6 Tips for Better Communication with Your Suppliers

In construction, communication isn’t a side task — it’s the framework that holds a project together. Poor communication leads to delays, cost overruns, and safety risks. Clear, consistent communication keeps jobs on track.

Here are six practical steps, based on decades of industry experience, to make communication with your suppliers more effective.

1. Speak Clearly — No Assumptions

Clarity prevents mistakes downstream. If you call in “an early pour,” one crew may think 6:30 am while another assumes 8:00 am. Be precise: “Trucks on site at 7:00 am, discharge complete by 10:00 am.”

What to do:

• Use spec sheets or submittal numbers instead of shorthand like “regular footing mix.”
• Provide sequencing instructions if multiple placements are planned.
• Put site access directions in writing — don’t leave it to interpretation.

The Construction Industry Institute has shown that unclear communication is one of the leading causes of rework — and rework is one of the fastest ways to lose margin.

2. Always Name a Contact — And a Backup

On a busy project, nothing wastes time like everyone wondering who can make the call. Start with a contact sheet that lists:

• Primary contact with decision-making authority.
• Backup contact who can act immediately if the primary is unavailable.
• Supplier numbers for dispatch, accounting, and plant managers for off-hours.

When decisions stall, schedules unravel. Even a two-hour delay in concrete delivery can throw off inspections, pumps, and downstream trades. A backup with authority prevents those ripple effects.

3. Set the Ground Rules Early

This step isn’t about formality — it’s about predictability. Decide together, before the first load is batched:

• How often updates will be shared.
• Which channels to use — text for quick field changes, email for approvals, software for logs.
• Standard contact hours and after-hours protocol.
• Minimum notice for cancellations or reschedules.

Think of these as “rules of engagement.” Without them, each side defaults to assumptions, and that’s when deliveries get missed and schedules slip.

4. Share Site Challenges Up Front

Suppliers can only plan around what they know. Provide access codes, staging diagrams, restrictions (such as HOA rules or municipal ordinances), and physical limitations (low wires, tight turns, or narrow entrances).

One missed detail can halt deliveries for the day. Trucks can’t sit at the gate while someone scrambles for clearance, and crews can’t pour if equipment can’t access the site. Sharing challenges up front saves wasted time and material.

5. If It Isn’t Written Down, It Didn’t Happen

Verbal agreements disappear under pressure. Make documentation part of your process:

• After every call, send a quick email confirming mix, yardage, time, and who approved it.
• Track schedule or mix changes in a shared log or platform.
• Keep approvals stored where both teams can access them.

This isn’t busywork — it’s protection. Arcadis reports that disputes in North America average over $42 million and last more than a year, with poor documentation consistently listed as a root cause. A two-line email is far cheaper than a drawn-out dispute.

6. Make Feedback Part of the Process

Communication doesn’t stop when the concrete cures. If something caused a delay, call it out so it doesn’t happen again. If something went right, acknowledge it. Respect builds stronger relationships. According to the  Lean Construction Institute , structured feedback loops improve project performance. More importantly, they build trust — and trust is what keeps multiple projects running smoothly over time.

How to do it:

• Provide field feedback during or immediately after the pour.
• Use project closeouts to review what worked and what didn’t.
• Treat feedback as part of the cycle, not an afterthought.

Bonus Tip: Communicate Before There’s a Problem

Most avoidable issues come down to silence. A 60-second check-in the day before can prevent hours of downtime. Don’t wait until trucks are staged to raise a question. Call ahead, confirm expectations, and keep the pour moving.

The Bottom Line

Communication is the cheapest form of risk management you have. Clear instructions, defined contacts, written records, and steady feedback prevent most of the problems that drain time and budget.

At Concrete Supply Co., we treat communication as part of the product we deliver. Our dispatchers, drivers, plant managers, and account reps are trained to keep you informed so you can keep your job on track.

Looking for a supplier that communicates as well as it delivers? Let’s talk.

Sources and Further Reading

• Concrete Supply Co. – Performance-Based Sustainability
• AGC – Best Practices in Construction Communication
• Construction Executive – Communication Tips for Project Success
• Arcadis – 2023 Annual Construction Disputes Report North America
• Lean Construction Institute – Research on Project Performance and Feedback