Managing Sign Contractors: From Chaos to Clarity
The most stressful part of any sign installation isn't the design, the printing, or even the deadline. It's the moment you realise you have no idea what your contractors have actually done.
Managing sign contractors well is mostly about removing ambiguity — before the event, during installation, and during review. Here's how.
Before the event: set expectations in writing
Every contractor should know:
- What they're responsible for. Specific signs, specific locations. Not "the east wing directionals."
- What evidence you need. A photo of every installed sign, uploaded before the sign is marked complete.
- What the approval workflow is. Who reviews their work? What counts as a rejection? How do they find out?
The more you can front-load these expectations, the fewer questions you'll get on installation day.
During installation: make it easy to do the right thing
The mistake most organisers make is building their contractor workflow around their own convenience (a spreadsheet that makes sense to them) rather than the contractor's reality (hands full, phone in one hand, rushing between locations).
A good mobile workflow for contractors should:
- Show only their assigned signs — not the whole event
- Make status updates fast (one tap, not a form)
- Make photo upload obvious and quick
- Work without reliable internet access
If a contractor has to ask you "how do I mark this as done?", the tool isn't working.
During installation: watch the dashboard, not the field
Resist the urge to physically follow contractors around. Instead:
- Watch the live status dashboard.
- Check for rejected or flagged signs — these need immediate attention.
- Reach out proactively when a zone falls behind pace.
Your job during installation is coordination, not supervision.
After installation: review and close out
Before you declare installation complete, go through your sign list systematically:
- Every sign should have at least one photo. If it doesn't, it hasn't been verified.
- Any "rejected" signs need resolution. Either the issue is fixed or the sign is documented as outstanding.
- Your status dashboard should show 100%. Or you need to know exactly which signs are missing and why.
The contractor relationship
One often-overlooked aspect of contractor management: they're more productive when they feel trusted. A good digital workflow signals that you're organised and professional. Contractors who work with well-organised organisers tend to take the work more seriously.
Give them good tools, clear assignments, and fast feedback. You'll get better results.
Signplanr handles the contractor workflow end-to-end — from email invitations and access codes to mobile sign updates and photo approvals. Learn more.