At Keith Construction, we know that building a home or undergoing a renovation is one of the biggest investments our clients make. Maintaining transparency and clear communication is essential for a smooth, enjoyable process. Our team has refined a structured communication approach to keep clients updated, involved, and fully informed from start to finish. Here’s how we ensure you stay in the loop every step of the way.
1. Leveraging Technology with Buildertrend
We use Buildertrend, a comprehensive project management software, as the foundation for all our project tracking and client communications. Through Buildertrend, clients have access to their project’s timeline, milestones, and important updates in real-time. This platform allows us to:
- Track progress: Clients can see which tasks are completed and what’s up next, providing peace of mind that the project is moving forward as planned.
- Manage selections: Buildertrend gives clients a place to view and approve selection items, from finishes to fixtures, making the decision-making process organized and accessible.
- Communicate seamlessly: Clients can easily message us directly in the app for quick updates or questions, and our team can upload photos, documents, and other key information.
With Buildertrend, transparency is literally at our clients’ fingertips.
2. Biweekly Client Meetings
While Buildertrend is a powerful tool for keeping clients up-to-date, we also prioritize face-to-face communication. We aim to hold biweekly meetings with our clients to go over the latest updates, discuss any concerns, and make sure everyone is on the same page. These meetings provide a dedicated time to:
- Review recent work: We walk through completed work to date, noting any adjustments or fine-tuning needed.
- Discuss upcoming tasks: By reviewing the next steps, clients have a clear understanding of the project’s trajectory.
- Address any changes: Sometimes, new ideas or changes to the project come up; these meetings allow us to adapt promptly and effectively.
If an in-person meeting isn’t possible, we’re happy to hold virtual meetings or phone calls, ensuring flexibility and consistent communication regardless of location.
3. Monthly Project Status Reports
To provide a structured overview of project progress, we prepare monthly status reports summarizing key project details. These reports include:
- Updated schedules: Clients can see a snapshot of the current timeline and any adjustments that have been made.
- Selection item deadlines: We include reminders for any upcoming decisions or approvals needed to keep the project on track.
- Change orders: Any changes in the scope of work are documented here to ensure clarity around modifications and costs.
- Noteworthy items: If there are any project-specific notes or updates, we include those to keep our clients fully in the loop.
These monthly reports provide a higher-level view of the project’s progress and reinforce that we’re aligned with our clients’ expectations and schedules.
4. Documenting Meeting Minutes for Clarity and Accountability
One of the keys to staying organized and on schedule is our practice of documenting meeting minutes after every client interaction. By creating a written summary of each meeting, we:
- Record decisions and updates: Meeting minutes allow us to document key decisions made, such as material selections or adjustments to project plans.
- Ensure accountability: Both our team and our clients can review the minutes to verify that everyone is clear on next steps and responsibilities.
- Keep the project on track: Detailed notes help prevent miscommunications and allow us to follow up on any pending action items promptly.
Meeting minutes serve as a record of progress and a way to avoid misunderstandings, fostering a trusting relationship between our team and our clients.
5. A Commitment to Open Communication
Finally, our team understands the importance of being available and approachable. Construction projects are complex, and questions or concerns may arise at any time. That’s why we maintain an open-door policy, encouraging clients to reach out whenever needed. Whether through Buildertrend, email, phone calls, or meetings, we’re dedicated to making sure clients feel comfortable and informed throughout the process.
Trust and Transparency for a Successful Build
By combining advanced tools like Buildertrend with regular updates, detailed reports, and open communication, we work hard to ensure every client feels connected to their project. At Keith Construction, transparency is not just a part of our process—it’s the foundation of every build. We’re committed to making your construction journey as smooth, organized, and enjoyable as possible, from the initial plans to the final walkthrough.