6 Tips for Better Document Control in Construction
Hundreds of different processes and procedures occur over a construction project, so it’s no surprise that there are hundreds of different documents involved as well. To keep your project running smoothly, there needs to be an effective document control system in place. Without a system, the organization and success of your project are at risk. If you want to set yourself up for success, you need to brainstorm and come up with a plan before your project starts.
Below I will discuss some tips that will help ensure a successful document control system.
1. Make documentation accessible – Providing easy access to all documents will ensure that team members stay informed and on schedule. The easiest way to do this is through software that allows you to view documents via mobile phone, tablet, or desktop. Through this software, you’ll be able to look at designs, statements, drawings, etc.
2. Give documents unique code numbers – Assigning codes to each document will help you identify and trace documents later on.
3. Keep everyone informed – If changes are made to a document, there needs to be a system in place that notifies all parties. Using a software system can streamline this. Most current software applications have features that will automatically notify relevant parties when changes are made. This notification will be sent directly to their mobile phone, tablet, or computer. With this in place, you never have to worry about workers using an outdated version of something ever again!
4. Choose one source – to avoid any complications or confusion; you need to choose one source for issuing documents. If you do decide to use a software system, there should be no changes issued by hard copy or email. Choosing one source makes everyone’s life easier.
5. Choose one place to store – As I mentioned above, sticking with one system will make your life a lot easier. When it comes to document storage, it’s the same. If you are using software, you need to keep copies of everything stored in the software application. If you have certain documents stored in the software and others stored in physical filing cabinets, you will have yourself in a sticky situation.
6. Gain support from Executives – Gaining senior executive support will help you to avoid employee backlash. Sometimes it can be hard to implement a new system or way of doing things. Endorsement from the leaders in your business will ease any indifference or resistance. This gives you a much higher chance of success!
Document control is no easy task, but with a little planning, it doesn’t have to be such a headache. Take the time to review these tips so that you can decide the best document control system for your construction project.