Managing documentation effectively is one of the most important aspects of construction projects, primarily for contractors that need to handle multiple layers of project documents. Ensuring standardization and compliance in ledgering, billing, planning agreements, contracts, change orders, and invoicing, is essential to maintaining high standards of execution across sites.
Document management for construction project solutions focus on data storage and retrieval, which is why opting for a top tier cloud-based solution is key. The leading construction management solutions offer smart organization, AI-driven analytics, and cybersecurity features to fully optimize document management for contractors. They are also adept at finding the right solution to document-based challenges through greater accountability and transparency.
Aligning resources via shared documentation libraries
Contractors that need to connect with various stakeholders, such as engineers, site teams, vendors, and store managers, need to align them via a shared document library. Execution is significantly streamlined when all teams have tiered access to high-quality data, which can help in ensuring adherence to specifications. From material type to site equipment, all essential elements of project work can be optimized through shared document libraries.
Projects with specific sustainability and green energy goals also need to leverage a shared data library, to ensure that they are acquiring the right materials and using the right construction methodologies. With 53% of global construction firms ramping up efforts in the area in the coming years, contractors need to closely align with green objectives using high-quality documentation management.
Working off a single source of data truth
There is a significant risk of miscommunication, non-compliance, manual error, and quality issues when using traditional methods of document handling. Teams that rely on disconnected applications, manual paperwork, and unsecured data management protocols may have to invest resources into reworking, remediation, etc. It is important to leverage the right construction management software like Zepth that can provide a true common data environment.
Project execution is also streamlined when all teams are leveraging a single source of data truth. Issues with mismatching specifications, inadequate labour, and site progress delays, can be quickly resolved when referencing a single source of truth. There is limited ambiguity present, which otherwise can be introduced if teams use chats, disconnected apps, and offline modes of verbal communication.
Improving the speed of construction work through ease of access
A critical aspect of documentation optimization for contractors is access to the most updated data available. Maintaining data fidelity, accuracy, and real-time updating is vital to improving construction speed, which can impact nearly 46% of developers for half their project portfolio.
Contractors can expedite site work through faster issue resolution, better inspection assessments, and quicker communication with various entities. Documentation management solutions can be shared with third-party companies to provide a common ground of information access. The shared data can improve collaboration significantly through the efficiencies delivered by document digitization.
Seamless dispute management via documentation referencing
Disputes are a common occurrence for many construction projects, which is why document management is a vital component of daily contracting work. Contractors need to organize their project data across easy to manage categories to quickly identify and resolve disputes emerging from mismatching site work, material specifications, equipment quality, etc.
By attaching all information of engineers, vendors, sub-contractors, inspectors, etc., within a documentation management solution, contractors can connect with resolution parties faster as well. They can reach out to vendors and share RFQs, estimates, goods received notes, quality inspection assessments, etc., faster and with better-referencing capabilities. The ultimate impact of this is better cost savings, intelligent management, and lesser resilience on chat apps for large-scale projects.
Cybersecurity for prevention of data leaks and miscommunication
Data theft is one of the greatest impediments of comprehensive digitization, especially in construction projects that require stronger security measures. Cybersecurity is also a critical requirement for information-sensitive projects, such as infrastructure, defence, and medical needs. Contractors can protect all project data generated through document management tools.
Cybersecurity is also a critical issue when sharing sensitive information with multiple parties. By using document management solutions, contractors can provide limited access, read-only rights, and other locks/preventions to protect against leaks. Traditional and paper-based solutions can be riskier, as any single member within the value chain can easily replicate and edit important project details.
Ensuring unlimited access to any data at any time
Accessibility to the right data sets is one of the main challenges of executing on construction sites. There is significant wasted time in sourcing the right documentation, whether from multiple sources or via non-automated methods. The right document management solution provides deep accessibility to vast quantities of structured and unstructured project data at any time.
Some data storage applications may also be limit-based, whether by users or storage capacity. The best project documentation management solutions offer unlimited data storage, which can be structured according to construction workflows and contractor needs. This is a more user-friendly option when compared to the generic cloud-storage solutions available.
Optimizing data-driven workflows for contractors
Contractors that are working with different types of projects, such as roadworks, buildings, factories, etc., need a smart document management solution for optimizing workflows. With each project having unique data and documentation requirements, contractors can use the right project management solution to streamline all stages.
The leading document management solutions offer project-based sorting, intelligent workflow designs (such as for BIM, estimates, submittals, inspections, etc.). This ensures that all relevant documents across all stages of projects are correctly stored, managed, and analyzed. There is a limited scope of missing documentation, as all workflows can be easily audited through high-level dashboards.
Ensuring project compliance through data analysis
With nearly 56% of construction firms facing delays due to clearances and compliance challenges, it is important to adopt the right document workflow tool to streamline these stages. Project compliance measures can be optimized through the smarter management of relevant submittals, clearances, project information, financial data, etc.
Contractors can also easily reference stored project data for compliance purposes to ensure that their projects are being developed as planned. This is vital to attaining specific completion ratings, as designed by global construction management policies and improving the strength and longevity of projects being developed.
The right documentation management tools can help contractors coordinate with sub-contractors, vendors, engineers, and consultants to rectify chief compliance issues immediately. Site teams can access compliance documents that can be updated in real-time and provide new insights along with change management capabilities.
Improving budgetary adherence via real-time information access
Compliance with cost goals is a vital benefit of using document management solutions as well. While nearly 24% of global firms are expecting to see 50% of their projects experience cost overruns, value chain entities are using every tool to reduce rising costs. With greater variability in cost management, there is a stronger impact on profitability, liquidity, and timely completion.
Some of these costs can be associated with mismatching of requirements, reworking costs, and inadequate materials/labour, which can be solved with the right documentation management tool. These tools can help streamline site execution through the access of real-time daily data. Contractors can initiate action better when they can provide the right documentation for faster procurement and ensuring resource availability.
file management utilityThe utility and power companies are high on the list of industries that benefit from document management software.
Utility companies have thrived in time, met the increased demand, productivity and innovation.
These are the four ways in which DMS software supports power and utility companies.
