model helps the construction departments’ main contractors be appointed for designing and constructing the activities. The model makes the contractor responsible for planning, designing, controlling the medium sized construction of childcare center and café as projects and requirements of the employees. The model allows procurement approaches compiled by the government in projects allowing full integration of team members working together from the beginning of the project determined. The procurement model allows help for proper construction and design, taking responsibility for designing (Phua, 2020). The design and build approach helps single responsibility points for constructing and design, earlier start with the proposed project, price certainty and benefiting the contractors’ experience. In the design and build procurement procedure, the managers appoint a design team to develop specifications. The employees are provided with a lump sum to complete the design of agreeing with the contractors. The model decreases the overall time for completing a medium size construction project for childcare center and a cafe. The contract for the construction project contains the complete name, signature, details and address of the employer and the employees. The specification part of the contract defines the details for explaining services, detail on the service quality, schedules and grading.
- After globalisation, the modern construction building the café and chilcare center projects developed the working environment for the architects as the organizations turned public, taking municipalities and government agencies as the clients. Thus, the architect must adopt active communication between the clients, customers, local community, and users. Modern projects support a communicative environment that allows regular email, phone calls, and collaboration. The design teams are at times connected virtually with the architect. Verbal communication, letters, reports and drawings are also effective modes of communication.
- Changes are common in the project if the medium size construction needs a new design or product, mainly from the client’s perspective. For implementing a change among the contractors, sub-contractors, suppliers, architects, and project managers, communication is vital to understand the change or role or responsibilities accordingly. The changes must be documented to be used as future references to avoid issues and correctly deliver the project.
- Changing the construction professional’s interaction is documented in reports and drawings. Changing the following contents helps the organization understand the client’s perception for avoiding any issues. The change features must be documented correctly to provide the customer with the right product. Not complying with changes leads to catastrophic failures with wrong delivery, miscommunication and misunderstanding, which might harm the construction organization.
- The confirmed changes allow the system to be built according to the new design, helping to satisfy the stakeholders’ needs. Constant communication about the project deliverable helps find the gap filled by the customer relationship, constant collaboration, and increased opportunities to understand the client’s perspective. The changes help the current system to be transformed as the future system allows a continuous shift. The future state is meant to be better than the present state. If adaptive, the adopted changes allow the team to evolve their workflow, and transformational changes occur if the company completely changes its current system or introduces a new product.
Diagram:
Figure 1: Design and procurement model in term of stakeholder and communication lines
Source: Author 2022
Thanking You,
Project Manager
- The construction drawing is vital building drawings created by the idea of the architect taking into consideration his thoughts and details required on the project such that the workers can complete executing their task and design concerning the defined architect determination. In simpler terms, the construction drawing is a graphical representation that shows what will be built, how the layout has been made, and the framework, components, and other dimensions (Mardov, 2021). The drawing assists the workers and the designers are concise, collaborative, and coordinative whenever possible to avoid confusion and ambiguity in meeting the construction objectives. It lays the foundation detailing the standards, materials, and techniques to carry out the objectives precisely.
- Specifications in construction facilitate describing the work, material and products required during a construction project specified in a contract. The specifications vary depending on the factors, level or phases of designing the project. The specification can range from the perspective specification, which requires the design to be complete and the performance specification, which specifies the required design works. The perspective specification helps the client to have certainty about what the end product can be. The performance specification allows the suppliers and designers scope for innovation and development of cost-effective approaches to offer better values in terms of performance and revenue (Yamshchikova & Golovina, 2021). The specification is a written document that narrates the scope of activities, installation approaches, and performance quality under the contract.
- The schedule of quantities is documenting the material quantities in specific contractual documents. For every measure-and-value contract, the appropriate quantities should be provided based on the tender signifying quantities (Rachid, Toufik & Mohammed, 2019). Lump-sum contracts have quality surveyors whom the architect or designers appoint for preparing schedules which would be further used by the contractor while preparing the tender. The schedule of quantities is a vital part of the construction project containing the contract documents. The document specifies the extent to which the tasks would be performed, the type and quality of workmanship and material required and the necessary approaches for required action.
- On-Site Meeting | Minutes
Meeting Called By:
Phil (Construction Manager)
Type of Meeting: Weekly formal on-site team meeting
Attendees:
Phil: Construction Manager (CM)
Alex: Project Manager (PM)
Hemi: Contractor Carpenter
Minh: Contractor Carpenter
Tony: Health and Safety Representative (HSR)
Agenda Topic: Notifying the completion and Phase 1 and Updates on Phase 2
Sub-topics discussed:
- Portal frames standings to be assembled, which would bring new subcontractors
- Conduction of weekly quality and safety inspections
- Staff are required to have a currently inducted first-aid certificate
- The client visit on coming Friday
- Completing the project within the deadline, even after bad weather
- Small changes are required for the availability of resources
- Revision of the drawings are done for cladding changes on site
- Completion of Phase 2 incoming
- Crane lift which would close the access of gate two during the lift operations
- The cool store for welding x-rays.
- The issues that are clear to be noticed are the lack of communication between the members in understanding the requirements, the lack of punctuality of the contractor and the informal behaviour of the Health and safety representative present.
Lack of Attention:
The lack of attention is visible in the transcript as Phil, the construction manager, has forgotten the importance of bringing the hard copy of the agenda to the on-site meeting. The lack of information about the agenda is an obstruction to understanding what is needed to be done in the coming days. The meeting was organized from before, yet the Construction manager couldn’t give attention to the detail bringing the agenda physically. There could have been proper reminders in place to understand the requirement of the meeting and never forget any essential material. The lack of physical agenda might lead to missed important tasks previously jotted down.
Lack of Punctuality:
The lack of punctuality to attend the meeting by the contractor even after getting notified of an important meeting is a negative issue. Workplace punctuality is an important factor that shows a person’s motivation and resilience toward the workplace. The lack of punctuality in arriving at the meeting led the meeting to run beyond its schedule of 30 mins as the attendees had to wait for the other person to be late for the meeting. The schedules of the colleagues of the contractors are also harmed as they suffer from the delay (Codina et al., 2020). The meeting attendees must adhere to punctuality, take their job seriously, and meet appropriate deadlines without being late.
Building Information
Informal Behaviour:
There was a visible issue from informal behaviour by Tony, the health and safety representative who was talking informally in an important on-site meeting discussing things about his personal life to kill time and get the attention of the fellow attendees. Informal communication should be avoided during the meetings as it might lead to misunderstanding, lack of ethical conduct and decency. No one should discuss personal life in the workplace, keeping their personal life an absolute secret.
On-site Team meeting
Meeting date: 20/09/2021
Type of Meeting: Weekly formal On-site team meeting
Attendees expected: Phil, Alex, Hemi, Minh, Tony, Matt and Troy
Agenda Topic to be discussed:
- The recent updates on the second phase of the project (Phase 2)
- The update on standing portal frames assembling is to be done
- Results of the weekly quality and safety inspections and the completion of first aid certificate checks
- Discussion on the client meet event in the coming week
- Discussion on the upcoming crane lift, which would close the access of Gate 2
- Recent status of the cool storage for welding x-rays
- Update the tasks according to the bad weather.
To,
Phil
The construction Manager,
Project office
Dated: 14/09/2021
Subject: Mitigating the issues seen in the last meeting
Dear Phil,
The following concerns have come to my notice during the last weekly on-site meeting held in the project office. The issues that were significantly noticed were your lack of attention in bringing in the hard copy of the meeting agenda that was meant to be distributed, The improper informal behaviour of Tony, the health and safety representative of the project and the lack of punctuality in the project contractor Minh.
These issues must not be neglected and mitigated with immediate action. To reduce the chances of missing documents to the meeting, one must set appropriate alarms and reminders to take notice of the missing files. The missing documents might lead to abruptly missing specific problems meant to be discussed and jotted in the document. Appropriate reminders would help individuals not forget the required elements.
There must be strict regulations about what can be discussed in the meeting in the first place. There should be no slack given to employees to discuss their personal life in a formal meeting as done by Tony, our project’s health and safety representative. There should be appropriate policies to regulate the communication in the meeting and create shared value. Personal life is meant to be a secret, and under no circumstances the employee should be allowed to share the critical content with other fellow meeting attendees.
Finally, as shown by the meeting contractor, lack of punctuality, Minh should be mitigated at any cost, motivating employees to make conscious decisions to never be late to the meeting. The management must make a to-do list to be distributed among the attendees to help them adhere to guidelines and always be on time for the meeting. Punctuality must be an important virtue of the employee, and it needs to be planned accordingly.
References:
Codina, N., Castillo, I., Pestana, J. V., & Balaguer, I. (2020). Preventing procrastination behaviours: teaching styles and competence in university students. Sustainability, 12(6), 2448.
Mardov, S.X., 2021, November. Modern Electronic Methods of Controlling Students’ Knowledge in the Field of Construction Drawing. In ” ONLINE-CONFERENCES” PLATFORM (pp. 18-26).
Phua, X., 2020. A Study of the Performance of Design and Build Procurement Method in Construction Industry (Doctoral dissertation, Tunku Abdul Rahman University College).
Rachid, Z., Toufik, B., & Mohammed, B. (2019). Causes of schedule delays in construction projects in Algeria. International Journal of Construction Management, 19(5), 371-381.
Yamshchikova, I. V., & Golovina, N. V. (2021, April). Construction specification fulfilment cost accounting. In IOP Conference Series: Earth and Environmental Science (Vol. 751, No. 1, p. 012185). IOP Publishing.
Order an Essay Now & Get These Features For Free:
Turnitin Report
Formatting
Title Page
Citation
Outline
