reseach proposal final
TRANSCRIPT
THE IMPACT OF EFFECTIVE COMMUNICATION ON THE PERFORMANCE OF A
CONSTRUCTION PROJECT
A CASE STUDY OF UGANDA’S CONSTRUCTION INDUSTRY
ByTayebwa Duncan
11/MMSPPM/25/098
Supervisors
Dr. Kyohairwe StellaUganda Management Institute
Mr. Namanya AnacletUganda Management Institute
A Proposal submitted to the Higher Degrees Department in partial fulfillment of the requirements for the award of a Master’s Degree in Management Studies (Project
Planning and Management) of Uganda Management Institute
May, 2012
CHAPTER ONE
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INTRODUCTION
1.1 Introduction
Effective communication has been considered an important variable in the construction industry
(A. Mehta, 2008). Indeed, effective communication does not only enhance production and
completion of projects within stipulated time and cost , but also acts as a temperate on which the
project should be managed from its adoption to implementation. This proposal commences by
offering background of the study, and then sets out the scope and objectives that inform the
study. It goes on to outline the methodology that will be used, followed by the layout of the
study, and finally a summary of the intended project layout
1.2 Background of the study
1.2.1 Historical review
Communication is as old as itself; man has always wished to talk and join with others (J.T
Butler, 1983). As the world has developed and made `smaller’ through means of communication,
so the systems used have become more sophisticated and complex. J.T Butler further stresses
that communication is of vital importance in the controlling, coordinating and motivating people,
and all through history, it has played its part. He cited examples, which included Nelson’s
immortal message at Trafalgar, a message that steered many to great effort; and Churchill’s
memorable speeches during the second Great War, when millions received hope and
encouragement through a medium of radio.
Construction communication, within an organizational context, is to convey an instruction to
influence the actions/behaviours of others, or may involve an exchange of, or request for
information during a construction project. (www.csi-s.org/News/moll1999.htm). It is a means by
which information is exchanged between different parties. In construction, communication is a
means by which operatives and other members of the building team are linked in order to
achieve the central goal (A. Mehta, 2008).
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Communication usually involves the transfer of information, a generic term that embraces
meaning such as knowledge, processed data, skills and technology. Communication within
project-based environments presents special challenges. This is especially true within the
construction industry, where interaction tends to be characterised by unfamiliar groups of people
coming together for short periods before disbanding to work on other projects.
According to M.E.L Hoezen, 2011 the efficiency and effectiveness of the construction process
strongly depend on the quality of communication. Hoezen cited mainly four reasons why
improvements in communication are needed. The first reason is that an improvement in the
communication within the building team, in project teams and between project manager and
contractors, could reduce failure. Second, more open communication at all levels could lead to
innovations and better technical solutions. Third, communication improvements in early phases
of projects would positively influence the quality as perceived by all stakeholders involved.
Finally, improved communication during the briefing might lead to better decision-making, for
example less haste in moving to solutions and better ways of looking at the requirements first.
Communication is essential for the success of any business activity; it enables an organization,
and is an integral part of the construction process (A. Mehta, 2008). Beyond this argument, any
improvement in communication can improve an organization’s operating effectiveness. Good
communication within an organised construction project setting will greatly improve motivation
levels and improve the processes involved. Conversely, inadequate communication can result in
a demotivated and lead to problems in construction. (Christopher A. 2003).
1.2.2 Theoretical review
A number of theories have been developed over time. Rory Burke, 2003 urges that
communication is essentially the interpersonal process of sending and receiving messages. He
identifies the key components of communication process as including; the sender, who encodes
the message and transmits the message, and the receiver, who decodes and interprets the
message. To close the gap, the receiver then feeds back a response to the sender. Burke indicated
that communication can be transmitted in many forms; formal or informal, written or verbal,
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planned or ad-hoc. Under this theory, the choice of the medium influences the impact of the
message.
Burke further stresses that the use of written communication should be encouraged because it
addresses misinterpretation and forgetfulness. However, the theory also urges that verbal
communication works best for complex messages that are difficult to convey, may need
explanation and where immediate feedback may be required. This research will be under pinned
by this theory.
Another communication theory is the Cognitive Dissonance theory which was developed by
Leon Festinger (1957). He argued that the experience of dissonance (or incompatible beliefs and
actions) is aversive and people are highly motivated to avoid it. In their efforts to avoid feelings
of dissonance, people will avoid hearing views that oppose their own, change their beliefs to
match their actions, and seek reassurance after making a difficult decision.
Another communication theory is the Coordinated Management Theory which was introduced in
the late 1970’s by W. Barnett and Vernon Cronen. Theorists in Coordinated Management of
Meaning (CMM) believe that in conversation, people co-create meaning by attaining some
coherence and coordination. Coherence occurs when stories are told, and coordination exists
when stories are lived. CMM focuses on the relationship between an individual and his or her
society. Through a hierarchical structure, individuals come to organize the meaning of literally
hundreds of messages received throughout a day.
Burgoon, et al., 1989 developed the expectancy violation theory and examined how nonverbal
messages are structured. The theory advances that when communicative norms are violated, the
violation may be perceived either favourably or unfavourably, depending on the perception that
the receiver has of the violator. Violating another’s expectations may be a strategy used over that
of conforming to another’s expectations. EVT focuses on how people react to other people's
behavior and nonverbal communication and the expectancies people have for an interaction
based on the other person's behavior and their relationship to them. People have certain
expectancies about other people's behaviors in their interactions with them. People derive these
expectancies through interaction, culture and social norms. The expectancies people have for
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others lead them to make predictions about other people's behavior when they interact with them.
Violations of these expectations cause them to feel either positive or negative arousal based on
how they receive the deviation
There is also the organizational information theory which argues that the main activity of
organizations is the process of making sense of equivocal information. Organizational members
accomplish this sense-making process through enactment, selection, and retention of
information. Organizations are successful to the extent that they are able to reduce equivocality
through these means.
Last but not least, there are structurational theorists who argue that groups and organizations
create structures, which can be interpreted as an organization’s rules and resources. These
structures, in turn, create social systems in an organization. Structurational theorists argue that
groups and organizations achieve a life of their own because of the way their members utilize
their structures. Power structures guide the decision making taking place in groups and
organizations.
1.2.3 Conceptual review
The study will be based effective communication as the independent variable and performance as
the dependent variable with dimensions of time cost and quality (workmanship). Effective
communication involves both sending and receiving messages, which involves ensuring timely
and appropriate generation, collection, dissemination, storage and ultimate deposition of project
information (Project Management Institutes Standards Committee, 1996, pg 103).
There are various ways through which effective communication can be achieved. For instance in
construction, it be achieved through oral instructions, written instructions, drawn details, letters,
symbols, and signposts (J. T. Butler, 1982). These mentioned generic forms of communication
assists personnel in an organization or construction industry to send and receive information.
Therefore, effective communication is by large a tool used to express facts, ideas and opinion
between individuals for good relations.
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According to the annual report 2005/2006 of the Construction Industry Development Board
(CIDB) in South Africa, performance is measured interms of contracts completed within budget,
time and degree of client satisfaction (Workmanship). Construction projects are complex and
risky, requiring the active participation of all parties involved. Co-operation and co-ordination of
activities through interpersonal and group communication are essential in ensuring the project is
completed successfully (http://en.wikipedia.org/wiki/Communication).
Poor communication, lack of consultation and inadequate feedback are to be found as the root
cause of defects in many constructed works. Poor co-ordination and communication of design
information lead to design problems that cause design errors. Given that construction is such a
fragmented, dynamic and disparate sector, the challenges of communicating effectively are
greater than in most other production environments. Contractually driven relationships, conflict
and a lack of mutual respect and trust, all combine to hinder open communication and render the
role of the project manager extremely demanding and problematic. Nevertheless, addressing
communication in the industry can be seen as a principal towards enabling and improving the
industry in the future.
A research by J. Katende et al. 2008 cites lack of coordination as on the factors hindering
construction growth in Uganda. This fact is further affirmed by J. Onen el al. 2009 in which poor
coordination and poor relationship with employees are cited as factors hindering the growth and
competitiveness of Local Contractors in Uganda. All these are key ingredients of effective
communication that must properly be addressed if high level performance level is to be achieved.
1.2.4 Contextual review
Whereas effective communication has been emphasized as one of the tools in enhancing service
delivery for a given construction project, the trend today in Uganda is has taken the opposite
direction.
In light of the above perceptions on effective communication, it is assumed that every party on a
construction project ought to communicate irrespective of their positions that is – individual
being the information transmitter or receiver. In a nutshell, most professions acknowledge
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communication as a vital central tool through which information can be delivered to the rightful
recipients in an organization.
Indeed, through effective communication, the workers especially in construction industry find it
easy and are highly productive to work together and this ensures that the product is completed in
the specified time, cost and quality. For example, instruction and orders are carried out as
expected once they are well understood and acted upon rightly. Hence, the working day of every
individual is characterized by continuous flow of information through orders, requests, directives
and conversation. Short of the mentioned forms of communication, it would be difficult to
complete the assigned task within the stipulated time frame.
Failure to realize the completion of a project in its specified time, at the estimated cost with the
utmost quality definitely means poor project performance. This research therefore will assess the
impact of lack of effective communication during construction process and recommend a way
forward for different stakeholders normary involved in the construction process.
1.3 Statement of the problem
There is evidence that effective communication has not been given enough attention by stake
holders in the construction industry in Uganda and in particular those involved on a particular
project (J. Katende el al. 2008 & Onen el al. 2009). This has created many loopholes in
information dissemination and has undermined performance of construction projects. If this
trend is not reversed, it likely to continuously reduce on service delivery (performance) and this
hinders the growth and development of the construction industry in Uganda. It is from such
backdrop, that the intended study will aim at assessing the impact of effective communication in
a construction project. This thesis accounts for the merits of effective communication so as to
bridge the gap created by ineffective communication in construction projects.
1.4 General objectives of the study
The major objective of the intended study is to identify how effective communication impacts on
performance in executing a construction project.
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1.5 Specific objectives
In order to achieve the above mentioned objective, the study will;
1. Examines whether there is a relationship between effective communication and timely
completion of projects
2. Assess the impact of effective communication on the overall cost of the project
3. Assess the impact of effective communication on the workmanship of a construction
project.
4. Analyses and draws recommendations and conclusions on the impact of effective
communication on the general performance of a construction project, drawing on the case
study findings.
1.6 Research questions
1. What are the common forms of communications commonly in execution of a
construction project?
2. What is the relationship between effective communication and timely completion of a
construction project?
3. What is the impact of effective communication on the overall cost of a construction
project?
4. What is the impact of effective communication on the workmanship/quality of a
construction project?
1.7 Hypotheses of the research
1. There is a relationship between communication and timely completion of the project
2. Effective communication has a great impact on the overall project cost
3. Effective communication has a great impact on the workmanship of a construction
project.
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1.8 Conceptual framework
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Independent Variables
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Dependent Variables
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Effective communication The sender The receiver The message The medium Feed back
Project Performance Timely Completion Completion with in estimated cost Quality of the product/Workmanship
Intervening Variables
Source: Adopted from R. Burke 2003, J.T Butler 1983, but modified by the researcher
1.9 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 stakeholders especially those involved at the
supervisory level of construction work. The project will also illustrate how ineffective communication
negatively affects project performance based on the facts gathered. In addition, the intended project
will be useful in the management of construction companies and their professional status since some of
the stakeholders on a construction projects hardly offer attention to communication. Whereas previous
studies have done little in attempting to make these stakeholders understand the impact of effective
communication on the general performance of the Project, it is from such background that the intended
study seeks identify and recommend the relevance nexus the merits of effective communication in a
construction industry.
1.10 Justification of the study
Most stake holders on a construction projects do not give due attention to communication. Previous
studies have done little in attempting to make these stake holders understand the impact of effective
communication on the general performance of the Project. The research therefore seeks to put forth
general solutions to the impact of ineffective communication and made known to all stake holders
1.11 Scope of the study
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Variations/ChangesConflicting parties
Legal framework Misunderstanding Geographical location
The study will examine the efficiency and effectiveness of communication as an aid to construction
project performance in Uganda but with a special attention given to a few construction sites within the
regions of Kampala and Wakiso Districts. This is because these two Districts house most of the large
and medium construction firms in the Country.
1.12 Operation definitions
The key concepts in this research include; effective communication which is the independent variable,
and performance the dependent variable with dimensions of time cost and quality/workmanship.
For the purpose of this research, effective communication will mean an exchange of information
between different parties on a construction project. On the other hand, performance will be regarded as
having been able to accomplish project objectives within a stipulated time and cost while meeting the
required standards.
References
1. A Study into the Factors hindering development of the construction industry in Uganda. Jack
Katende1, Henry Alinaitwe, Dan Tindiwensi
2. An Analysis of the Competitiveness of Local Construction Contractors in Uganda Samson. J
Ocen1, Henry Alinaitwe2, Dan Tindiwensi
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3. Project Management for Construction Fundamental Concepts for Owners, Engineers, Architects
and Builders by Chris Hendrickson, Department of Civil and Environmental Engineering,
Carnegie Mellon University, Pittsburgh, PA l52l3 Copyright C. Hendrickson 1998
4. Project Management , planning and control Techniques, fourth Edition, Rory Burke 2003
5. Management principles and Guidelines, Thomas N. Duening, J.M Ivancevich Third Edition,
2003
6. Elements of Administration for Building Students, Third Edition John Butler 1983
7. Kearsley, G. (1999). Cognitive dissonance. Theory into Practice (TIP) Database [online]
Available: http://www.gwu.edu/~tip/festinge
1. Construction industry standardization and effective communication Kotzé BG1, Verster JJP2
and Berry FH3 1. Department of Quantity
Surveying and Construction
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