The 5 Best Ways to Manage Correspondence Process Systems
Correspondence processing is vital to not just construction businesses and projects; all companies worldwide should take a serious approach to their correspondence management system. How a company handles correspondence reflects their professionalism, organization, and capabilities.
Correspondence management is a company’s process of receiving, responding, recording, and sending information about a construction project or project related topics. Correspondence could be in the manner of simple communication between contacts, or formal information being exchanged. Some examples of the correspondence your business should be closely managing is:
– Important files
– Architects instructions or blueprints
– Change orders
– Requests for information
– Letters, faxes, or memorandums
– Record of phone conversations
– Project manager notes or instructions
– Meeting agendas
– Project design reviews
What are a few ways to manage your correspondence process system?
1. Implement a mobile platform to manage your communications better
As mentioned above, correspondence management contains many different aspects of communication that occurs during a construction project. As the saying goes, communication is essential. It’s important that all correspondence processes are carefully monitored and managed in an organized fashion. If not, important information could be lost from your project, and it could end up hurting your company. Besides emails and records of phone conversations, most of the communication that happens in construction correspondence is on paper. Hard copies of data, instructions, formal letters, requests for information and so on are extremely difficult to keep track of all at once. Converting your correspondence process system to a digital platform can not only improve the professionalism of your business, but it can also eliminate wasteful hours of formatting letters and having to organize files of paperwork.
2. Keep track of important contacts for each project
It is important to establish an orderly structure to communication between everyone involved on a construction project. Many people play a significant role in the construction business, managing proper correspondence with these colleagues is crucial to the flow of your progress. Miscommunication leads to delays in project completion, which does not satisfy anyone. The quicker you can speed along communication between general contractors, subcontractors, architects, project owners, and construction laborers the faster the project gets completed. On-time, and within budget.
3. Don’t waste time generating correspondence templates
All corresponding communication during a project is different, so why spend an unwarranted amount of time creating letter templates that best fits the message being sent? This is just another factor of time wasted that can set your project behind schedule. Luckily, there are databases that will produce these templates for you, designed for every type of correspondence. Converting to a digital platform like eSUB allows you to professionally and efficiently correspond with other important contacts throughout a project. eSUB offers over 50 industry approved formatted templates for every correspondence need. With eSUB, you can quickly and easily manage your correspondence letters with templates for:
– Contract documents
– Notice to proceed
– Administrative forms
– Change Directives
– Delay and disruption
4. Keep your information safe and secure
Security for your data and correspondence between clients should be one of the highest priorities of any construction company. Some exchanges may contain more sensitive information than others, so it is important that official documentation, as well as more confidential information, stays secure and doesn’t fall into the wrong hands. This can be hard to manage with paper copy correspondences, which is another reason digital approach to all correspondence processing is a safer more reliable technique. High-security data and communication between other contacts are better protected when handled digitally.
5. Store all important correspondence in one place
Correspondence involves keeping records of communication. In the case of a situation where communication is changed or lost between anyone working on a construction project; keeping all documentation of emails, letters, meeting agendas and so on is a smart business decision for protecting your business. With so many parties involved in each construction project, everyone must be on the same page for the project to run smoothly. Similarly to how we keep track of SOV’s throughout a project so that everyone is paid fairly, maintaining storage of all essential communication between colleagues and clients is a safe bet to protect your business and mitigate downstream risks.