Best Practices in Working with Contractors: Ensuring Smooth Project Completion and Success

Based on ongoing experiences of nearly 40 years, both as a client seeking contractors and as a provider of 'deliverables,' this article compiles some key practices to follow when working with contractors. These guidelines aim to ensure that projects are not only completed efficiently but also with maximum satisfaction from all parties involved.

Understanding the Two Types of Contractors

Contractors typically show up in two primary ways: project-driven and role-driven. For project-driven contractors, the work is often more discrete, with defined starting and ending points. This type of contractor may be needed for a day, a week, a month, or even a year, focusing on delivering specific 'deliverables' with defined objectives. In contrast, role-driven contractors work more like ongoing vendors, providing a continuous service that may resemble an employment relationship.

A Clear Scope of Work

The success of a project-driven contractor largely hinges on having a well-thought-out, detailed, supported, and managed scope of work. A clear scope of work is essential for defining what is being purchased and how it should be delivered, including coordination, timing, and other critical details. This helps both parties understand the project’s boundaries and expectations from the outset.

Well-Defined Roles with KPIs

For role-driven contractors, the key factor is having a well-defined role with Key Performance Indicators (KPIs), which specify what is to be bought and paid for in the contractor-client relationship. Clarifying these KPIs ensures that both parties have a clear understanding of the expectations and performance criteria, leading to greater accountability and successful project outcomes.

Preventing Common Client Pitfalls

To avoid becoming the "Client from Hell," which is a term coined by experienced contractors, it is crucial to maintain professional communication, clear direction, and timely payments. Clients who are notoriously difficult to manage can cause significant delays and cost overruns, not to mention the stress and frustration involved for everyone. As a client, strive to be informed, proactive, and supportive.

Avoid the trap of being an "amateur" as well. If you're not well-versed in working with contractors, it's beneficial to engage professionals who specialize in this area. The 'Expert Nation' platform, founded in 1985 with a broad network of subject matter experts, can offer valuable assistance. This platform specializes in helping clients find and manage reliable contractors, handling everything from scope of work definition to invoicing. Engaging such services can save you both time and hassle.

Ensuring Contractor Reliability and Safety

Alongside the contractual agreements, it is crucial to safeguard yourself and your property. Require contractors to provide their WSIB (Workplace Safety and Insurance Board) workman's compensation certificate and a certificate of insurance. These documents provide critical protection, ensuring that if any accidents occur on your property, you are covered legally and financially.

Conclusion

By following these best practices, clients can ensure smoother project execution, avoid delays, and maintain a harmonious and professional working relationship with their contractors. Both parties stand to gain from clear communication, detailed planning, and professionalism in all dealings.

Keyword: contractor management, project planning, scope of work