What to Expect: Communication Process

Clear and consistent communication is key to a successful construction project. At Kimball Construction, we follow a structured communication process to keep you informed every step of the way. From daily logs to weekly progress meetings, we ensure transparency, accountability, and efficiency.

By understanding how and when communication happens, you’ll always know what to expect. This guide outlines our communication process, including the tools we use, the timing of updates, and who is responsible for keeping the information flowing.

What is the Communication Process?

The communication process is how we share important updates, coordinate project details, and address any questions or concerns. This ensures that every stakeholder stays informed and aligned with the project’s progress.

At Kimball Construction, our communication process includes:

• Daily logs with progress updates and any obstacles
• Weekly site visits for quality control and coordination
• Weekly Progress meetings to discuss key decisions
• Email for sharing documents and additional details
• Text messages for quick, time-sensitive updates
• Phone calls for urgent matters
• BuilderTrend notifications for approvals and documentation

Each method plays a crucial role in keeping your project on track.

When Does the Communication Process Happen?

We believe in proactive communication. That’s why our communication process follows a structured schedule:

• Daily Logs (4–7 p.m.)
  Each evening, team members update BuilderTrend with the day’s progress, including any delays due to weather or unforeseen circumstances. You’ll always know what’s happening on-site.
• Weekly Progress Meetings
  Once the foundation is poured, we hold weekly progress meetings on-site or via Google Meetings. These discussions keep the project moving smoothly, ensuring timely decisions and clarifications.
• As Needed: Emails, Texts, and Calls
  • Emails help us send documents, updates, and important details.
  • Text messages deliver quick, time-sensitive notifications.
  • Phone calls handle urgent issues that require immediate attention.
• Approvals & Documentation (Ongoing)
  Through BuilderTrend, you’ll receive notifications for material selections, change orders, and payment approvals. This keeps everything organized and efficient.

How is the Communication Process Completed?

We make sure that every step of the communication process is clear, efficient, and action-driven. Here’s how we do it:

1. Daily Updates in BuilderTrend
   • Team members enter logs between 4–7 p.m.
   • Notes include progress, delays, or upcoming work.
   • Progress photos of work completed.
   • Clients can access updates anytime.
2. Scheduled Meetings
   • Weekly progress meetings are scheduled to address concerns and discuss key decisions.
   • At the weekly progress meeting, your project manager will ask if you have any questions for feedback. After answering your questions and feedback, the Project Manager will update you on last week’s progress and anticipated work for the following week.
   • These meetings typically last 15-30 minutes.
3. Timely Notifications & Approvals
   • BuilderTrend alerts you when approvals are needed.
   • Quick responses keep the project moving.
4. Multi-Channel Communication
   • Emails, texts, and phone calls ensure quick problem-solving.
   • Clients are encouraged to compile questions for weekly meetings to maximize efficiency.

By following this structured approach, we eliminate confusion and ensure a smooth experience.

Who is in Charge of the Communication Process?

Effective communication requires clear roles and responsibilities. Here’s who handles each part of the communication process:

• Kimball Construction Team
  • Logs daily updates in BuilderTrend.
  • Conducts weekly site visits and progress meetings.
  • Ensures timely responses to emails, texts, and calls.
• Project Manager
  • Oversees communication between all parties.
  • Coordinates site visits and progress meetings.
  • Provides real-time updates when necessary.
• Trade Partners & Subcontractors
  • Report progress and challenges during site visits and meetings.
  • Coordinate directly with the project manager.
• Clients (You!)
  • Review daily logs and BuilderTrend notifications.
  • Compile questions for weekly progress meetings.
  • Approve selections and change orders promptly.

By working together, we ensure a seamless communication process that keeps your project on schedule.

Frequently Asked Questions

1. How will I be updated on my project’s progress?

You’ll receive daily log updates in BuilderTrend and weekly progress meetings. Plus, we use emails, texts, and calls for additional communication.

2. When should I expect to receive updates?

Daily logs are entered between 4–7 p.m. each day. Weekly meetings and site visits provide deeper insights into the project’s progress.

3. What if I have questions between meetings?

We recommend jotting down your questions and bringing them to the weekly progress meetings. This ensures you receive our full attention. However, if something urgent arises, you can always call, text, or email us.

4. How do I approve changes or material selections?

We use BuilderTrend to manage all approvals. You’ll receive a notification when an action is needed, allowing you to review and approve items at your convenience.

5. What happens if there’s a delay in the project?

Delays due to weather or unforeseen issues will be noted in the daily logs. We will discuss any necessary adjustments during our progress meetings.

6. Who do I contact in case of an emergency?

For urgent issues, such as being locked out of the site, please call us directly. For other concerns, email or text is the best way to reach us.

7. Can I request additional updates?

Absolutely! We prioritize transparency, so if you ever need more information, just let us know. We’re happy to provide extra details as needed.

At Kimball Construction, our communication process is designed to keep you informed, involved, and confident in your project’s progress. With structured updates, open lines of communication, and a commitment to transparency, we ensure a smooth and stress-free construction experience.

If you have any questions, feel free to reach out—we’re here to help!