5 Challenges of Working With Contractors and How to Solve Them
Skilled contractors can turn a good project into a great one. Here’s how to work well together
Whether you’re working with a builder, tiler, carpenter or any other contractor, their skills will be invaluable to the finished outcome of a renovation project. But how do you ensure everyone is on the same page and the process is a smooth one? Three professionals on Houzz share the common challenges they encounter when working with construction pros and their tried-and-true tips for keeping everything on track.
2. Misunderstandings
There are times when even a detailed plan can go awry, leading to jobs not being carried out as you’d hoped.
“Even with the most extensive technical plans, with every detail covered, the best contractors can sometimes miss important details, requests and requirements,” Sophie Utley of Ellen Utley Interiors says.
The solution: “I’ve found this is easily overcome when we run through the plans in person with the contractors,” Utley says. “People communicate in different ways, and when we run through a plan, not only are we engaging them, we’re working as a team with a much better combined effort toward fantastic results.
“When we project-manage a job, we aim to turn up on-site regularly, perhaps once a week, at important points to support people,” she says, adding that this also opens up opportunities to ask questions.
“Be on hand or on-site as early as possible if there are any problems,” says Naomi Starr of Naomi Starr Interior Design & Property Stylist. “And always be present when any trades contractors are finishing their agreed work, to run through snagging items or things you as a designer or your client aren’t happy with.”
There are times when even a detailed plan can go awry, leading to jobs not being carried out as you’d hoped.
“Even with the most extensive technical plans, with every detail covered, the best contractors can sometimes miss important details, requests and requirements,” Sophie Utley of Ellen Utley Interiors says.
The solution: “I’ve found this is easily overcome when we run through the plans in person with the contractors,” Utley says. “People communicate in different ways, and when we run through a plan, not only are we engaging them, we’re working as a team with a much better combined effort toward fantastic results.
“When we project-manage a job, we aim to turn up on-site regularly, perhaps once a week, at important points to support people,” she says, adding that this also opens up opportunities to ask questions.
“Be on hand or on-site as early as possible if there are any problems,” says Naomi Starr of Naomi Starr Interior Design & Property Stylist. “And always be present when any trades contractors are finishing their agreed work, to run through snagging items or things you as a designer or your client aren’t happy with.”
3. Clashing Schedules
If you and your contractor are working in different timelines, it can make things a lot more complicated. “Builders and contractors usually work to their own project timelines, and very often this is fitted in between other jobs that they’ll run simultaneously,” Starr says. “This can cause delays if other projects are experiencing unforeseen problems.”
The solution: “To overcome this, I have a clear brief and timeline, which I run through with the builders and tradespeople before the project starts,” Starr says. “We agree on a specific date, start time and finish time, and a ‘time contingency’ in case we come across any unforeseen problems or work takes longer than anticipated.
“This actually happens a lot, particularly when coordinating many different trades, so the more you can anticipate and plan for this, the better,” she says.
If you and your contractor are working in different timelines, it can make things a lot more complicated. “Builders and contractors usually work to their own project timelines, and very often this is fitted in between other jobs that they’ll run simultaneously,” Starr says. “This can cause delays if other projects are experiencing unforeseen problems.”
The solution: “To overcome this, I have a clear brief and timeline, which I run through with the builders and tradespeople before the project starts,” Starr says. “We agree on a specific date, start time and finish time, and a ‘time contingency’ in case we come across any unforeseen problems or work takes longer than anticipated.
“This actually happens a lot, particularly when coordinating many different trades, so the more you can anticipate and plan for this, the better,” she says.
4. Opposing Communication Styles
Sometimes frustration can arise when the communication styles of a contractor and a client are different.
“Our clients are often from a professional background, in jobs that are often focused around high levels of communication, be it through emails, messaging or phone conversations,” Patience says. “The pandemic has particularly highlighted those levels of communication, with video calls seeing a surge in activity.”
The solution: Balance is key when it comes to communication expectations, Patience says. “Encourage contractors to communicate as quickly as possible while understanding that no contractor worth his salt has time to be constantly on their computer or phone,” he says. “Also try to relay the information to the contractor in such a manner that they’re not being bombarded with information and requests.
“I hugely enjoy the personable aspects of our job and love being the go-between, ensuring a smooth project, communicated effectively and successfully,” he says.
Sometimes frustration can arise when the communication styles of a contractor and a client are different.
“Our clients are often from a professional background, in jobs that are often focused around high levels of communication, be it through emails, messaging or phone conversations,” Patience says. “The pandemic has particularly highlighted those levels of communication, with video calls seeing a surge in activity.”
The solution: Balance is key when it comes to communication expectations, Patience says. “Encourage contractors to communicate as quickly as possible while understanding that no contractor worth his salt has time to be constantly on their computer or phone,” he says. “Also try to relay the information to the contractor in such a manner that they’re not being bombarded with information and requests.
“I hugely enjoy the personable aspects of our job and love being the go-between, ensuring a smooth project, communicated effectively and successfully,” he says.
5. Finding the Right Pro
It’s of course vital to consider whether a contractor’s work is right for the project you’re managing. “Different contractors, tradespeople and specialist trades all have different levels of quality and ways in which they finish their work,” Starr says.
The solution: Starr recommends you check out a contractor’s work beforehand by viewing photos of past projects, having conversations with existing clients and even doing site visits.
“Different contractors vary in their capabilities,” Utley says. “They all have their place in the market and it’s important to select accordingly. You can’t expect to get all three of the following: good quality, quick results and low price. So it’s worth being patient and taking the time to find the right person.
“I’ve worked with some fabulously talented individuals who are open to new ideas,” she adds. “My favorite quality in a contractor is a person or team always looking to improve, learn and move with the times.”
More for Pros on Houzz
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Join the Houzz Trade Program
It’s of course vital to consider whether a contractor’s work is right for the project you’re managing. “Different contractors, tradespeople and specialist trades all have different levels of quality and ways in which they finish their work,” Starr says.
The solution: Starr recommends you check out a contractor’s work beforehand by viewing photos of past projects, having conversations with existing clients and even doing site visits.
“Different contractors vary in their capabilities,” Utley says. “They all have their place in the market and it’s important to select accordingly. You can’t expect to get all three of the following: good quality, quick results and low price. So it’s worth being patient and taking the time to find the right person.
“I’ve worked with some fabulously talented individuals who are open to new ideas,” she adds. “My favorite quality in a contractor is a person or team always looking to improve, learn and move with the times.”
More for Pros on Houzz
Read more stories for pros
Learn about Houzz Pro software
Talk with your peers in the Pro-to-Pro discussions
Join the Houzz Trade Program
Holdups can be time-consuming and expensive, and they often arise when unforeseen changes disrupt a project’s timeline. One major cause of this, according to Sam Patience of Patience Designs, can be a lack of detail when it comes to communicating a plan.
“While it might seem that choosing particular furniture or lighting will be the cause of expense, it can often be a miscommunication with a contractor leading to an exhausting and dreaded ‘extra,’ ” Patience says. “Over the past 10 years, we’ve realized the very basics are just as important as the more glamorous elements of a renovation.”
The solution: “We’ve developed really detailed tender documents and cloud-based sheets,” Patience says. “These allow us and our clients to ensure everything we set out to achieve is done with maximum efficiency. Although we may come across something totally unforeseen during a construction project, we’ve found our level of detail in these early stages to be invaluable.”
A management tool such as Houzz Pro can help here, as it will allow you to create detailed plans, schedules and even 3D floor plans that you can easily share with your contractors and edit as you go along.
Learn more about Houzz Pro business and project management tools