effective communication as an aid to construction project delivery
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CHAPTER 1
1.1 BACKGROUND OF THE STUDY
The topic is to show the effectiveness of communication during construction
and how it helps the construction industry to enhance production and
completion of projects within the stipulated period. Communication is
defined below to make it easier to know about its meaning, purpose and
effects.
Communication is a means by which operatives and other members of the
building team are linked (considering construction) in order to achieve the
central goal.
In construction, communication could also be achieved through letters,
drawings, symbols, signs, posters and word through which members of an
organization sends and receives information and also sends information to
the public at large.
Communication in the large sense of it is used to express facts, ideas,
opinion and emotions between two or more people and through
communication exchange of thought, information is also a good tool for
human relation.
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Considering the above definition of communication, it is observed that
everybody in an organization is responsible for communication irrespective
of the role of the person being the originator or the receiver of the
information.
In all aspects of human professions, communication is seen as a vital central
organ especially through the use of language. Humans have transferred
culture, record history and document occurrences to a good deal with the use
of language from one generation to another. The organ called
communication has helped man to build societies and other social groups
which has contributed immensely to the growth of man’s life 3 enjoyable.
Through effective communication, the workers especially in construction
firms find it easy and highly productive to work together. Instruction and
order are given and they are carried out as expected once they are well
understood and acted upon rightly.
The working day of every personnel is filled with communication in
different ways and forms through orders, directives, information,
conversation, requests and rumors.
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1.2 STATEMENT OF THE PROBLEM
Effective communication has not been given enough attention in
construction firms thereby creating many loop holes in information
dissemination. As a result of this poor attitude in the industry, it is found
necessary to create solution to such problems through this research as to
improve productivity in construction firms.
1.3 PURPOSE OF THE STUDY
AIM
The aim of this research is basically to identify the problem caused by
ineffective communication in the construction industry.
OBJECTIVES
The objectives of the research are:
To identify the major factors that causes ineffective communication
in the construction industry.
To identify the problem caused by these factors.
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1.4 SIGNIFICANCE OF THE STUDY
From the information that will be gathered, the importance of effective
communication on execution and delivery process will be made known to all
involved at the supervisory level of construction work. This research work
will also show how ineffective communication negatively affect productivity
based on the facts gathered. This research work will also be useful to the
management of construction companies and their professional status.
1.5 RESEARCH QUESTIONS
The following questions will be answered so as to improve on duration and
productivity.
1. Can poor leadership cause ineffective communication?
2. Can lack of experience about construction work hinder
communication on site?
3. Will good administration enhance effective communication?
4. What role will incentives play in disseminating order and
information?
5. Will the introduction of seminars, workshops, postal and handbills
improve communication on site?
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1.6 SCOPE AND LIMITATIONS
The study is actually intended to examine the effectiveness of
communication as an aid to construction project delivery in Nigeria but with
a special attention given to a few construction sites within the Lagos
metropolis because it houses the most large and medium construction firms
in Nigeria.
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CHAPTER 2
2.0 LITERATTURE REVIEW
2.1 INTRODUCTION
Communication can be analyzed as a two way process as information is not
only sent but also received, understood and implemented (Adeleke, 2004)
When we have the line of communication we mean the channel through
which information is transmitted within a construction site or organization
from one person to the other.
Machinery need to be in place for further communication to take place,
either downward communication (from superior to sub-ordinate), horizontal
(between colleagues of the same level) or upward communication (from sub-
ordinate to superior).
Careful attention must be paid to these means and machinery of
communication because internal communication is vital for high
productivity, as an aid to construction project delivery in the construction
site and it is a more difficult process now than it was decades ago. The
principal reason for this is that there has been changes in the attitude of
workers to their employers and in the present site environment and in the site
environment there has been a move away from old concepts of
unquestionable obedience, proper provision must be made for upward
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communication to avoid misconceptions of information otherwise a superior
personnel like Architect, Project manager, Engineer or supervisor may
generate a bad feeling and may also end up making decisions in a vacuum
and such decision may not be accepted by the junior staffs and personnel
like the labourers and gang men.
The basic questions which readily comes to the mind of the workers are of
two major categories as stated below:
1. What, where, when, why, and how does my employer expects me to
perform.
2. What, where, when, why, and how does my employer benefit from
my work.
2.2 COMMUNICATION IN THE CONSTRUCTION INDUSTRY
Communication is said to be effective within the working group in the
industry only when the transmitted ideas achieve their desired action or
reaction, as the operation involved in the construction industry is a team
effort, embracing the client, quantity surveyor, architect, consulting
engineer, specialists and the contractor’s organization with the main
objective of getting things done through human beings.
The operational procedures and other management activities associated with
the design, construction and subsequent performance of a building rely a
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great deal on how information is being transmitted between the various
participants of the building team and for this reason, method of
communication should not only clarify issues but must also attempt to bring
harmony to the entire work process and also foster co-operation between the
parties to ensure maximum contribution from members.
Although there is no clear cut division of communication system within the
industry, the general of communication are classified as follows:
1. Communication between client and the consultants
2. Communication between the consultants
3. Communication between the consultants and the contractor.
4. Communication on site.
2.2.1 MEANS OF COMMUNICATION
Adeleke, (2004), explains the various means by which information can be
transmitted in the construction industry for the successful execution of any
project as the success of such project relies largely on the establishment of a
clearly defined framework or communication. He further states that
information can be transmitted formally or informally, in some cases
construction contracts may state the form which communication must take
e.g. a written order for variation. The usual means of communication as
stated by Adeleke (2004), are as follows
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1. The print media
Newspapers
Bulletins
Handbills
Magazines
2. Drawn and visual materials
Drawings
Programmes and charts
Photographs
3. Verbal
Face to face
4. Written materials
Specification
Schedules
Bill of quantities
Tender document
Certificate of payment
Reports
Letters
5. Notice board
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6. Models and samples
7. Computers
2.2.1.1 THE PRINT MEDIA
Olu (2007) describes print as Newspaper and magazines that help in the
transmission of information in the industry by advertising materials,
vacancies for labour requirements and more relevantly, invitation to tender.
Information about the proposed project is conveyed to various contractors
especially when the project is being contracted under open tendering basis.
This is the first means in which the details of pre qualification to tender are
conveyed to the contractors in public.
2.2.1.2 DRAWN MATERIALS
Drawing of many types provide the main means of communication between
all the members of the building team. They are instrumental in the
communication of the designer’s intention concerning the structure that he
has convened and designed. Adeleke (2004) explains that Drawings required
for the project can be sub divided into two viz:
1. Design Drawings: These communicate the form of a building in
terms of colour, shape and texture.
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2. Production Drawings: These communicate the technical,
physical and economic aspect of the building which are
associated with its construction, subsequent use and maintenance.
Both categories will portray dimensions materials and other information
necessary for the estimation of the cost of the project.
The information conveyed on both drawings (design and production) are
generally supplemented by reports, schedules, samples, models and
discussion. Design drawings are of two types:
1. Preliminary Investigation and drawing
2. Design solution drawing
Both of these drawings are produced at the design stage of the project.
2.2.1.3 PROGRAMME OFWORK
The programme of work and construction of a building project is a common
reference for predicting and qualifying communication performance. It
involves the co-ordination of many complex human and material resources
to ensure economy and efficiency. The more detailed the programme
communicate information, the less likely with unforeseen circumstances
upset either the intentions of a project thereby reducing the chances of
frustration and delay. The main areas requiring detailed programme in
construction project are:
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1. Design programme: this can take the form of a bar chart and it is
referred to as pre-contrend programme. They are prepared by the
design team in order to establish how long it would take from the
beginning of the design to the start of the project on site. Precisely, the
programme will provide information to the client particularly when
complicated negotiations are required for the release of funds for the
project.
2. Tendering programme: the principal designer on behalf of the client
can ask all those tendering for the project to submit on outline or
tender programme.
This can also be a bar chart indicating the appropriate period of time
required for each major construction activities and the total period
indicated for the major construction activities and the total period
indicated for the proposed project, this provides a major means of
assessment of the organizational ability of a builder or contractor.
2.2.1.4. WRITTEN MATERIALS
There are many forms of written materials and they are designed to convey
information within the construction industry. Some of them are listed by
Ayeni (1986) and are listed below;
1. Schedule
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2. Tender documents
3. Standard form of contract
4. Reports and letters
5. Certificate of payment
6. Maintenance manual.
2.2.1.5. SCHEDULES:
Much of the information to be given by specification can be provided in the
form of schedule. It is a good practice to convey information for item such
as window or re-inforcement by means of schedule.
They provide a means of conveying the architect’s wishes to the persons
concerned, particularly to the quantity surveyor and later to the builder in a
form which has the advantages of simplified checking of errors of omission
or duplication.
2.2.1.6. TENDER DOCUMENTS:
Production drawings, specifications and bills of quantity together form the
initial contract document which is submitted to the construction for pricing.
The pricing for the project can be negotiated tender, competitive
tender ,design, and build, cost reimbursement scheme target contract or
when tender document are fully ready, the price of the project can be
determined by the any of the following techniques;
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i. By schedule of rates
ii. By bills
iii. Two stages tendering procedure
iv. Serial tendering.
2.2.1.7 REPORTS
These are mainly informative statements usually written to the supervisor. It
should be written in such a way that the receiver should understand the
meaning of the report.
A report should be small, precise and without vague words or distortion. In
any project there is need for all particulars to be reported to the person (s)
concerned and this could be done in any of the 2 forms below.
i. Tender report: the quantity surveyor will report to the architect
and the client the situation of the tender returned by the tenderers.
After critical examination , some of the things the report will
contain;
a. The names of the tenderers.
b. The tenderers’ sum in ascending order
c. The completion period
d. Remarks of the quantity surveyor
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ii. Routine technical report: this may be given on specific subjects
for instance on the laboratory testing of concrete, soil e.t.c or a
earth work or bituminous construction. At times, this report is
accompanied with graph and statistical analysis.
The clerk of works sends an eye witness report of what is going on site to
the architect or the client. At times, it will be required of the quantity
surveyor to do this.
2.2.1.8 LETTERS:
This is the most commonly used means of communication of information
between the client and the consultants, between the consultants and the
contractors. As has been mentioned in the report writing, the writer must
make sure that the receiver will understand whatever he is trying to put
across, be concise and friendly. Olu (2007).
The letter should be presented with the conventional layout required for
proper business letters. Since letters could be said to be an ambassador of a
firm, its presentation and grammar should be carefully noted.
2.2.1.9 COMPUTERS
With the advent of e-mails and other internet facilities information could be
sent from long distances within the shortest time and the receiver will get the
exact message at almost the same time. This also enables the use of fax
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messages in which other messages could be sent to far distinction and will
be received at that instant.
2.2.1.10 PHOTOGRAPHS:
Photographs are used to send pictorial messages in the construction industry
especially where difficulties have occurred. Coloured photographs are
preferred to black and white. The cleaner the details the more information it
would be. Photograph records very useful information if any alterations or
extension are carried out in the future and they also be of considerable value
as evidence in legal action.
2.2.1.11 VERBAL :
These should be given in a manner that reflects efficiency and enthusiasm.
The speech should be clear, calm and yet commanding as explained by Olu
(2007). It is the most effective means of communication in construction site
and it should be given directly to the person(s) concerned otherwise the
message will become distorted with passing on.
By verbal communication, it is easier to know whether the receiver
understanding the message passed since the conversation could be either by;
I face-to-face
II telephone
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2.2.1.12 MODELS AND SAMPLE:
Models are more significantly used for the benefit of a lay man. Models are
prepared during the process of construction of after it, but it is more essential
during the design stage to assist the client to visualize the completed
building and thereby help him or her to appreciate the design or make
amends if need be. This in effect reduces variation during construction.
Samples and valuables to the architect when preparing drawing an
specifications.
2.2.1.13 NOTICE BOARDS
Notice boards are to be used as a communication channel, it is sited where it
would be seen by a large number of persons and it has to be big and very
attractive to draw the attention of workers.
2.3 PATTERNS OF COMMUNICATION AMONG MEMBERS OF
THE DESIGN AND CONSRUCTION TEAM
2.3.1 CLIENT-CONSULTANT COMMUNICATION
Communication between these parties is a continuous process from the
inception of the project to the final completion.
The client is the initiator and the financier and more so, the project must be
executed to suit his taste. To this effect, professional advisers i.e. architects,
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quantity surveyors and engineers are to obtain first hand information on
daily development of the project. (Ayeni , 1986).
Under his heading occurs the very big step towards communication in the
construction industry which is the client statement of requirements. The
information will include the size of the building, nature of the building, fund
available, function of the building and time limitation of the project.
The architect or quantity surveyor after carrying out feasibility studies with
other consultants who have been appointed to establish that the project is
feasible, functionally, technically and financially, prepares a general outline
of client requirements and communicate it to the rest of the members of the
design team for collective action. The development of the client’s brief is a
collective effort of all the consultants who in the course of granting approval
for such work, communicates any alterations, and modifications he wants
effected in the project to the consultants. This procedure continues until the
design of the project is completed and the consultants jointly present their
design report to the client to confirm that it is a clear translation of his brief.
The design report must be detailed to conclude all relevant information
required and presented in a manner to be understood by the client.
(Ayeni,1986).
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As soon as the client approval is obtained on the report , the architect and
engineers start preparing the working drawings, schedules and specification
and at the same time seeking the opinion of the quantity surveyor who sees
to the cost implication of the project to see if the project design is still within
the approved budget.
2.3.2 COMMUNICATION BETWEEN THE CONSULTANTS
This involves effective exchange of ideas and information the professionals
within the design team as to advice the client on smooth running of the
project.
The architect, quantity surveyor, or engineer by the nature of their position
in any construction project is expected to establish links between consultants
and coordinate the activities for successful execution of a project.
Regular meetings to review problems and clarify details especially in a very
complex project forms a means of effective communication which in turns
aid construction project delivery of that team. In order to speed up various
processes involved in the administration of the project, telephone is used to
communicate urgent matters which could be followed up by letters to
consultants involved. Basically, consultants transfer information
through drawings, schedules and specification notes. (Seeley,1995)
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There is need for architectural, structural and service drawings to be required
by the quantity surveyors. The specifications must be clear, definite and
concise so that when read with the drawings, set out the quality of materials
and the workmanship or standard required in the project to enable the
quantity surveyor prepare his bill of quantities. During the progress of the
work, all architect or engineer’s instruction intending to alter the original
scheme of work are sent up to the quantity surveyor and must be detailed
enough to enable him establish the cost implication of the project and give
professional advice.
2.3.3 COMMUNICATION BETWEEN THE CONSULTANTS
AND THE CONTRACTOR
All emphasis has been laid on consultants planning, carrying out studies into
areas that might affect the success of the proposed project and exchanging
information between the planning team and the client. Under this heading,
the communication network has been extended to a very important member
of the construction industry, the contractor who translates all the effort of
other consultant into practical reality which should be seen to correspond
with the client’s requirement.
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The idea of tender for a project is first communicated to contractors through
public adverts or invitation letters depending on the tender procedures
adopted as stated by Ayeni (1986)
Contractors are requested through this medium to collect contract documents
comprising of contract drawings, specification, bill of quantities and
condition of contract. The quantity surveyor examines the bill of quantities
and communicates his findings and recommended actions to the client
through a tender report for the purpose of selecting the most suitable
contractor. The same procedure is used to select specialist sub-contractors.
Apart from using architectural or engineering drawings which must contain
necessary information and details, so that when read with definite and
concise specification will set out the quality and quantity of materials and
standard of workmanship required in a project, to communicate to the
selected contractor the clients requirements, supervision is also used by
these consultants as a means of follow up to their communicated information
to ensure that the contract provision are applied.
Interim valuation is an exchange of information between the contractor,
quantity surveyor and the architect, claiming payment for work properly
done during the specified period. There is a great reason for the quantity
surveyor’s valuation to contain the total breakdown of the work and the
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amount involved instead of using a “lump sum” to help in the settlement of
final account and enable the client to understand each valuation. Variation
orders are also forms of communication between the architect or engineer
and the contractor giving notice of intended alterations to the original
design. Ayorinde,(1990).
The architect prepares interim certificates, final certificates, and certificate
of practical completion e.t.c. to communicate to the contractor the amount
due to him or her to confirm that the contractor has completed the project.
2.4 COMMUNICATION AT THE DESIGN OFFICE
Before any useful information can be passed in the design office or drawing
office, the consent of the client must have been won as to what he wants.
The brief from the client to the architect/ designer/ engineer (depending on
the nature of the job) will be the genesis or origin of the design. The
designer passes the mind, taste and request to the drawing table and brings
out every detail inform of line diagram. This first information will be
communicated to the pioneer of the design for latest development.
After all corrections and amendments, the final drawing will be passed to the
designer who goes through them to ensure conforment to all necessary
information, specification, dimension and building regulations and then
sends the negatives for printing. A set should be shown to the client, who
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will give approval for the next stage which will be the required number of
set for approval at the town planning authority.
2.5 COMMUNICATION ON SITE
The construction site is the place where the whole effort made by the design
team in visualizing the client’s requirements will be put into practical and
the client’s dream will be made reality and as such communication on site
involves all parties to the project. Apart from the formal communication
between the contractor and the consultants in form of drawing, specification
and schedules and bill of quantities which shoes the extent of the work to be
done, the contractor is also in close contact with consultants during site
meetings.
Generally, site meetings are the regular meetings held on the construction
site to discuss the progress of the project to date, difficulties and delays
arising from the project at hand. This offers the contractor and his principal
sub-contractors good opportunities to sort out problem with the design team.
The first site meeting is expected to formally establish a good link between
all the parties involved and as well give a clear indication of the way the
project is to be administered. (Fergusson, 1989)
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Architect and engineer also supervise as a means of following up
information passed by them to the contractor and ensure that the client’s
requirements are met.
During site visits, architect or engineer give instruction and this must be
noted, anyone amounting to variations should be ideally confirmed in
writing and subsequently communicated to the quantity surveyor who will
analyze and advise. Other methods of communication on site include weekly
reports, which is a complete record summarizing dialing happening on site
for the week as recorded by the clerk of works or resident engineer giving
the overall progress in relation to the programme of work. Weekly reports
are a valuable document for the architect or engineer in keeping them
informed of daily activities on site. It also serves as a reference when dispute
arises at a later date.
Communication within the contractor’s organization includes connection
within work areas, control points, and storage areas. The most common of
these is that between the storage area and the working area. This is the
communication link between manpower and materials and also involves the
transportation of materials from storage points to point of use sometimes
using mechanical plants. This aspect of communication is of paramount
importance as the work force is an essential part of the industry; this is
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because unless labour receives regular flow of materials and also be
informed of what to do with them, work will definitely stop no matter how
good the management is.
Another communication route is that between control points and work area
where managers and supervisors are in close contact with the work men via
verbal or written information. The project manager at the inception of the
construction work uses a programme of work to determine his resource
requirement, he allocates materials, defines and apportion responsibilities to
the general foremen and gangers while using a simplified programme of
work to supervise the actions of the workmen, give orders to the general
foreman who is directly responsible to the project manager.
The operational foreman and charge hand also form a channel of
communication for their workmen and keep them informed on site progress.
As follow up, the project manager uses the programme of work to monitor
progress and evaluate the effect of change that may be imposed by varying
productivity, by mistakes, by weather or by clients. Also within the
contractors organization memoranda are used to inform members of the
news of contracts that have been awarded to the company and the notice
boards are used to communicate to this effect.
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2.6 BARRIERS IN COMMUNICATION
The following are the barriers to communication in the construction industry
as explained by Adeleke (2004)
I. Lack of detailed drawings, these may not give full description of
the mind of the designer.
II. Inexperience of the site agents or clerk of works will lead to
misinterpretation which can cause a lot of damages and changes
to the original design.
III. Poor and horrible writing or lettering can mislead the clerk of
works or the other operative.
IV. Geographical location where communication can not be easily
passed.
V. Poor recording of bills of quantities and omission of items or
rates.
VI. Fear of the authority especially the senior staff can cause one of
the junior staffs to make mistakes during a face-to face
communication.
VII. Inferiority complex of artisans and operatives can also lead to
misinterpretation of information.
VIII. Telephone message wrongly received is also a barrier.
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IX. Nervousness is also a barrier. Mistakes can also occur if the one
delivering the message is not composed.
X. Complexity of the job can also be a barrier if the job is not fully
understood.
XI. Availability and level of technology can as well be a barrier if
the job needs a sort of specialist to carry it out.
2.7 OVERCOMING THE BARRIERS
Adeleke (2004) also explained that in order to overcome barriers of
communication within the construction industry, management tends to
concentrate on doing so at a personal level while effort may be geared up in
site level.
The ways which Adeleke (2004) suggested are as follows
- USING FEEDBACK
Using feedback is the process of obtaining information on performance in
order to take collective actions where necessary (Wells, 1978). He also
stated that it entails the communication ensuring that his message is well
understood by the receiver and action is taken.
- USING REINFORCEMENT OR BACKUP
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As stated by Adeleke (2004), certain information can be communicated
in more than one pattern. For example information may be passed
verbally and also backed up by a written letter.
- USING A DIRECT SAMPLE LANGUAGE
This is the most efficient way of eradicating barriers of effective
communication. When one speaks or gives orders in a plan and simple
language then the other party easily understands. The use of
ambiguous words will be eradicated.
2.8 PROBLEMS CAUSED BY INEFFECTIVE
COMMUNICATION
The major problem facing the construction industry is that ineffective
communication as explained by Oyekunle (1996). Many a time’s
communication ineffectiveness has caused delays in the delivery of projects.
Extension of time will be necessary and the contractor equally will charge
for this.
Provided the delay was not is fault. On the other hand the client may claim
liquidated and ascertained damages if the contractor was responsible. Other
problems that may arise are dispute and arbitration, termination of contract
and in some cases complete abandonment. All these have negated effect on
the cost of construction and the economy at large.
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2.9 CAUSES OF INEFFECTIVE COMMUNICATION
1. POOR PICTORAL REPRESENTATION
Many a time jobs are described by sketchy, incomplete, inaccurate and
not well correlated drawing and charts, thus they are much more difficult
to be priced and be constructed.
2. POOR WRITTEN MEDIA
Badly written reports, letters, specification, schedules and bill of
quantities most times makes it difficult for such projects to be completed
on time and without disputes.
3. INADEQUATE COMMUNICATION EQUIPMENTS
The problem ranges from bad telecommunication networks to
ineffective postal service. The ineffective power supply is also not
helping issues. The telecommunication networks are bad and messages
received via telephone are most times mis-conceived and e-mails cannot
be sent when there is power outage.
4. SEMANTIC PROBLEM
The same word may mean different things to different people and this is
because the meanings are people not words. For example if a foreman tells
one of his gagmen to get something done “as soon as possible” the gang man
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may not get it done until after 2hours and he will give the excuse of doing it
“as soon as it is possible for him to get done”.
5. EDUCATION AND TRAINING
A number of site operatives cannot speak or understand English language
and it makes their mother tongue to work with them or send information to
them because they are not well educated, also some are not trained enough
to read drawings and therefore cannot do anything without verbal
explanation.
6. INCOMPACTIBILITY
Individuals have diverse cultures, small groups, large groups through which
they assimilate and interpretes differently.
7. MOTIVATION
When the motivations on certain jobs are not there then the individuals will
relent on carrying out orders or passing information on to the next person.
8. FAILURE TO DISCUSS
This is due to positive effect of point up imaginary words of silence that
prevents healthy dialogue and group problem solving.
9. JARGON
Different people in different department or sections of an organization speak
in different languages although they are actually speaking English.
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10. PERCEPTION ABOUT THE INFORMATION
Not only does the receiver evaluate what he hears in terms of his own
background but also takes the senders into account.
2.10 BENEFITS OF EFFECTIVE COMMUNICATION
Effective communication in the construction industry will enhance the rate
of productivity i.e safe material wastage, safety to operatives and gives room
for continuity of contract between the client and the contractor in the ways
explained below by Carter (2003) as listed
i. If working drawings are well prepared, detailed and handled with
utmost seriousness and by an experienced clerk of works, site
agent, there will be no problem during setting out , excavation and
setting of blocks using the actual dimensions and shapes. And
since there will be no alteration or demolition, performance will be
increased.
ii. Artisans will have free hand to perform the duties as expected.
There will be no repetition of materials usage therefore reducing
waste.
iii. There will be a good relationship between client and workers.
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iv. Duration of completion of the project will be reduced thereby
giving no room for liquidated and ascertained damages or any
extra costs for both parties.
v. Maximum profit will be realized by the contractor and maximum
satisfaction will be achieved by the client.
vi. There will be no argument or dispute between the clerk and the
artisans between consultants and contractor and between client and
contractor.
2.11 CONCLUSION
Having identified the steps in communication, types of communication.
Barriers in communication, problems caused by these barriers and how to
overcome these barriers. It is therefore necessary for any construction
organization to handle communication with utmost seriousness and by the
time the benefits begin to come; the client would not have to pay for
overtime and the contractor will not have to pay liquidated damages and the
process of construction project delivery will be timely.
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CHAPTER 3
3.0 RESEARCH METHODOLOGY
3.1 INTRODUCTION
The essence of this chapter is of define the entire method adopted in this
research work. It describes the procedure followed in realizing the goals and
objectives in this research. This involves the adequate description of the
research are stressing on the inclusiveness of the chosen area of this
study, the research tools and sampling techniques necessitating the
administration of questionnaires and oral interview.
Other discussions centered on research design which describes the major
procedure followed in carrying out the research the method of data
collection and finally, the analysis of data indicating the statistical tool used
and suitability of such tools.
3.2: CHARACTERISTICS OF POPULATION OF STUDY
This consist ten (10) indigenous Firms are to be assessed. 5 questionnaires
was be administered to each of them, totaling 50 questionnaires. The reason
for seeking this information is to know the role of effective of
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communication in timely delivery of construction projects in Nigeria. The
population of the research are Architects, Builders, Structural Engineers,
Project Managers and Quantity Surveyors.
3.3: SAMPLING
The procedure for sampling in this research is based on simple random
sampling method. This entails the use of identical objects on which the
entire population is written. The objects are then gathered together with the
required number being selected from them, one after the other, using random
digit table.
3.4: DETERMINATION OF SAMPLING SIZE
The sampling size for this research work will be 5 questionnaires for the five
professionals listed above i.e. Architects, Builders, Structural Engineers,
Project Managers and Quantity Surveyors.
3.5: QUESTIONNAIRE ADMINISTRATION
In order to obtain appropriate and adequate responses from the respondents,
a combination of fixed response and open end type of questionnaire was
prepared in such a way that the options of the respondents were required on
the subject of the dissertation.
The questionnaire is divided into two main sections A and B. in the fixed
response type of questionnaire design, there are tailored options of answers
34
from which the respondents must choose while responding or answering
each question. The opinions of the respondent were just to tick his or her
own approval of available options of answer.
3.6: METHOD OF DATA COLLECTION
The questionnaires were distributed to the respondents through direct contact
in order to supply the necessary data to be used for the research work.
Responses were collected on individual basis and also interviews were
conducted with respondents in respect of questionnaires earlier distributed.
3.7: TECHNIQUES FOR DATA ANALYSIS
All data collected were collated; organized and relevant answers were
adopted in order to ensure a meaningful presentation and analysis of data
collected. Secondary data were used as supplements. Theoretical concepts
obtained interviews were used to interpret and compare the findings.
Analytical tools were basically the descriptive statistical, which includes
percentage, tables and charts.
3.8: LIMITATIONS OF THE RESEARCH METHODOLOGY
The very fact that most construction companies are sensitive and must be
kept confidential, the firms were reserved in disclosing information
concerning the past and present experience. In some cases, the difficulties
are that professionals were not available and when available to fill
35
questionnaires and some opted for oral interview and the researcher had to
do a lot of writing. In other cases, some professionals collected
questionnaires and never fill them till date despite regular visits to their sites
which has resulted into time waste.
Some professionals actually claim that they cannot find the questionnaires
and ask for another copy and still do not fill them.
3.9: STUDY AREA/ CASE STUDY
The study area of the research was Lagos state and this is because it houses
the most number of indigenous construction firms in Nigeria.
36
CHAPTER 4
DATA ANALYSIS
4.0 INTRODUCTION
The information and data collected from the professionals from the ten
construction firms now becomes the aim of this chapter. This is very useful
in making conclusions and making of which the chapter five of this study is
based.
4.1GENERAL PERCENTAGE OF RESPONSE TO QUESTIONNAIRE
SECTION NO GIVEN OUT NO OF RESPONSES
Architect 13 11
Builder 13 10
Civil Engineer 12 12
Quantity Surveyor 12 9
TOTAL 50 42
PERCENTAGE 100% 84%
Eighty four percent (84) of the total questionnaires distributed were
completely filled and returned.
37
4.2 THE POPULATION OF RESPONDENT
The population of respondents is as analyzed below.
Table 1
Professional Number Percentages Section of pie chart
Architect 11 26.19 94.27
Builder 10 23.81 85.72
Civil engineer 12 28.57 102.86
Quantity surveyor
9 21.43 77.15
Others 0 0 0
Source: field survey
38
From the table and chart above it is noticed that the highest population of
respondents are the Civil Engineers, followed by the Builders and then the
Architect and lastly the Quantity Surveyors.
4.3 ACADEMIC QUALIFICATION OF RESPONDENTS
Table 2
Academic qualification
Number Percentage Section of pie chart
WAEC/GCE 0 0 0
OND 13 30.95 111.43
HND/BSc. 25 59.52 214.29
MSc./MBA 4 9.53 34.28
OTHERS 0 0 0
Source: field survey
39
The table and chart shows that the highest populations of respondents are the
HND/B.Sc holders. This is because they are more involved in the medium
managerial positions.
4.4 WORK EXPERIENCE OF RESPONDENTS
Table 3
Years Number Percentage Section of pie chart
1-5 25 59.52 214.29
6-10 12 28.57 102.85
10-15 5 11.91 42.86
Above 15 0 0 0
40
Source: field survey
The table and chart clearly indicates that majority of the people in the
medium managerial positions are those whose years of experience falls
between 1-5 years.
4.5 THE ANALYSIS TO RESPONSES TO THE QUESTIONNAIRES.
1. Communication is an effective tool of actualization of a project.
Table 4
Options Number of responses
Percentage Section of pie chart
5 22 52.38 188.57
4 20 47.62 171.43
3 0 0 0
2 0 0 0
1 0 0 0
41
Source: field survey
From the above chart and table all respondents agrees that communication is
an effective tool in the actualization of construction project
2. Site meetings are an important channel of communication between the
consultants and contractor on site.
Table 5
Options Number of responses
Percentage Section of pie chart
5 28 66.67 240.00
4 12 28.57 102.86
3 2 4.76 17.14
2 0 0 0
1 0 0 0
42
Source: field survey
The table and chart above clearly shows that site meetings creates an
important avenue for consultants and contractor to exchange ideas and pass
on information to on another.
3. Training of operatives is necessary for onsite communication.
Table 6
Options Number of responses
Percentage Section of pie chart
5 8 19.05 68.57
4 26 61.91 222.86
3 7 16.67 60.00
2 1 2.38 8.57
1 0 0 0
Source: field survey
43
Findings shows that when workers are trained, onsite communication is
carried out in a more reliable pattern and higher productivity is attained
4. Poor communication often results into delay, increase in cost,
abandonment, amongst other problems.
Table 7
Options Number of responses
Percentage Section of pie chart
5 23 54.74 197.14
4 12 28.56 102.86
3 4 9.52 34.29
2 3 7.14 25.71
1 0 0 0
Source: field survey
44
This table and chart shows the possible outcome of poor communication as a
higher percentage agrees that it causes delay which will in turn cause an
increase in the cost of the project.
5. Workshops, handbills and posters will enhance productivity and
educate workers.
Table 8
Options Number of responses
Percentage Section of pie chart
5 17 40.46 145.71
4 13 30.94 111.43
3 8 19.04 68.57
2 3 7.14 25.71
1 1 2.38 8.57
45
Source: field survey
Findings reveal that the use of posters, handbills and organizing workshop
will enhance site productivity and also educate workers.
6. Poor leadership result into poor communication.
Table 9
Options Number of responses
Percentage Section of pie chart
5 7 16.66 59.99
4 13 30.94 111.41
3 13 30.94 111.41
2 7 16.66 59.99
1 2 4.76 17.14
Source: field survey
46
Findings reveal that the leadership pattern has a little effect on
communication on site.
7. Poor and distorted information will affect the level of work done on
site.
Table 10
Options Number of responses
Percentage Section of pie chart
5 27 64.26 231.39
4 11 26.18 94.27
3 3 7.14 25.71
2 1 2.38 8.57
1 0 0 0
47
Source: field survey
From table and chart poor and distorted information has an effect on the
level of work done on site.
8. Inexperience interpretation of working drawings can cause a failure in
building components.
Table 11
Options Number of responses
Percentage Section of pie chart
5 25 59.50 214.25
4 15 35.70 128.55
3 1 2.38 8.57
2 1 2.38 8.57
1 0 0 0
48
Source: field survey
The table and chart shows that inexperienced interpretation of working
drawings is a major cause of building component failure.
9. Every worker on site is responsible for disseminating information
effectively.
Table 12
Options Number of responses
Percentage Section of pie chart
5 16 38.08 137.12
4 15 35.70 128.55
3 5 11.90 42.85
2 4 9.52 34.28
1 2 4.76 17.14
49
Source: field survey
From the above, the study shows that every worker on site is responsible for
effective dissemination of information.
10.Poor means of communication leads to distorted information on site.
Table 13
Options Number of responses
Percentage Section of pie chart
5 9 21.42 77.13
4 27 64.26 231.39
3 4 9.52 34.28
2 0 0 0
1 2 4.76 17.14
Source: field survey
50
This table and chart shows that poor mean of communication is another
cause of distorted information on site.
11.Good relationship between site operatives will lead time wastage and
material wastage.
Table 14
Options Number of responses
Percentage Section of pie chart
5 6 14.28 51.42
4 6 14.28 51.42
3 3 7.14 25.71
2 6 14.28 51.42
1 21 49.98 179.97
51
Source: field survey
The table and chart shows that there is no correlation between the
relationship between operatives and time and material wastage.
12.Lack of interest to perform duties as expected will lead to ineffective
communication.
Table 15
Options Number of responses
Percentage Section of pie chart
5 16 38.08 137.12
4 15 35.70 128.55
3 7 16.66 59.99
2 2 4.76 17.14
1 2 4.76 17.14
52
Source: field survey
The table and chart shows that the interest a worker put into his work affects
the quality of communication he practice.
13.The importance of language used among operatives is very essential
for effective communication on site.
Table 16
Options Number of responses
Percentage Section of pie chart
5 9 21.42 77.13
4 26 61.88 222.82
3 5 11.90 42.85
2 2 4.76 17.14
1 0 0 0
53
Source: field survey
Findings from the table and chart shows that the anguage used among site
operatives is utmost important in practicing effecticve communication
14.Late dissemination of information will affect output on site
negatively.
Table 17
Options Number of responses
Percentage Section of pie chart
5 17 40.46 145.69
4 17 40.46 145.69
3 6 14.28 51.42
2 2 4.76 17.14
1 0 0 0
54
Source: field survey
The table and chart shows that late dissemination of information negatively
affects output on site.
15.Poorly presented information on site creates a big problem in the
timely delivery of construction of projects.
Table 18
Options Number of responses
Percentage Section of pie chart
5 25 59.50 214.25
4 14 33.32 119.98
3 2 4.76 17.14
2 1 2.38 8.57
1 0 0 0
55
Source: field survey
The table and chart shows that the presentation of information on site may
create a big problem when poorly presented, in the timely delivery of
construction projects.
4.6 DEDUCTIONS
From the above analysis it could be deduced that the reasons why poor
communication occurs in the construction industry are:
Lack of an established communication system in many firms
Irregular site meetings
Inadequate training of operatives on communication skills
Distortion in information
Inexperience interpreting of information on working drawings
Lack of interest to perform duties
The language used in disseminating information
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Late dissemination of information
Poor presentation of information
4.7 DISCUSSION OF FINDINGS AND OBSERVATIONS
From the research and direct visits to some construction sites coupled with
the information gathered through the questionnaire distributed, it was
revealed that most indigenous firms are aware of the importance of effective
communication as such that qualified personnel were appointed to man some
strategic point effectively.
In most of these firms, open policy of communication was exhibited as such
that no form of organizational barrier exists. The labourer could easily walk
up to the site supervisor for instructions without going through anybody.
In larger organizations, the means of communication is very effective and
advanced equipment like radio messages and walkie talkie are being used on
large site.
57
CHAPTER FIVE
5.0 CONCLUSION AND RECOMMENDATION
5.1 CONCLUSION
It is not exaggerating to say that a major problem in the Nigerian
construction industry is that of setting up meaningful and reasonable
communication network despite its urgent need.
In any project, good communication, properly timed, will result into co-
operation.
Poor buildability, poor management of resource and low productivity and
some other similar effects are as a result of poor communication in the
industry and usually cause delay in timely project delivery. This also will in
turn have an adverse effect of the economy at large.
58
5.2 RECOMMENDATIONS
From the research work carried out on communication process in the
Nigerian construction industry using Lagos state as an example, the
followings are my recommendations.
1. Provision of adequate communication equipment for speedy
transmission of information.
2. The message should be reinforced i.e. it should be presented in a
number of ways or means.
3. Firms should have a well established communication system to
enhance communication’s effectiveness
4. Written communication should be illegible and readable as possible.
The use of simple, direct language and avoidance of jargons is very
essential to avoid destruction.
5. A more efficient post and telecommunication services will
contribute in no small measure towards achieving communication
effectiveness
6. Superiors should not treat sub-ordinates in such a way that they will
be accessible to them. This will effect in a positive way, the paint up
imaginary wall of silence that prevents healthy dialogue and group
problem solving.
59
7. Education and training programmes should be organized by firms
to meet its obligations by providing well-qualified employees at all
levels. It should be designed to include both information about the
working and also appreciation of the sources of information. This
will enable them to exercise their minds more confidently and
capably, and so enable them to become easily aware of the more
efficient techniques.
8. Making use of feedback should be encouraged.
Feedback is the process of obtaining information and performance
in order to take collective actions where necessary. It ensures that
the communication get his message back from the receiver which
tells him how far understanding has taken place. This is why face to
face communication is more effective than written ones.
9. The communicator should adjust to the world of the receiver. Since
his intention is to get the message across, he should try predicting
the impact of what he is going to say on the receiver feelings and
attitude. He should size up the receiver’s store for background
information, intelligence, level of thinking, reasoning, perception,
60
information image and memory and therefore tailor fit the receivers
vocabularies, interest and values.
10.The employers of labour in the industry should give preference to
well qualified applicants for employment.
5.3 AREA OF FURTHER STUDIES
Further studies could be carried out to evaluate the management system and
how it affect the communication on construction sites in Nigeria.
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