How to Manage Subcontractors and improve Quality Control

Why Managing Subcontractors Is Critical to Project Success

In construction projects, although defects are common problems that need to be dealt with routinely, their nature and type can vary dramatically – as can the point at which they become apparent. This is especially true when quality control procedures in construction are somewhat lacking, and when there’s no clear strategy for how to manage subcontractors effectively from the outset.

At one end of the scale, minor deficiencies can often (but not always) be identified and easily corrected before the project handover. At the other extreme, more significant deficiencies may only make themselves known long after the original work is complete and require extensive and expensive remedial work to fix.

Common Challenges in Subcontractor Management

Large or small, major or minor – the nature of the business means construction defects are common. But who’s to blame for them – roofs that leak, pipes that burst, concrete that is under strength or structurally deficient, for example?

Then there are deviations from plans and specifications – the use of improper materials, failure to follow product installation instructions or not adhering to drawing details clearly outlined in the project’s documentation.

Avoiding the Pitfall of Constant Substitution

Often, the default response for dealing with chronic or repeated issues is to replace the offending personnel or under performing subcontractor. But is this guaranteed to solve the problem?

While it is of course true that a persistently under performing subcontractor will slow a project down, increase costs and cause unnecessary delays – simply switching to a different subcontractor isn’t always the best solution.

For starters, you can’t be sure any new subcontractor you hire will be any better or worse than the one you’re currently working with. Then there is the issue of labor shortages – meaning your choice may be limited not to who you want, but who’s available. And we’ve seen craftsmen simply shift from the old sub to the new sub.  

In addition, the fact of the matter is that switching contractors isn’t as simple as changing a lightbulb. Breaking contracts  causes friction, further delays and disrupt the workflow of a project that is likely already suffering.

Which leads us onto the most important question of all – is there a better way?

Identifying Root Causes of Quality Defects

The truth is that although it’s easy to blame subcontractors for incomplete work, deviations, and increasing lists of punch items, if you’re experiencing recurring problems that are similar in nature, it may be time to reevaluate your quality control procedures to try and change your subcontractor’s behavior and performance, rather than taking the knee-jerk reaction of changing the subcontractor itself.

Check out FTQ360's 4 Ways to Improve Subcontractor Performance:

4 Proven Ways to Manage Subcontractors for Better Quality

In the majority of cases, subcontractors have the same goals as you in the construction project – swift, zero-defect project completion, happy customers and sufficient profits. However, every time you need to call a crew back for rework, all three go out of the window.

Set Clear Expectations and Quality Standards

The solution to returning both you and your subcontractor to streamlined, customer-satisfying profitability is to help prevent common deficiencies and defects from arising in the first place. This comes down to communication, transparency and improving quality control procedures with the aim of achieving first-time quality.

The fact is that the faster a general contractor can complete their role in your project and the less rework they have to perform, the more money they will make. This means that your subcontractors have a vested interest in first-time quality work as much as you do.

As such, having a standardized system in place to identify common deficiencies and address them as quickly as possible will help improve first-time quality and save all parties money.

The best way to do this is with quality control inspection software. With such a system in place, it’s a matter of simplicity to communicate all specifications and acceptance criteria to the subcontractor at the outset of a project.

With a construction management software like FTQ360, you can create and store all relevant documentation in the cloud from where it is instantly accessible to all personnel via a smartphone or tablet app.

Use Inspection Checklists and Field Training

This includes quality checklists, which, aside from being vital for communicating expectations and letting everyone know what will be inspected and when, are also an invaluable training tool.

Providing checklists will help your subcontractor understand precisely what is expected from their work. Plus, they can be further used to train field personnel on important details that should never be missed.

Recurring issues can be prioritized on the list so you can address the most important and frequent problems first.

Checklists will also help both you and your subcontractors keep a close eye on the performance of each crew member so any necessary additional training can be provided to those who need it most.

Promote Real-Time Communication & Feedback

Quality control inspection in construction software also gives subcontractors a convenient and user-friendly tool to communicate any job-ready feedback they have with you as well.

If something is preventing the subcontractor from beginning work when they arrive on the job site – either a problem caused by a previous subcontractor, a safety issue, or anything else – they can use the system to deliver this feedback on the subcontractor's work.

This fosters a sense of partnership in which everybody uses the same quality management system to communicate issues. This will help subcontractors see and understand that quality assurance is a collective endeavour, in which they play a crucial role.

Track Performance with Construction Software

Subcontractors that show up on-time and complete their work on-schedule to the desired specifications keep a project progressing. The opposite is also true – but simply changing a subcontractor won’t necessarily solve the problem.

A more effective solution for the long term is to get your subcontractors on board with a robust and reliable quality management program powered by quality control inspection software.

The best solutions on the market today include several tools for evaluating subcontractor performance, including inspection forms, a scoring and ranking process and reporting tools that will allow you to get to the root of any problems you are encountering.

You can use the software to track everything from arrival times to phase completion, callbacks, punch list items and corrective actions issued.

Once problems have been identified, the software can then be used to create a corrective action plan.

This can be done through the creation of checklists to communicate quality requirements, define the inspection process, identify problem areas, and discover where additional training may be necessary for subcontractor management.

Good quality inspection software also allows for the easy gathering and uploading of photographs, notes and documents against each item on the checklist so subcontractors can access all the information they need and provide proof of completed work, while the whole progress of the project is monitored and managed more effectively.

10 Steps to Manage Subcontractors Effectively

1. Prequalify Subcontractors Carefully

Vet subcontractors for skill, experience, reliability, and past performance. A thorough prequalification process helps avoid issues before they start.

2. Define Scope and Quality Standards Upfront

Clearly communicate your expectations, project scope, and quality criteria before work begins. Provide drawings, installation specs, and documentation to eliminate ambiguity.

3. Use Digital Checklists to Communicate Expectations

Implement standardized quality control checklists to clarify what will be inspected and when. These also serve as training tools for field crews.

4. Conduct Onboarding or Kickoff Meetings

Set the tone early by meeting with crews to walk through job requirements, timelines, safety procedures, and quality control expectations.

5. Track Performance in Real Time

Use construction quality control software to monitor subcontractor performance metrics like arrival times, work completion, rework, and punch list items.

6. Enable Field-Level Documentation

Empower crews to upload photos, notes, and documents via mobile apps, ensuring work is documented and traceable especially for completed inspections or corrective actions.

7. Foster Two-Way Communication

Encourage subcontractors to report issues that affect job readiness or sequencing. A shared feedback system reduces finger-pointing and supports proactive problem solving.

8. Prioritize Recurring Issues for Resolution

Identify patterns in rework or punch list items and focus on correcting the root causes through checklist updates or crew training.

9. Use Scorecards to Evaluate Subcontractor Performance

Incorporate inspection results, project milestones, and callback frequency into subcontractor scorecards to maintain accountability and support continuous improvement.

10. Build a Culture of Partnership and First-Time Quality

Frame quality control as a shared responsibility. The more subcontractors see it as a collaborative effort, the more invested they’ll be in doing the job right the first time.

Why FTQ360 Helps You Manage Subcontractors Effectively

FTQ360 is designed to optimize quality control systems in construction. With more than 600 built-in checklists for all types of general construction that can be customized as needed – as well as dedicated checklists for specialty construction trades – FTQ360 will help you accelerate towards first-time quality excellence with all subcontractors on board.

A powerful system like FTQ360 helps everybody succeed, enabling better communication and collaboration between all parties, helping both you and your subcontractors become more efficient, profitable and successful.

Get in touch to find out more or request a software demo today.  

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Frequently Asked Questions About Managing Subcontractors

How do you handle subcontractor delays?

Start by identifying the root cause of the delay. Was the crew unprepared? Was there a sequencing conflict? Did a previous trade leave the site unready? Open communication is key. Encourage subcontractors to report job-readiness issues through a shared quality management system.

To minimize future delays:

• Use project scheduling tools integrated with your quality control platform
• Track subcontractor arrival times and phase completion
• Implement corrective action plans for recurring issues

Managing subcontractor delays is easier when you have real-time visibility and a collaborative system in place.

What is the best way to ensure subcontractor accountability?

Accountability starts with clarity and consistency. Here are three proven ways to hold subcontractors accountable:

1. Define expectations up front using checklists and documented scopes of work.
2. Track performance metrics, such as punch items, callbacks, and corrective actions.
3. Score and review performance periodically with subcontractor evaluations.

With quality inspection software like FTQ360, you can automatically score subcontractors based on their work quality and adherence to deadlines,  providing transparency and a structured feedback loop.

How do I communicate expectations to subcontractors?

The most effective way to communicate expectations is through standardized quality control checklists. These should outline:

• What will be inspected
• Acceptable tolerances or standards
• Safety or sequencing requirements

Checklists should be accessible digitally, ideally via mobile devices, so crews can refer to them on site. Additionally, hold kickoff meetings before work begins to reinforce expectations and walk through key requirements. When subcontractors clearly understand what's expected, first-time quality becomes far more achievable.

Still struggling with how to manage subcontractors more effectively?

Consider implementing a construction quality control platform like FTQ360 to streamline communication, inspection, and performance tracking all in one place.