Whenever you work with contractors, you need to be able to communicate with them. Communication will be key in your relationship as it will allow you to focus on the work you hired a contractor for, and you can rest easy knowing that you will be kept informed.
But while communicating with a contractor over the phone or in person can be very simple, what if you need to send files back and forth? Well, file-based communication can be a big problem if done improperly and can lead to frustration, confusion, delays and more problems that could only be solved if you had some communication tips.
Hopefully, this article will give you lots of tips you can use! So start reading and you will have a much better relationship with your contractor!
1. Find out which files you need to send before you need them too
We often don't think about sending files back and forth from our contractor until they make a request, so instead of being surprised, you can get out in front of the problem. Talk to your contractor and ask what type of file they might need if they need to communicate with you, and keep that type of file in mind.
While many file conversions maintain the same formatting, some may require a bit of post-conversion editing to ensure all information is readable to the contractor, so don't be afraid to do some research on this so your contractor can get it open. the file and have all the necessary information without any major problems.
2. Keep original and converted files
George Bernard Shaw said, “The biggest problem in communication is the illusion that it has occurred,” and this can be one of the biggest problems in construction communication. If you and your contractor aren't sure you've discussed something, it can lead to anger and disappointment.
Therefore, whenever you convert files or send them to your contractor, make sure you not only have the file attachments emailed to you, but also the original files. Keep them stored in case a problem occurs.
Additionally, if you converted the files, you should keep both the original and converted copies and also try to get some confirmation that your files were received.
Converting one file type to another, for example PDF to JPG
Fortunately, if you need to convert files to make them easier for your contractor to open, there are many online file converters that take one file type and transform it into another type. From a Word document to a Google document or a high-quality PDF to JPG converter, you will be able to find almost any file type conversion online.
There are many different ways to convert files, so no matter what file you have or what file your contractor needs, you can do the conversion! Additionally, after the files are converted, if you notice that something needs to be adjusted in your PDFs before sending them forward, having access to a free PDF editor can be incredibly convenient.
3. Talk to your contractor early in the process
Finally, don't be afraid to communicate about potential file needs early in the process, because you never know what your contractor will need from you. If your contractor needs a certain type of file, you'll need to provide it so the lines of communication don't break down.
Once you have your file needs resolved, you won't have to worry about miscommunications that can cause major headaches in your construction project.
