One of the biggest challenges in construction that doesn’t get talked about often is poor document management. We discussed the effects this could have on construction projects earlier. Quick recap – it leads to absolute chaos!
From costly rework and delayed projects to lower morale among field crews and loss of trust from clients, poor document management was identified as a silent killer of construction projects. But we also touched upon a potential solution of adopting proper document management systems to mitigate these issues. Let’s take a deeper look at what such software should look like, and the best way to integrate it into your construction workflows.
Going digital is the most obvious solution to tackle document management issues. A cloud-based solution that lets you store and organize your documents will ensure that it is available anytime, anywhere, across devices. Team members can easily search for and retrieve any required documents, even from the field.
By virtue of being a cloud-based software, it is possible to make sure that any changes made to a document or drawing is reflected immediately for everyone, preventing mistakes cropping up from following outdated plans. Let’s take a closer look at how an ideal document management system looks like, and how it can benefit companies.
This is a crucial first step in digitizing your document management. By moving your files and drawings to the cloud, you are creating a central hub for your documents. Now, everyone knows where to go when they need a file. Moreover, if you clearly organize files across projects, you team can find stuff easily. Keep in mind that every minute spent searching for stuff translates to less profit (here is an illustration of this fact). A cloud-based system will go a long way in mitigating these losses.
With digital systems, enabling or disabling access to files is as easy as clicking a button. It’s a sure-fire way of safeguarding important project documents that are not for everyone’s eyes. It is also possible to grant permissions to files based on function so that team members see only the right files at the right time. This level of clarity will empower teams to be more efficient in finishing their work.
Another advantage of cloud-based systems is that documents are accessible on multiple devices from any location. Any changes made to these documents will immediately notify everyone, ensuring the whole team is equipped with the latest versions. This is a big win for field teams, as they can view documents on their mobile devices when onsite, instead of coming back to the office every time they need to fill out a report or obtain an updated plan or drawing.
Very often, the latest changes to any plan or document are not communicated fast enough to the field. At other times, mistakes are made during updates and corrections are not informed in time. All the resulting rework could be avoided with a better flow of information. The good news? Document management systems do just that. Every single edit is easily trackable and instantly updated. With this, you not only know what the latest changes are, you know who made the change and when.
Another cool feature to have, where changes can be properly highlighted with annotations and shapes to better illustrate changes. Better still, what if you could define measurements and draw lines to scale? This is especially useful in modifications to plans and drawings where changes communicated in words could be lost in translation.
Short answer - almost. Even the most advanced construction equipment requires a skilled operator to maximize its efficiency on the jobsite. Similarly, with the right amount of training and standards in place, you’ll reap the benefits of the software in no time.
Here's a quick guide on effectively adopting a document management system:
Maintaining consistency across projects is essential for effective document management. By instituting standardized naming conventions for your documents, you ensure that everyone involved in the project can easily locate and understand the content. This consistency not only saves time but also reduces confusion and errors that can arise from using different naming conventions.
Every member of your team has unique roles and responsibilities. To optimize the document management system, tailor system permissions and settings to align with each user's specific role. Whether they are a designer, contractor, inspector, or another role, they should have access to the appropriate features and permissions that enable them to carry out their tasks effectively and securely.
Routing and reviewing document sets digitally can significantly enhance efficiency and accuracy. Develop clear procedures around how documents are digitally routed and reviewed within the system. By optimizing this process, you can ensure that the right people receive the documents at the right time, facilitating collaboration and timely decision-making. Additionally, digitizing the review process reduces the risk of losing or misplacing important documents.
A prevalent notion in the industry is that software is more of an ‘additional task’ for the day rather than a boon. The truth is, with software used the right way, you save hours of work every day and become more efficient. It is most apparent in the way companies improve their document management practices by adopting software. The change is almost immediately visible, and the effects tangible.
No more coming back to office to finish paperwork.
No more rework based on outdated drawings.
No more looking for misplaced documents.
Watch as you reclaim more of your day, every day!
