How Superintendents Can Enhance Jobsite Efficiency through Effective Communication Tools

By Scott Davis and Salomon Vazquez Meza

In the fast-paced and dynamic environment of construction sites where schedules are tight, workmanship is paramount and safety is non-negotiable, effective communication stands as the linchpin of success. And construction superintendents, who oversee all daily activities, play a pivotal role in ensuring projects are executed seamlessly. The following are useful tips that can help improve daily communication on the jobsite.

The morning huddle
Jobsite communication is the glue that holds a construction project together, so keep it simple and direct. Incorporate into your routine a daily morning huddle where tasks are laid out, because the real magic happens when everyone’s voice is heard. Communicate effectively with team members at all levels, especially those immersed in specialized tasks like drywall and electrical work. Their hands-on expertise adds a unique layer of depth to discussions, especially if there is an issue that may be complicated or hard to recognize.

Providing a full translation in Spanish — or any other language predominantly spoken by the workforce — of the information communicated during the huddle is instrumental in fostering direct and effective communication. By accommodating Spanish speakers, for example, superintendents ensure every team member fully understands the tasks assigned for the day. This inclusivity not only enhances clarity, but also promotes a collaborative and unified work environment where language diversity becomes a strength in achieving shared project goals.

Embrace tech tools + collaboration
During the morning huddle, discuss in detail daily activities and address any changes in the work plan to ensure all foremen are aware. Another method to consider is using an all-in-one, web-based construction management software. This type of platform streamlines communication, ensuring everyone accesses the same real-time information on design plans and approvals. It also proves invaluable during project completion when working on the final punchlist, as it allows the uploading of images to illustrate any issues or repairs needed. Subcontractors get an immediate notification to tackle the specific task that needs to be completed, which leads to swift and efficient issue resolution.

When our team was leading the renovation of the Tampa Convention Center in 2023, some delays were faced due to noise restrictions. By working with the steel partner on the project, we devised a detailed schedule analysis and negotiated a 22-day window for uninterrupted steel-related work. Intensive efforts — working day and night with two shifts and full collaboration between teams — resulted in the successful placement of 677 structural steel pieces within that time frame. Consequently, this compressed the disruption, demonstrating that by communicating well and collaborating closely, you can achieve innovation solutions.

Overcome language barriers
Lean on bilingual team leaders and superintendents to convey information effectively to Spanish speakers on the jobsite. Beyond the morning huddle, also engage with groups supervised by specific foremen in the field in their native language to ensure the information provided to the foreman is clearly communicated to the group and fully understood by them. This practice builds trust with the workers, while fostering a clear understanding of project activities and objectives. Questions are encouraged, with an open invitation for clarification after the session, as this often leads to workers providing useful feedback or practical solutions to a challenge faced.

3D modeling streamlines communication
At our jobsites, the implementation of Building Information Modeling ensures proactive identification of potential obstacles in mechanical, electrical and plumbing systems. This visual display promotes accountability and clear communication among disciplines critical for building functionality. Additionally, the adoption of pull-planning, a process that involves input from the entire team, proves effective in meeting deadlines. Starting from the end date, tasks are systematically added, and each team member receives a color-coded note detailing their area of responsibility. This method, involving multiple disciplines like plumbing, drywall and electrical, fosters collaborative communication and efficient task completion. Breaking down tasks weekly ensures a focused approach, emphasizing the interconnected nature of activities and the importance of meeting individual milestones for the project’s overall success.

Take for example the execution of Coachman Park, a park redevelopment project our team led in Clearwater, Florida. The team implemented pull-planning to expedite the process. By strategically organizing quadrants for each group and discipline, collaborative work became more efficient, allowing tasks to be completed swiftly and cooperatively. Notably, the removal of a significant amount of dirt, a potential obstacle, was accomplished in just two days instead of the anticipated 10 days. This dedication even extended to working on Super Bowl Sunday to ensure unhindered progress to meet the set timeline.

The power of the smartphone
Effective communication practices have evolved significantly over the past decade. Gone are the days of flip phones and radios. Today, smartphones and iPads serve as powerful communication tools on the jobsite. These devices facilitate real-time discussions through FaceTime calls, allowing foremen or craftworkers to address issues remotely. High-quality images can be shared instantly to convey work progress or specific details.

The versatility of these devices enables team members to guide each other through tasks, adjustments and ongoing activities. Access to email and essential web-based platforms have become integral, transforming these modern communication tools into the lifeblood of the construction business. Embracing technology not only streamlines communication, but it also provides a centralized hub for critical project information, reducing the likelihood of miscommunication or information gaps.

By recognizing the pivotal role of communication and implementing strategies to enhance it, as a superintendent you can elevate jobsite efficiency, mitigate risks and ensure projects are completed with precision and excellence. Investment in clear and effective communication pays dividends not only in project outcomes, but also in cultivating a collaborative and resilient construction team. As the industry evolves, the ability to communicate effectively will continue to be a defining factor in your success, as well as that of your projects.

Scott Davis is a general superintendent and Salomon Vazquez Meza is a superintendent for Skanska USA Building in Florida.