Requests for information, or RFIs, are an important way for contractors to get valuable information. Without them, the substitution, modification and clarification process would be less manageable. Managing RFIs without construction management software can be a long and drawn out process. RFIs are an important communication tool; however, tracking whether they’ve been read and getting information back is difficult. That’s why many construction companies choose construction management software to manage their RFIs.
Best practices for RFIs say that RFIs should use one template for a project. That way all information requests are written in the same way and are easy to follow. Construction management software manages templates for you. You can upload the template you want RFIs to follow, so managing RFIs is easier. Some softwares will walk you through making templates within the software, which makes template creation even easier.
2. Faster RFI Building
Construction management software also can make building RFIs faster. Some construction management softwares enable the office to take field notes and push them into RFIs. Since everything from RFIs to field notes is kept within the program it’s easier to find information. Thereby reducing the amount of time needed to build an RFI and getting you an answer faster, and makes managing RFIs easier.
3. Easy RFI Building
Great construction management softwares allow users to email information from the software. So photos, video and other documentation in the program’s cloud can be easily attached and sent with an RFI. Not every software option offers users the ability to send RFIs within the program, or attach necessary documentation. Softwares that don’t offer that make managing RFIs harder, and the process of building an RFI harder. Since RFIs are one of the most important communication tools contractors must have software that can manage them.
4. Easy Send
Creating RFIs and other documentation is only so important. Since RFIs are meant to be shared for clarification, construction project management software should be able to send the RFI within it. Otherwise, the additional steps of exporting an RFI and sending it from another source leave too many spaces for it to get lost. Construction management software makes sending RFIs even easier since they can be sent through the app.
5. Track Responses
Since RFIs have set times for responses, contractors need to be able to track who’s received the RFI and who has seen it. Construction management software that helps you in managing RFIs can track RFI sends and responses. That way you know whether it’s been opened or not. This allows for contractors to get the information they need faster. And follow up if they haven’t gotten the information they need.
6. Record RFIs Responses
If an RFI is forwarded up the ladder, the contractor should know so they can work around it. Or so they know why it’s taking longer to get a response. Best practices say that any time an RFI is sent to someone else, it should be logged. With construction management software that is easier. Tasks can be created and updated to show where the RFI is, that way contractors and subcontractors know who to reach out to.
7. Easy Review
When someone responds to an RFI, it’s important to look it over to ensure that the answer is complete and clear. If a returned RFI raises more questions, then the RFI must be sent back. Within construction management software, this part of managing RFIs is easier. When a response is sent back that is triggered by the program so you get a notification. If the information isn’t complete it is easily sent back and marked.
8. Organization and RFI Control
The best benefit of construction management software for managing RFIs is the organization and control it offers. By using a construction management software, you have copies of drafted and sent RFIs saved. It also logs who was sent the RFI and what their response was. So you have all of your RFI data saved on your system rather than someone else’s. In the case that anything happens or any questions arise, you can locate all RFIs related to the project, therefore you’re protected.