Construction projects have varied demands for expertise depending on what, exactly, needs to get done. Assembling the right team for the job looks slightly different every time—hence why subcontractors play such a prominent role in this industry. And while subcontractors are a convenient solution for ever-evolving needs, it can still be tricky to seamlessly integrate them with your team. 

Recently, we talked with Builders Mutual Senior Risk Management Consultant Andrew Walters; Chris Velez, the VP of Field Operations at Casey Construction in Gathersburg, Maryland; and Casey Construction’s Safety Director, Karen Brioso about how to successfully collaborate with subcontractors. 

Before the Work: How to Choose the Right Subcontractor

Just like any profession, available subcontractors have a range of experience. Some are new to their profession and eager to prove themselves. Others have been perfecting their craft for years, often owning their own independent businesses. Both can come in handy, depending on your project’s scale, budget, and needs. 

No matter the project, choosing a subcontractor is a mission-critical decision. Official titles aside,  subcontractors still represent your team. Bringing on the right ones will help you uphold high levels of safety, quality, and efficiency. As you look for the right fit, be sure to:

  • Do your due diligence: Just because a subcontractor might only be supporting your team temporarily doesn’t mean you don’t need to do your homework before you hire. Look up their OSHA history to see if they’ve had any prior citations, conduct an in-person interview, and ask questions about their experience, results, and references. You don’t need to disqualify potential collaborators for a past citation, but having them answer to what happened and why can give you the confidence needed to move forward.
  • Swap necessary paperwork: If you’re working with subcontractors the right way, there’s a lot of paperwork involved. During initial in-person meetings, be sure to gather their OSHA documentation, financial records, and licenses. Then, supply them with what they’ll need to understand your workflow and expectations, including any pertinent safety manuals and a copy of your master subcontractor agreement.
  • Check references:  Not having any references––or having references that speak poorly of a subcontractor––is a red flag. Use any provided references as a way to double-check your gut feelings and get real-life feedback from the field. 
  • Ensure independent insurance coverage: If it’s your job-site, you’ll always share in liability. For every incident that occurs, OSHA has the right to write a citation to different parties. For this reason, it’s important to make sure you have the necessary insurance coverage. But it’s also imperative to understand your subcontractors’ coverage too. Getting into the nitty gritty before anyone gets to work helps to ensure that whatever comes up is handled as professionally, effectively, and quickly as possible. Who’s covering what workers comp and when?

During the Work: How to Collaborate With Subcontractors

Working alongside subcontractors is critical to getting the job done. Still, there are hurdles in safety, communication, and team alignment that play a key role in making sure you’re not just getting the job done, you’re getting it done right. As you work together, here are some tips for maximizing success: 

  • Set expectations early: The clearer everyone is on expectations, the better. To eliminate room for errors and misunderstandings, be clear about what subcontractors can expect, from project kickoff to completion. This should include talking through job-site norms and procedures, setting expectations around timelines and compensation, and being sure the subcontractor knows who their main point of contact should be on a day-to-day basis.

  • Bring teams together ASAP: Too often, subcontractors will meet the team for the first time during their first day on the job. This can lead to a breakdown in communication resulting from team members not knowing each other’s faces or roles in the field. Get ahead of this by bringing the team together before projects kickoff to enable clearer communication and streamlined collaboration. 
  • Communicate openly and frequently: There’s no such thing as over-communicating in construction, especially after you’ve brought in subcontractors. If something’s working, offer up positive reinforcement. If expectations aren’t being met or safety’s being compromised, let subcontractors know quickly and directly. 
  • Provide necessary PPE: PPE is such an imperative part of job-site safety, you don’t want to leave it to chance. Supplying the PPE can bring you peace of mind that subcontractors are operating as safely as possible. 
  • Perform a joint JHA: Walking the job-site together with your contractor is a great way to ensure they’ve got their bearings when they get to work. Take that a step further and do a job-hazard analysis together to bring awareness to the biggest risks they’ll be facing. 
  • Review projects as partners: Smart contractors learn from every job, big or small. Reflect on each project with your subcontractors to evaluate what could have gone better so you can take on the next one with clarity and shared priorities. 
  • Keep nurturing relationships: Finding a high-quality, trustworthy subcontractor can feel a bit like finding a needle in a haystack. Once you’ve had a positive experience with a subcontractor, nurture your working relationship, even during time periods when you’re not collaborating. Consider periodically calling, emailing, and checking on their business to demonstrate you value them and will continue to bring them on as relevant needs arise. 

However you choose to assemble and lead your team, we’re here to help. We’re always available to discuss subcontractor working agreements and uncover ways to minimize risks while maximizing efficiencies. Contact your Risk Management Consultant today to learn more about how we can partner together to make subcontractors a safe competitive advantage for your business. Additionally, you can listen to our full conversation around this topic and others on our podcast, Building Progress.