Contractors know that keeping a project running as planned is the best way to achieve higher customer satisfaction, leading to more referrals and repeat customers. In this post, we give you a few tips for successfully managing your remodels, so that projects stay within scope and on schedule.
A recent survey found that poor communication was the #1 reason that contractors lost business. Upholding good communication with your customers is vital to winning projects and keeping them on track.
Contractors know that building relationships with their clients is key. Communication breakdowns often lead to project delays that can completely derail scheduling and even end with customer disputes. The best preventative measure you can take is to be proactive. There are a few ways to help prevent communication problems.
Identify & Manage Expectations
When discussing the goals of the project, ask your customer questions about their desired results and their ideal timeline. With some customers, you may have to put in a good effort to learn what their expectations really are.
Maybe they have photo examples of what they want the finished product to look like. If they don’t have pictures, send them to your website for project photos, or to sites like Houzz and Pinterest for more ideas. Getting crystal clear answers at the beginning will avoid confusion and disappointment down the road.
Furthermore, digging deep gives you a chance to discover whether or not your client’s expectations are realistic. This will allow you to step in and communicate ahead of time what their project timeline and requirements look like.
Talk About Problems Upfront
When you have your preliminary chat with a client, discuss common problems that arise in remodeling projects, and how you’ve handled those problems before. This can help ease your client’s anxiety and lets them know that you’re dedicated to making their project a success.
Document It All
Keeping records of your communications will help you stay on target and can even come in handy should a dispute arise. If you’re discussing matters in person, make notes while you talk. Then when you’re back at the office, send an e-mail that summarizes what was discussed, as well as any agreements or decisions that were made. At the start of any project, you should have a detailed brief that documents all the project expectations, schedule projections, payment agreements, etc.
Keep Your Team Involved
Don’t forget that project success also depends on good communication with your team. Keep your staff in the loop regarding project goals and other pertinent information with regular standing meetings or emails. Your team members should always be aware of their personal responsibilities and the project’s priorities. This can be done with the help of certain business management software programs, some of which we cover further below.[1]
Inserted more specifics on what measures contractors can take to improve communication.
Scope creep is one of the greatest threats to keeping a remodel on track. It’s not uncommon for clients to realize that they’d like to make adjustments to their original plans, but if these changes become excessive or ongoing, they can seriously interfere with progress.
By giving your customer a deadline for plan changes you can prevent the project’s scope from spiraling out of control. Agree on a reasonable date by which your client will have firmly decided on what they want, and stick to it. Help your client understand that this policy is in both your best interests, as it helps you keep the project moving forward and costs in check.
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Maintaining control of remodeling projects is key, and one way to approach a project is by planning the project in separate parts.
Consider the project’s priorities, and any steps that may be dependent on other tasks being completed. Taking this approach helps your team stay focused on the most important tasks at hand, and prevents resources from being diverted where they’re not most needed: materials aren’t purchased too early (thus keeping your cash flow smooth), and you can make further progress when your crew understands project priorities.
Contractors understand how crucial it is to manage cash flow and material inventory. Ordering materials at the wrong time can tie up cash that you need to pay your laborers, while failing to get a client payment at the right time can leave you unable to purchase materials necessary for your project to progress. Achieving a balance between your cash flow and inventory will help keep your projects running without delay.
Before your project begins, plan out your timeline for expenses. When do laborers need to be paid? Which materials must be bought now, and which can be acquired later? Do you need to rent any equipment for project stages?
After you’ve answered these questions and formed a timeline of all the project’s expenses, you can then form a plan for how to keep your cash flow in the positive throughout the project’s duration. It can also help to arrange upfront or milestone payments with your client before the project begins.
Today, there are many software programs that are designed specifically for contractors keep their projects organized from start to finish. Many have features that allow you to collaborate with your team members, store important project documents, manage calendars, and even handle payments and invoices. These programs are especially helpful for the busy contractor managing multiple remodels at the same time. You’ll find a few standout project management programs listed below.
Breezeworks helps small construction businesses manage many aspects of their operations, including project scheduling, team management, and invoicing. The CRM portion of the app allows you to track the jobs of specific customers, make appointments, and get estimates approved.
Procore’s project management software enables you to manage the planning and progress of all of your projects. Features include management of drawings and specifications, logging of change requests, creation of punch lists, and visual analysis of project progress.
GenieBelt gives you a live overview of your construction projects, tracking not only total progress, but also the progress of specific team members and project stages. The app uses live, interactive Gantt charts to give a clear presentation of your project’s timeline.
We all know how mobile today’s world is, and the construction industry is staying on trend. There are some great mobile apps out there for construction project management to help busy contractors and professionals. Check out Builder Online’s Top 10 recommended apps here.
Running your own contracting business can be rewarding, but certainly comes with some challenges. As you continue to build a happy client base and project portfolio, consider these tips and tools to help your remodeling projects stay on track and to keep clients coming back.
