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How to collaborate and communicate across your projects

Introduction to digital tools used for communications and collaboration amongst different workers and parties for shared projects, with advice on options available and things to avoid. Learning summary: How to collaborate and communicate across projects in the construction sector ● Effective communication is prompt, succinct, accurate, and precise. The human brain retains information best when presented with a mix of visual and audible stimuli; digital tools can help with this. ● Software such as Powerpoint or Google slides, provides visual aids to assist with verbal communication, for in person or remote meetings, helping teams to suss out responsibilities, schedules, protocols and deadlines. ● Video call platforms like Zoom, Google Chats and Facebook Messenger can connect multiple individuals or teams remotely, with options to enable or disable microphones and cameras to avoid interruptions or distractions. ● Most video call apps enable screen-sharing, in-call texts and other tools for added functionality. ● Touchscreen technology allows users to zoom in and out, as well as pan around images, maps and models in either two or three dimensions. ● Augmented and Virtual Reality technology (AR and VR), can provide tours of worksites, either as planned, or before, during and after construction. ● If fed enough data, Artificial Intelligence and Machine Learning Software can automate and optimise risk reduction and safety processes. ● MuchSkills is an AI used to identify which staff are best suited to particular tasks and teams. ● Digital Signage technology allows you to remotely control large display screens, including weatherproofed signage for outdoor use, to display any relevant information, including: health and safety information, deliveries, work plans for the day, or instructions on the designated usage of an area or directions. With touchscreen functionality they can also be used interactively by workers. ● Using free digital tools, such as gmail and Facebook Messenger, can cut down on costs for smaller workforces. ● For extra security and storage, paying for a shared subscription plan using a centralised business platform, such as Google Workspace or Microsoft Teams, is less vulnerable to hacking and scams. ● It helps to define boundaries between work and personal lives by not using personal email and messenger accounts on the job. ● It’s important to limit the number of separate communication channels so that staff can easily find relevant messages and information. ● Staff cannot be expected to keep track of a dozen different platforms every single hour and still perform to a high standard. ● Information overload leads to unnecessary stress, as well as delayed response times, impairing efficiency, effectiveness and safety. ● Communication is an intuitive process; if you are struggling to interpret messages or ensure that you are understood, there are likely digital solutions available. ● People outside of your organization will likely have a different style of, and expectations around, communication. ● Strive to be polite, honest and to the point with all messaging. ● Aggressive, rude, offensive or suggestive messages, even if sent in jest or with the best of intentions, can have major repercussions for yourself, your teams, and your company. ● All communications should be clearly recorded, if at all possible, for the sake of recall and accountability. This provides hindsight of what went wrong and why, and who, if anyone, was at fault after incidents or errors occur. ● Unrecorded or unclear instructions are easily forgot.