Improving Communication Field-to-Office and Office-to-Field

Communication Methods in Construction

Communication in construction needs to fulfill two central requirements:

1. Rapidly transmit information

2. Maintain a complete record of communication

A number of processes have been created to meet these criteria, most of which come from the pre-internet era when achieving these goals was much more difficult. Before digital communication became the standard, it was important to maintain rigorous, paper-based processes for record keeping.

However, carrying these over into modern software applications actually hinders their effectiveness. We’re going to take a look at some of the most common communication methods to see what they're meant to accomplish and how technology can improve them.

Change Orders

Drawings

Email

Field Reports

Pay Applications

RFIs

Change Orders

Construction contracts inevitably change, and a change order is the official agreement outlining the terms of a revision to the contract.

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Challenges

Because change orders are legal documents, they are inevitably difficult to manage. They must be extremely thorough, well-organized, and have agreement from multiple parties. While there is nothing that can be done to avoid having this formal document, there are a number of things that can make compiling them easier.‍
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Software's Solution

Having well-organized evidence and documentation is the biggest obstacle to creating change orders. Software that logs and organizes your build activity in a cloud server, like Unearth, makes creating and agreeing upon change orders easier and faster.

Drawings

Drawings refer to the documents that explain how to build a structure.

Challenges

Drawings present a number of challenges to GCs, owners, and architects, which is why several software companies have set out to improve them. Keeping everyone up-to-date on the most current version of the plans is probably the biggest hurdle to overcome, along with organizing and storing the digital copies.

Software's Solution

Software has changed blueprint management for construction firms in a huge way over the past few years. PlanGrid has set the standard for the industry, allowing users to annotate, organize, and manage their drawings while ensuring that everyone works off the most current set. Another useful tool to have is plan overlays, a OnePlace™ feature that allows you to superimpose PDF plans on top of a project map.

Email

Email is one of the most common forms of communication on construction sites. It's used for conversations on all manner of issues and updates.

Challenges

For all of its benefits, email also presents a number of issues. It is:

• Easily overlooked

• Often lacking context

• Difficult to track

• Too informal

• Forgettable

Software's Solution

Putting all your communication on a single platform can eliminate many of the negative aspects of email, while retaining its benefits. If you implement software with a chat functionality, you’ll maintain instant communication, while having easily searchable records stored in your cloud for dispute resolution and issue tracking.

Field Reports

Also referred to as daily reports, these documents summarize construction site activity on a daily, weekly, or monthly basis. Each firm has its own template, but they commonly include sections for the weather, work completed, physical conditions, safety issues, delays, deliveries, and other site activity.

Challenges

Daily reports are an essential piece of evidence in dispute resolution, but often seen as a pain in the ass. The biggest hurdle by far is getting people to fill them out.

Software's Solution

This is one area where software has really stepped up to make a difficult process easier. There are options, like Raken, dedicated solely to simplifying daily reporting. On the other end of the spectrum, you could opt for a comprehensive software platform that records all your site activity and produces a daily report automatically.

Pay Applications

Applications for payment, commonly shortened to pay apps, are the official documents used to request payment from the owner to the general contractor.

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Challenges

Accuracy and documentation plague project managers when filling out pay applications. Often times, quantities are based on estimates, and if the owner or architect questions an item, this can delay payment and set the entire project behind schedule.

Software's Solution

With the right software, drone photography can provide you a digital map of your construction site. Using a platform like Unearth, you can use these images to take accurate distance, area, and volume measurements that guarantee you bill for the correct amount and provide the evidence to back it up.

Requests for Information

Universally known as RFIs, these widely used documents are the formal way to ask a question on a construction site. They are most commonly used by subcontractors looking for clarification on the design.

Challenges

RFIs are problematic because if they aren’t responded too quickly, they can hold up progress on an entire project. They are also essential to tracking why things got built the way they did. Given that people tend to lose track of them easily, having a system in place to manage RFIs is essential to every construction firm.

Software's Solution

The right software should record who submitted an RFI, when it was submitted, and who is responsible for responding to it, as well as organizing and tracking any corresponding photos, documents, or drawings. Ideally, your system for tracking RFIs integrates seamlessly into your overall project management software.