To:
Construction Managers
From: James Trickle, Irrigation Specialist
Re:
Client Communications
One of our top concerns is how our clients perceive
our company. However, sometimes presenting a well-defined picture of our company
is hard to do, especially when there are numerous contractors and subcontractors
involved.
One recent situation is with Irrigation Client (IC). IC is
concerned with the progression of our current project and for this reason
he has been checking in with each of you on a daily basis. Because you are
all doing your jobs, you don't always know what the other contractors
are doing.
This creates a problem in that you're each giving the
client a different report, and he is coming away confused. He then contacts
me (several times a day) to discuss the perceived discrepancies in your reports.
I explain the differences and straighten out the situation, but it's
taking up a lot of my time, as I am sure these contacts are taking up a lot
of your time.
In the future, if IC contacts you for updates on the
project, please direct him to me. I will answer his questions and provide
updates based on the updates that you give to me.
If you have any questions
please feel free to call me at 555-123-3456. Please also use that number to
refer IC to me.
Finally, please sign this memo and return it to me
by Friday so that I know you've seen it.
Regards,
James Trickle
"There
is always something that needs to be put into writing," says Terry Podmore.
He is an irrigation and drainage specialist.
"From preparing proposals
with consulting firms to presenting plans for working with contractors and
then rewriting those proposals and plans after modifications to a job are
decided on, there is always something that needs to be done. Plan changes
are frequently discussed orally, then confirmed in writing."