Seattle Small Business Blog

Communication is the foundation on which any business relationship is built. This is especially true with your subcontractors. Fail to communicate effectively with them and you risk the success of your project, your business and your ability to work with that subcontractor.

More than Just Giving Instructions

Working with subcontractors requires that, not only can you give instructions, but you must also be able to give and take feedback and constructive criticism. It’s the give and take across the spectrum of communication that makes for a successful working relationship.

And that’s not all. As the project manager, you’ll need to be able to communicate with your client as well. You’re the middle man and if you can’t communicate back and forth, then the project is likely to fail.

For example, when you subcontract out a web design project, you will need to make sure you understand your client’s goals and you want to make sure you can communicate this to your subcontractor. In essence, you’ll need to be able to speak your client’s “language” and your subcontractor’s as well.

There are several ways that you can improve your ability to communicate with your subcontractors and your clients.

Clear and Organized

The first thing you want to do is make sure that all communication is clear and organized. While verbal communication may seem easier, written communication is more professional and more easily tracked, especially if you and your subcontractor never meet. Ways to communicate in writing include:

1. Email. While email is the most familiar form of conversing in writing, it’s also one of the most unreliable. If you haven’t already, you’ll realize this the first time a subcontractor fails to complete a project, and states that she couldn’t because you didn’t answer her questions in the email she sent three days ago – but you never received.
2. Project Management Software. One of the best solutions out there is a project management software called Basecamp. This software allows you to brainstorm ideas using an online whiteboard and also allows you to communicate via messages with your subcontractors and your clients. Each party in a particular conversation receives email notifications of updates. Even better, you can login at any time to see if there are updates. And everything is kept on the Basecamp website for you to access anytime, anywhere.

Once you have a system setup for maintaining communication, you’ll need to develop a communication policy for your company.

Staying Professional

When we work closely with people, it’s easy to get frustrated and sometimes even angry. We’re all human and sometimes we don’t think. One way to help you remember what to do in these situations is to have a communications policy. The policy needs to outline appropriate methods of dealing with various situations in which you might be overly emotional.

For example:

• How do you handle a subcontractor disappearing for a few days, right in the middle of a time-sensitive project?

• How do you handle a subcontractor who completely misunderstands the instructions that you gave her, even though they are clearly written in your project management system and she read them and said she understood them?

• How do you handle a subcontractor who wants to talk on the phone, and is very chatty about non-business related topics?

These policies can also apply to how you treat your clients and how you allow your clients and subcontractors to treat you.

Follow Through

Making sure you follow up on your communications is just as important as a batter following through on a swing. If the batter stopped her bat as soon as she hit the ball, the ball would barely pass the batter’s box. (It’s called a bunt!) Likewise, if you don’t follow up on your communications, you often won’t get much effort from your team.

So, give your team instructions and then request feedback. And when your team has followed through on your instructions, give them feedback. If necessary, throw in some constructive criticism. And then follow the process in reverse with your client. Follow through will make or break or relationships and ultimately your business.

Whether it involves talking with your teen about sex or drugs, your spouse about finances or housework, or your employee about attendance or performance issues, the prospect of initiating a difficult discussion is daunting to many, if not most, people. Mix in the tendency to procrastinate tackling unpleasant tasks, then feeling guilty about putting something so important off, and you can wind up feeling even more miserable and anxious about the impending conversation. You might even lose sleep over it.

Initiating such a discussion doesn’t have to be nearly so painful. With the proper mindset and some preparation, you can learn to handle even the most difficult topic with ease and confidence. The following tips will enable you to do just that.

1. Realize that by having the discussion, your goal is to benefit others as well as yourself. Whether or not he shows it, your teen will most likely appreciate that you care enough to talk to him about things that concern or matter to you. In the case of the employee with the performance issue, she will have an opportunity to correct or improve on it, or face consequences. In either event, the other members on your team will certainly appreciate that you took steps to address the situation, because they will see the poor performer either stepping up to the plate or terminated.

2. Focus on the possible positive outcomes of having the discussion sooner rather than later. The employee’s performance could most certainly improve. Or you may have the opportunity to replace a poor performer with someone more willing and able to do the work and follow company or departmental policies. Either way, the performance of your team as a whole will benefit, which will be a positive reflection on your own performance.

3. Prepare for any possible reaction to the discussion. Have contingency plans for handling any behavior or response to what you have to say, whether it be anger, denial, silence or disbelief. Knowing in advance exactly how you will deal with any of these will give you the confidence you need to proceed. Understand that you cannot control a person’s reaction, and in many cases you cannot predict it either. But you can always prepare for any possibility.

4. If the topic for discussion is an especially difficult one for you, have a reward planned for yourself when you complete it. Take a half day off to do something you enjoy, or treat yourself to something you ordinarily would not. After all, you just accomplished something that doesn’t come easily for you. You deserve something special.

Following these tips will not make handling difficult discussions any more fun, by any means, but doing so when the necessity arises will make you a better and more competent communicator, manager, parent and/or spouse. And who wouldn’t benefit from that?