How $10MM contractors get more sh*t done (with less meetings, emails, and messages)

If you’ve ever lost hours chasing missing info, soothing frustrated clients, or cleaning up an avoidable job-site mistake, you’re not alone. 

In one of our recent Contractor Evolution roundtables, Danny sat down with CompanyCam founder Luke Hansen and Breakthrough Academy Members Blake Butry and Adam Sylvester to unpack a silent profit killer plaguing nearly every contracting business:
poor communication.

From sales-to-production handoff failures to buried client requests to crews operating without context, the cost of miscommunication is massive. And the bigger your team gets, the bigger those cracks become.

This conversation isn’t about being “better at talking.” It’s about redesigning the flow of information so your people stay aligned, your clients stay confident, and your margins stay protected.

Why Communication Breakdown Is The Hidden Cash Flow Killer Nobody Talks About

Most contractors assume their biggest constraints are labor, capacity, or scheduling. But as Luke, Blake, and Adam point out, those issues are often symptoms—not causes.

Underneath them is usually some form of unclear, incomplete, or inconsistent communication.

A missed detail from sales becomes a production problem.

A forgotten client promise becomes a 1-star review.

A lack of expectation setting becomes crew frustration and turnover.

The good news? These problems are fixable—fast—once you install a few simple systems.

4 Communication Fixes That Immediately Improve Construction or Home Services Operations

1. Nail the Sales-To-Production Handoff

This was the unanimous “biggest leverage point” among the panel. When production teams start jobs missing key info, everyone pays for it: your crew, your client, and your bottom line.

Strong handoffs include:

• Clear job scope, materials, and measurements
  
  
• Client expectations captured verbatim
  
  
• Visual documentation (CompanyCam for the win)
  
  
• A 10–15 minute live handoff conversation (NOT just a CRM note)
  
  

When production knows exactly what they’re walking into, frustrations disappear and jobs finish cleaner, faster, and with fewer callbacks.

2. Structure Your Team Communication Rhythm

The highest-performing teams don’t “wing it.” They rely on simple, consistent meeting rhythms that keep everyone aligned.

Examples from the panel:

• Daily 10-minute huddle to review wins, schedule, and roadblocks
  
  
• Weekly GSR (Goal Setting & Review) for accountability and coaching
  
  
• Quarterly reviews to reset focus and recalibrate roles
  
  
• Quick-hit communication codes. For example, Blake’s team uses “L3” (AKA a 90-second ask)
  
  

Structure reduces stress and guesswork. Everyone always knows who to ask for what, when.

3. Use Visual Communication to Remove Ambiguity

CompanyCam’s real-time photos, annotations, and checklists were a recurring theme.

Why it matters:

• Crews know exactly what they’re walking into
  
  
• Clients see what was done, reducing disputes
  
  
• Managers can coach remotely
  
  
• Subtle promises made in sales don’t disappear
  
  

A picture might be worth a thousand words—but a marked-up picture is worth a thousand fewer headaches.

4. Build Roles Around Systems, Not People

To stop every decision from flowing through you, you need:

• A clear org chart
  
  
• Defined roles and outcomes
  
  
• Documented processes
  
  
• People trained to think, not just execute
  
  

Once your team knows how to make decisions without you, your business stops bottlenecking and starts scaling.

Ready to Build a Business That Doesn’t Run on Chaos?

Strong communication isn’t about talking more—it’s about designing your business so information moves cleanly without you in the middle.

If you want help installing these systems, aligning your team, and protecting your margin, book an implementation call with Breakthrough Academy. We’ll walk you through where communication is breaking down in your business and show you exactly how to fix it.

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