There are many reasons why building industry professionals have been unable to modernize processes for approval workflows. A lot of organizations continue to rely on paper-based approvals. They count on computers for faxing and routing of hard copies. Then COVID-19 changed the entire process. With offices shut down and key employees working from home, businesses that depended on physically shifting papers from desk to desk to approve their decisions have been halted. Manual procedures aren’t just inefficient and costly -they’re also no longer feasible.
Businesses that had switched from paper-based approvals to workflow-based had no issues when they started working at home. To be successful and survive in the current environment, owners must incorporate the digital process as part of their routine. With the help of automated tools for managing processes that eliminate paper-based systems, help remote workers, and ensure that your approval workflows running smoothly. Actually, these processes for approval will become more precise, more efficient, quicker, and safer than they have ever been. The greater transparency in the approval workflow will quickly enhance control of change, cost tracking, and compliance with regulatory requirements throughout all your construction projects.
To help you reconsider your current circumstances and make a move with confidence, we’ve laid out four strategies to help change your approval process to decrease risk, cut the time to process, and boost profits and productivity:
- Set out your approval procedure.
- Incorporate methods in order to get real-time visibility.
- Standardize document management to reduce risk.
- Make your system meet the needs of your business and not the reverse.
Create your approval process.
What is your approval workflow like now? Are you aware of who is in charge of the approval process? If you’re using an automated system, you’re using a combination of shared documents, emails, and even physical documents. In the ideal scenario, the majority of of the approvals you have are stored inside a construction management software that your project managers are able to access. However, you could have to contend with delays and issues, particularly when you share information with other organizations.
From start to finish, You require efficient workflow procedures that pay close care to the data entry process and the management of documents. Otherwise, you’ll be dealing with an incoherent approval workflow, which could result in the following:
- Slowdowns or work stoppages.
- Unapproved approvals- leading to a missed budget and forecast.
- Documents that are lost or not found.
- Untracked change orders.
- Lately missed deadlines for regulatory compliance.
- Failure to audit.
- The risk of litigation increases.
- Interminate approval cycles can cause expensive delays and, in some instances, substantial late payment penalties.
But it doesn’t have to be that way. Begin by defining your current processes to discover gaps in your operations or inefficient steps that often cause loss of efficiency, productivity, and profit. Determining your strategy and its definition may be challenging, and often it’s eye-opening. You may have individuals in the approval process that are not required to be. Some adjustments to the culture of your company will be needed to make your company more efficient and cost-effective. After you’ve identified and clarified your processes, you’re in a position to evaluate and make improvements to your operations.
Modern workflow management software allows users to develop processes using a visual format ass,ign roles to the project’s stakeholders and constituents, and evaluate the workflow you’ve created. You can see the flow of approvals across your workflow pathways and also where they’re going to be delayed or lost. The most effective solutions come with built-in verification tools that make sure the forms are completed prior to submitting them for approval. Also, all documents are recorded and stored for review, ensuring that nothing is able to be lost in the system. Electronic signatures, which are particularly beneficial for numerous stakeholders working remotely, will also drastically reduce the approval process.
Integrate processes in order to obtain real-time visibility.
How would you glance at all the moving pieces and parts of your construction projects? And be aware of the location of approvals, where they’ve been, and where they’ll go in the future. It’s not just possible through an integrated system, but it’s vital to be successful in the current world of construction. With changes in orders, supplier and contractor schedules, and changing deadlines and requirements for regulatory approval, You can’t afford to forget the approval process for a single one. Suppose you’re looking to remain on the right course and avoid unnecessary expenses and changes. In that case, it is essential to connect the approval process to your other functions and to do it in real-time — something that’s nearly impossible using manual methods.
An integrated system can make sure that your approvals are recorded quickly and precisely in the places they are required to be and that the appropriate individuals are aware. For instance, when a change order is approved to go between estimate and pending, the cost information needs to be changed in your financial system. This is crucial to ensure that cash flows are flowing smoothly and the cash is available when you require it when you require it. Automated approval processes ensure that payments are approved quickly, and contractors get paid on time, which means no charges for late payment. Additionally, it provides that when a supply order is approved, its purchase order triggers other downstream processes like the scheduling of crew members. A streamlined approvals process is updated with the documentation needed, alerts all stakeholders, and helps keep your projects on the right track.
Companies that employ construction management software integrated into capital management gain the benefit of having full access to the most precise, current projected, and actual costs, which are all accessible directly from the project management software. This allows the approval process to inform and be notified by precise and real-time information to help businesses keep tabs on budgets, schedules, and adjustments for even the most difficult of projects.
Standardize document management to reduce risk.
One of the most difficult challenges for any owner-owned business is to maintain accurate and complete documentation. It’s important for day-to-day monitoring and reporting to meet regulatory requirements or as a foundation for future planning or an audit; having correct and easily accessible documentation is essential. Inefficiencies in workflows can cause a gap in documents that leaves your company susceptible to risk, additional expenses, regulatory fines, as well as legal issues.
As an example, think of the simple scenario where flooring is required to be purchased, delivered, shipped in storage, and then ready for installation by a team. The team needs to be hired and installed at the appropriate time – depending on other events that occur prior to, during, and following the flooring installation. A lot of money could be wasted if these events aren’t done or in the proper sequence. Much depends on a fast and reliable approvals process.
With manually-based processes, the approval process may be among the most messy and least traceable forms of documents. They are often subject to multiple versions and go through various hands and mailboxes before being finalized. This is also a subject auditors pay attention to when conducting an audit on construction. In order to ensure a smooth audit, executives and business owners should be able to clearly explain their approval workflows and explain how they are managed and followed within the company. Failure to do this could have disastrous legal and financial implications.
To limit the risks that are exposed, Numerous organizations are utilizing construction management software to manage various versions of documents and maintain a solid and complete review trail. By centralizedizing their documentation on the cloud-based digital platform, they can quickly enforce guidelines and procedures and ensure the same data entry across all of their projects. They also have a clear view, track, and tracing of the approval data. When an audit is needed, their processes and records are all in one location, which makes the audit process simpler and more precise.
Standardizing workflow approval processes using cloud-based document management that is integrated across your company will help boost efficiency and productivity across all areas of your company.
Create your system to be a fit for your business — not the reverse.
COVID-19 makes the necessity for digital transformation easy for owners of companies. Automated processes can improve every process, not just approvals. When you are implementing new software, it’s as if you have to alter your business in order to accommodate the latest software. The majority of construction managers and owners would like to design operational procedures that highlight their organization’s particular strengths and solve their specific issues; however, they do not need to spend time or money in establishing an entirely new system.
When you choose the right platform, you’ll get a set of pre-built components. You can then combine them into workflows to support and enhance the efficiency of your current processes. There is also the liberty to alter, add, and remove modules when you are able to improve and modify the procedures. The best system is easily customizable; you don’t have to alter the code or call on someone with technical expertise to accomplish the results you desire.
Choose the right system that will connect to the tools and programs you already have. It must be able to recognize the distinctiveness of your company while assisting your company to grow into the most efficient, smoothest-running, highest-performing version of itself.
Change the way you approve workflows by using Trimble’s electronic Builder
Trimble’s comprehensive construction program management system designed specifically for builders, e-Builder Enterprise, lets you model your approval workflows using a simple drag-and-drop diagramming. In e-Builder Enterprise, you can:
- The trim cycle speeds up significantly with control features that can be configured, like signing authority or rules for compliance and escalation.
- It is easy to test and verify the process.
- Allow fully remote, completely secure approvals by using the built-in electronic signature Integration with DocuSign.
- Connect with your current ERP and accounting systems to synchronize data across all of your programs and offer insight into all aspects of the business.
It’s a big decision. Significant adjustments to your workflows may be overwhelming. However, it doesn’t have to be. We at e-Builder are aware of this. We are also experts in the construction process. We have the breadth and depth of experience in the industry to provide the best methods for your business. We’ll assist you in determining what business practices are effective for your business and which ones don’t. As your trusted advisor, we’ll help you establish your operational procedures to allow you to take action with confidence. Our experienced team of experts from the industry can help you implement improvements that will help you get your projects underway now and continue to keep your business on the move far into the future.