Communication Bridge: Secrets of Productive Communication with Contractors at Every Stage

From Selection to Project Completion: Why a Communication System is Needed

Interacting with contractors is one of the most complex processes in HSE management. The speaker explains why communication must permeate all stages of working with a contractor, from their selection to the year-end review. The presentation details the experience of building a multi-level system of meetings and conferences, which allows not only monitoring compliance with requirements but also engaging contractor management in the risk management process.

Stage 1: Assessing Engagement at the Start

The first step in building communication is an interview with the head of the contracting organization. The speaker demonstrates by example that even if a company has successfully passed a field audit, the low engagement of its leader in safety issues can become a critical risk factor. During the interview, a digitized checklist is used to assess the understanding of goals, control methods, and incident investigation. The resulting score serves as an indicator for choosing the strategy for further interaction.

Stage 2: Mobilization and Induction Training

To avoid situations where a contractor claims ignorance of the requirements, a kick-off meeting is held. Safety rules, requirements for transport, lifting equipment, and permit-to-work procedures are discussed in detail. This is followed by induction training for all contractor employees, where the company's values and development tools are communicated. The volume of information is adapted depending on the target audience: managers, engineering and technical personnel, or workers.

Stage 3: Multi-Level Meeting System During Operations

To maintain constant control and prompt response to violations, a system of regular meetings has been implemented:

• Pre-shift meetings: Held daily by contractor project managers. The client acts as an observer, monitoring the communication of information about violations, work stoppages, and permit-to-work measures.
• Daily conference calls: Short 15-minute meetings with project managers to discuss current violations and incidents.
• Weekly headquarters and individual meetings: At the headquarters, the dynamics of contractor assessments and systemic violations are analyzed. Individual meetings involving general directors are held with problematic contractors to develop corrective actions.
• Monthly Project Days and Safety Days: Summarizing the month, analyzing statistics and systemic non-conformities. On Safety Days, contractors independently report on resolving problems and propose solutions.

Stage 4: Annual Round Table

The final element of the system is the annual "Client-Contractor" round table. This is a forum for generating ideas and open dialogue, where participants in mixed groups discuss problems and propose solutions. The speaker notes that it is at this event that maximum openness and constructive feedback are achieved.

What you will learn from this webinar:

• How to assess the engagement of the contractor's manager at the selection stage?
• What tools to use to communicate safety requirements to all levels of contractor personnel?
• How to build a system of regular meetings without excessive bureaucracy and time loss?
• How to motivate problematic contractors to improve safety performance?
• How to organize effective feedback and idea generation together with contractors?