How Do I Organize My Construction Files?
Imagine this scenario: you’re a contractor preparing to hold a lengthy conversation about your project with a team member, and you discover that you’re lacking some plans for the work you’ve been working on. You’ve seen them on your last visit to the site however, they appear to have vanished in the pile of documents. A quick search follows, disrupting the daily workflow.
Do you recognize yourself?
Construction projects can be complex and stressful enough without the stress of messy documents. It’s important to develop processes that allow team members to organize and access documents with efficiency. This may require some effort at the beginning; however, it will definitely be worth it if implemented correctly.
If you have a well-constructed document and file management system installed, it is possible to avoid situations similar to the ones above, which will save you time and stress by not needing to search for documents for your project.
Document management that is well-organized can lead to savings in costs. A study conducted by FMI as well as Autodesk discovered that poor data could have triggered 16 percent of all rework for construction worldwide which means that for a contractor earning $1 billion in revenue the price of bad data could be up to $165 million.
The ability to control your files can go an extended way to avoiding problems with data, and this article will explain ways to do that. We’ll discuss the best methods to manage your construction files as well as tools and methods to help you transition from messy stacks to more efficient systems.
Step 1: Centralize documents and files
Maintaining all your documents for construction and other files in one easily accessible location speeds up retrieval. When everyone knows where project files are stored, they can collaborate more efficiently–something that’s becoming increasingly important as more people are brought into a project.
Thus, when an architect requires input from an engineer, or an administrator of a site requires the most recent safety protocols, the stakeholders don’t need to go through for multiple databases or request documents from various team members. Everything is available in one location and ensures that communication flows easily and that decisions are taken swiftly.
The most efficient way to manage your files is to use the power of document management programs. By digitizing your file management, that everything is a mouse click away, allowing users to can access the information they require quicker.
Additionally, the software for managing documents offers advanced features such as access control, version control and real-time collaboration. Another major benefit of cloud platforms is the fact that they allow users to download and sync documents to devices so that everyone can access the most current version, wherever they are.
For instance, Autodesk Docs’ Files tool centrally stores all of your project’s files. Members of the team are able to work on the same files via either of Docs, Build, or Takeoff Files tools. This way, everyone on the team has access to the latest version of updates. This decreases the chance of working with files that are outdated and allows quick search and retrieval.
Step 2: Identify your folder structure and hierarchy
Have you got an electronic file management system? It’s a great start. Next step: determine how you organize and organize your folders. It is recommended to keep the structure of your folders consistent across projects, so that team members are able to become familiar to the process and be aware of the exact location to place a particular file regardless of the particular task they’re working on.
A well-defined hierarchy can reduce confusion and could even facilitate the process of onboarding new team members, making sure they can get started and get projects off the ground quickly.
What does your folder structure be like? It depends on your business’s requirements and the projects you are working on. The most popular types of folders are:
- Project
- Reports
- Meeting Minutes
- Drawings
- Permits
- Contracts
- Change Orders
- Purchase Orders
Standardizing your system of folders isn’t easy when you’re beginning from scratch. However, some document management toolssuch as Autodesk Docs — provide templates for projects to create folders within the Files tool after the project is developed.