7 critical errors to avoid in contractor and machinery mobilisation

In the fast-paced world of construction and project management, mobilising contractors and machinery efficiently and safely is crucial. However, many principal contractors stumble upon common pitfalls that can lead to delays, increased costs and safety hazards. To help you navigate these challenges, we've identified seven critical errors to avoid when mobilising contractors and machinery in this article.

Mistake #1 - using manual processes

Manual processes can be a significant bottleneck in managing contractors and machinery. They are often inefficient and time-consuming, leading to delays and increased operational costs. The risk of human error is also heightened with manual data entry and tracking, which can result in miscommunication and inaccuracies. Manual processes also lack real-time data, creating challenges when making informed decisions promptly. As projects grow, these processes become even harder to scale, limiting your ability to manage larger, more complex projects, more contractors and larger fleets of machinery. Additionally, manual methods hinder collaboration, as they often involve isolated, siloed information.

Solutions to avoid these issues include:

• Implementing technological solutions to reduce manual labour
• Automating processes where possible to reduce inefficiencies

Mistake #2 - inadequate prequalification and onboarding processes

An inadequate prequalification and onboarding process can start off a project in an inconsistent manner and increase the risk of unskilled or unqualified contractors working on site. This can not only threaten project timelines but also compromise site safety. Contractors who are not properly vetted or onboarded may lack the necessary skills and understanding of site-specific safety protocols, increasing the risk of incidents occurring.

Solutions that can prevent unsafe contractors working on your site include:

• Implementing thorough and consistent prequalification processes
• Developing a comprehensive onboarding program complete with any training and resources contractors may require
• Implementing technological solutions to automate and simplify processes

Mistake #3 - lack of contractor accountability

Without clear accountability, contractors may not fully understand their responsibilities, especially regarding site safety and requirements. This lack of clarity can lead to performance issues and poor compliance with rules and regulations. Without clear expectations for accountability, tracking contractor performance can become challenging, making it difficult to address problems as they arise.

Solutions for improving contractor accountability include:

• Defining clear roles and responsibilities for each contractor prior to their arrival on your site
• Establishing performance metrics for each contractor on the project
• Regularly checking in on contractor performance at set intervals

Mistake #4 - inconsistent documentation

Inconsistent documentation can be a major issue when utilising contractors from many different companies as they all have their own documentation and documentation processes which can vary significantly. It can create ambiguity around contractor compliance and increase administrative workloads. Without standardised processes, it can become challenging to maintain accurate records, which are crucial for audits and regulatory compliance.

Solutions for ensuring consistent contractor documentation include:

• Standardising documentation and processes for all contractors on your project to use
• Utilising digital document management tools to streamline documentation processes and ensure all contractor documentation is the same

Mistake #5 - lack of contractor visibility throughout the project

A lack of visibility into contractor activities, as well as the safety and compliance statuses of themselves and their machines, can make it difficult to monitor progress and ensure the project stays on track. This lack of clarity can lead to coordination and communication challenges, impacting the success of quality control processes and ultimately, the success of the project.

Solutions for reducing these issues on your site include:

• Implementing project management software that provides real time updates
• Establishing regular reporting and communication processes with all contractors

Mistake #6 - contractor non-compliance with regulatory requirements

Non-compliance with regulatory requirements can pose significant safety risks and lead to severe consequences, including financial penalties, prosecution and damage to your business's reputation. Ensuring that all contractors comply with relevant regulations is essential to maintaining a safe and legally compliant work environment.

Solutions for helping to ensure contractor compliance include:

• Communicating compliance requirements to contractors before allowing them on site
• Conducting regular audits on contractor safety and compliance throughout the project

Mistake #7 - allowing unsafe machinery on site

Machines can be valuable tools for improving efficiency on site, however, they are inherently dangerous. Using unsafe machinery can dramatically increase the risk of incidents, injuries or even fatalities on site. This not only poses legal risks but can also result in project delays and increased costs due to downtime.

Solutions for preventing unsafe machinery from being used on your site include:

• Ensuring a machinery risk assessment has been conducted prior to the project
• Ensuring servicing and maintenance on machine is up to date
• Checking safety and compliance of machine as part of the contractor onboarding process

Want to learn more about these seven critical errors?

Register for our upcoming webinar, 7 critical errors to avoid in contractor and machinery mobilisation. As a thanks for attending, you’ll gain access to a comprehensive guide complete with strategies to implement to prevent these mistakes from causing problems on your site.

Disclaimer: This information is intended to provide general information on the subject matter. This is not intended as legal or expert advice for your specific situation. You should seek professional advice before acting or relying on the content of this information.

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About the Author

Matthew Turner is Managing Director of Ideagen Plant Assessor. Matt has been a part of Ideagen Plant Assessor since 2008, having gained a deep understanding of workplace health and safety management and behavioural safety management through his extensive experience in the industrial, manufacturing and distribution industries. Read More.