Chapter 1 Introduction

CHAPTER 1 – INTRODUCTION

1.1 Background

The word "communication" comes from Latin: communicare (make together)

(Ruuska, 1996). Communication is an activity of conveying information through the
exchange of thoughts, messages, or information, by speech, visuals, signals, writing,
or behaviour. Effective communication should generate the desired effect and
maintain the effect, with the potential to increase the effect of the message.
Therefore, effective communication serves the purpose for which it was planned or
designed. Possible purposes might be to elicit change, generate action, create
understanding, inform or communicate a certain idea or point of view. When the
desired effect is not achieved, factors such as barriers to communication are explored
with the intention being to discover how the communication has been ineffective.
Barriers to effective communication can distort the message and intention of the
message being conveyed which may result in failure of the communication process
or an effect that is undesirable. These include filtering; selective perception;
information overload; emotions; language; silence; communication apprehension;
and, gender differences (Fiske, 1990).

The global construction industry is changing in response to new or improved systems

of management, new technologies, and, the need to expand and diversify. According
to Kajewski and Weippert (2004) the construction industry has for long been
categorised as an information-intensive industry. As a result, improved information
sharing; increased use of innovative information and communication technology
tools; and, internet-based construction project management (ICPM) systems are
being recognised by many members in the industry as a potential solution to ensure
large improvements in the communication efficiency, productivity and overall
industrial quality (Weippert, Paul 2003). The relationship between the elements that
make up the process associated with construction industry depends on the client
requirements and the selected procurement method for the delivery of the projects;
and, selection of the appropriate systems and organisation structure (Mawhinney,

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2001). Procurement of large scale construction projects utilising resources from

different stakeholders requires a high degree of co-ordination and effective
communication (Langford and Rowland, 1995). Developing effective strategies for
construction projects requires knowledge and expertise in effective communication
to work. Ruuska (1996) stressed that communication cannot be studied separately if
it is involved in all the human activities. Interaction and relationships between people
are much more complicated in projects which operate in a dynamic and continuously
changing environment (Ruuska, 1996).

Project-oriented communication is a process, required to ensure timely and

appropriate generation, collection, dissemination, storage, and, ultimate disposition
of project information (Project management institute standards committee,
1996).According to Jennifer and Andrew (2007), project managers spend about
ninety percent of their time for communication. Therefore, communication would be
the most important skill for the project managers. Also, Ruuska (1996, p.68) stated,

“Projects also operate in a dynamic, continuously changing environment

where interaction and relationships between people are much more
complicated than in the stable functional organisation. The basic problem is
the lack of horizontal communication channels which makes the free
information exchange difficult, especially on the lower levels of organisation.
To avoid this problem different type of organisational structure or project-
oriented information systems are needed. As projects get larger and more
complex, communication and coordination become more and more difficult
and yet more vital to the success of a project.”

According to PMI (2004), project managers spend so much of their time invested in
communications and projects get larger and more complex, it is essential for them to
provide adequate planning for communication. The project communication plan can
be formal or informal, highly detailed or broadly framed, and based on the needs of
the particular project. The communication planning process determines the
information and communications needs of the stakeholders: who needs what
information; when they will need it; how it will be given to them; and, by whom
based on project condition (PMI, 2004). Roman (2006, p.01) mentioned,

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“Even though you may have identified and analysed your stakeholders and
determined the most effective communications vehicles without a well
developed and implemented communication plan, you may have a recipe for
disaster.”
Therefore, project managers strive to flow up a project communication plan to reduce
the communication uncertainties that can be occurred.

Even though there are number of project communication plans can be seen in the
construction industry, it is difficult to find proper project communication plan for
projects in Sri Lankan construction industry. Delays, mistakes, difficulties in facing
changes, and loss of profit are some of negative consequences come across by Sri
Lankan project managers who work without proper project communication plan.
Poor communication crops up because most projects participants seldom share the
complete or required knowledge of the project they are involved in. Providing a
solution to this, Hedgebeth (2007) made an impressive contribution to the gap by
contending that knowledge sharing technologies would go a long way to check poor
communication. Further, Hedgebeth (2007) argued that knowledge sharing
technologies can add great value to enterprises, especially when the tools are used as
knowledge management enablers.

Aforementioned literature emphasised the importance of a communication plan.

Moreover, it highlights that, an effective project communication plan is an essential
requirement for successful project delivery in construction industry though its’
implementation is infancy due to unavailability of proper project communication
plan. This is relatively an under-researched area in construction field and new to Sri
Lankan construction industry. Thus, this research anticipates filling the research gap
through exploring existing project communication processes of construction project
in Sri Lanka and, developing an effective project communication plan to evaluate
communication uncertainties of construction projects in Sri Lanka.

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1.2 Research Problem

The research questions arose as “what is the existing the communication processes?”;
what are the project communication barriers and strategies adopted at project level,
by project managers and project teams?” in Sri Lanka through the background study.
The aim of this research was to propose an effective project communication plan for
project managers in Sri Lankan construction industry by studying the existing
construction project communication processes to help the construction industry to
enhance production and timely completion of projects.

1.3 Objectives

 To develop an effective communication plan for construction project

managers to enhance project communication.

 To investigate the current communication processes in construction projects

in Sri Lanka

 To identify communication barriers and impacts of communication barriers

on construction projects.

 To identify effective strategies adopt to overcome communication barriers

and extent those are employed at project level.

1.4 Methodology

A comprehensive literature survey was carried out to explore the theoretical status
and research issues. The literature survey mainly addressed the communication
systems in construction industry at project level. Descriptive survey was conducted
to identify the factor affecting existing project communication process,
communication barriers and project level strategies employed to overcome barriers in
current practice. Structured questionnaire was the data collection technique of

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thisstudy.Sampleof35executive level construction professional was obtained across

civil engineering, infrastructure and building projects in order to get their
perspectives on current project level communication. Mean rand and standard
deviation was used to analyse the data.

1.5 Scope and Limitations

The scope of the research was investigation PM and equivalent related to

construction industry. The research was limited to four numbers including client,
consultant and contractor and one design and construction organisation in Sri
Lankan construction industry.

1.6 Main Findings

Effective communication is evident particularly in projects where cultural values and

attitudes influence the way project participants behave and communicate. The
outcomes of the questionnaire survey, Two-way communication; technological
transfer; project-type influence; outset plans; flexi form-style; communication in
cultural differences; project-proponent communication; project funding influencing
tools and techniques of communication; effective timelines; communication plan;
communication media; review plan; clarify roles; and, natural culture were identified
as most important actors. The respondents’ perceptions on the impact of barriers to
communication significantly affected on varying capacity and capability, varying
concept of time, poor planning, community interference, and lack necessary skills.
Results showed that mainly six communication strategies adopted to overcome
communication barriers: timely reports; team meetings; delegating responsibilities;
clear communication channels; adjusting and adopting; and, problem solving.

The findings of this investigation into the impact of communication on construction

project management systems in Sri Lanka found the link between the business
strategy and the communication strategy. The research findings highlighted that an

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organisation must have a global perspective and willing to be modify communication

strategies that are appropriate within the context of construction.

1.7 Structure of the Report

Chapter 1 – Introduction

Chapter 1 of this report introduces broader research area and identifies research
problem with aim, objectives, methodology, scope and limitations of this study.
Finally, Chapter 1 highlights the main findings and the structure of the report.

Chapter 2 – Literature synthesis

Chapter 2 discusses the theoretical status and research issues through comprehensive
literature review and synthesis in order to understand and establish the significance
of research problem

Chapter 3 – Research methodology

Chapter 3 presents the research approach and research process used in this research
study.

Chapter 4 – Analysis and discussion of results

Chapter 4 presents and discusses the research findings from the study.

Chapter 5 – Conclusions and recommendations

Chapter 5 draws conclusions of the research with respect to the research issues to be
addressed and explain practical implications of the research, limitations and
opportunities available for further research under this area of study.

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1.8 Summary

This chapter presented broader research area of this study and identified research
problem with aim, problem definition, objectives, methodology and scope and
limitations of this study. Finally, main findings were summarised and the structure of
the report was described. The next chapter explores the theoretical status and
research issues through comprehensive literature review and synthesis.

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