Construction is a complex and dynamic industry that relies heavily on effective communication and collaboration among all project stakeholders. Document management plays a critical role in ensuring the smooth flow of information among all parties involved in a construction project. It is important to ensure that contract agreements, compliance documents, drawings, bank documents, purchase invoices and insurance papers documentation are all well-documented. Proper documentation, supported with relevant analysis and paperwork, can help settle claims amicably. If you are into the construction business and looking for a document management solution, here are some of the best practices for document management that you will find helpful:
What is construction document management?
Construction document management refers to methods that construction companies or their employees use to organise permits, blueprints, engineering drawings and other related documents of the construction. It deals with the flow of regulating documents as it deals with sharing, storing and editing documents.
Document management deals with digital and physical documents. Most organisations are migrating to digital copies because those are easier and faster to handle. Most times, the traditional documentation involves the organisation of documents into the paper cabinets, but in the case of digital documentation, sharing and uploading the documents can be done digitally.
Common challenges in documentation
- Ease of accessibility
- Too many versions of the same document
- Locational hindrances
Benefits of following best document management practices:
- Improved communication
Good document management can boost communication among the stakeholders that are involved in the construction project. Most project delays occur due to poor communication among the stakeholders.
- Controls spending
Construction document management controls spending by ensuring that documents are properly managed and maintained. This includes ensuring that documents are properly filed, tracked, and archived. By doing so, you can avoid costly delays and disruptions caused by misplaced or missing documents.
Another way that construction document management controls spending is by standardising procedures for handling documents. This includes setting up templates and workflows for handling documents and establishing guidelines for how documents should be filed, tracked, and archived. By having a standard procedure in place, you can avoid confusion and errors that can lead to cost overruns.
- Creates a single source of truth
Stakeholders’ collaboration is crucial in all construction projects. Construction is a fragmented field that involves many stakeholders. There are numerous systems leading to deviations from the construction plan. A centralised documentation system helps the stakeholders to have a single point of reference. It is easy to track the changes throughout the lifecycle of a project.
- Settle and defend claims
Accurate and complete documentation plays a key role in filing any claims or defending the same. As the burden of proof often lies with the one staking a claim, it is important to maintain accurate and organised documents that help in seeking just awards.
Tips for best document management practices for the construction industry:
- Evaluate your present system:
Ask yourself the following questions if you feel your construction document control system is robust:
- Is it fast and easy to use? When using it, can anyone track the data instantly?
- Is it scalable to use? Can it grow along with your team as there is more work?
- Can it downsize with you if needed?
- Is it accessible anywhere?
- Does it value customer support?
If you can’t say “YES” to the above-mentioned questions, it’s time to evaluate your construction document management.
- Find out a new standardised system:
To centralise your documents, it’s important to have a construction document control system. If you have the right system that fits your requirements, try to attain standardisation. This might be a time taking process, but it is worth it.
- Establish workflows:
A standardised and streamlined workflow is essential for construction document control. Ask these questions while establishing a workflow that fits your company:
- Who needs to approve?
- How can changes be updated?
- Who gets notifications on changes?
Looking for a document management solution? Hire document management services
From coordinating with subcontractors to arranging construction materials, from communicating with owners to managing stakeholders, executing construction projects is complex. On top of it, making several routine correspondences and collating data can be difficult. We, at Contract Square Pvt. Ltd, take over your document management and ensure every document sent is reviewed before submission. We will digitise, store, sequence and record all your documents in one place so that the right document is available at the right time.
To know how we can help your construction company in managing documents, call us at 9051739355.
