4 WAYS MODERN DOCUMENT CONTROL OVERCOMES CONSTRUCTION COMPLEXITY
CUT REWORK AND ERRORS
Blaming all rework and errors on document control would certainly not be a defensible position, but document control does play a role in both the problem and the solution. The need is real: Rework accounts for between 2% and 20%[7] of total project costs. That’s especially problematic because delays and overruns are common, with large projects across asset classes typically taking 20% longer to finish and running up to 80% over budget,[8] according to McKinsey. According to an FMI study, data — including the data housed in document control systems — may have caused $1.8 trillion in losses[9] worldwide in 2020 and may be responsible for 14% of avoidable rework, which amounts to $88 billion in costs.
Document control software fails to deliver value when it can’t scale to the demands of projects, an increasingly common problem in a world of increasingly complex construction. Organizations are right to worry that their aging or non-industry-specific document control system delivers some unwelcome outcomes:
2-20%
Rework accounts for between 2% and 20% of total project cost
Large project delays and overruns can run up to 80% over budget
INCREASED ERROR POTENTIAL
When documents are incorrectly or incompletely indexed and organized, mistakes become more likely, leading to costly errors and rework. Every project management team has its share of nightmare stories: the work began without approvals, the work package was executed entirely from outdated plans, and the resulting cascade of rework and rescheduling.
AMPLIFIED RISK
When embankment dams crumble, bridge spans collapse,[11] and high rises crumple,[12] the world watches while people in the industry wonder about the cause. Construction mistakes can have serious consequences. OSHA violations can lead to huge fines,[13] sometimes to the tune of hundreds of thousands of dollars. Contractors face lawsuits for missed deadlines and unsafe conditions. Wrong or outdated documents can turn profitable projects into financial disasters, especially when delays or maintenance are unplanned.
35% of an average 40-hour work is week spent on tasks that don't move the project forward
WASTED TIME
According to a survey by FMI, construction professionals spend 35% of an average 40-hour workweek—14 wasted hours[10] per employee each week—on tasks that don’t move projects forward, such as searching for the latest information, resolving conflicts, and reworking due to mistakes.
INEFFICIENT COLLABORATION
Good collaboration in large construction projects depends on easily sharing and managing documents—internally and across organizations. When the latest versions of plans, specifications, and reports aren’t easy to access, decisions get delayed, and their quality degrades.
SECURITY CONCERNS
Construction companies and owners using spreadsheets and older or generic document control software face risks of cyberattacks and data breaches. Incidents that have led to business disruptions,[14] emergency work suspensions,[15] and significant fines[16] illustrate and highlight the crucial need for bulletproof document security to prevent breaches and the financial and reputational risks that go along with them.
“We needed to ensure that our project stakeholders had a single source of truth for all project engineering documents and data. They needed to have the latest information at the right time and for the right purpose.”
-Joseph Lopez, Manager of Information and Records, Transurban
DREAM BIG WITH MODERN DOCUMENT CONTROL
Imagine a world where all stakeholders have immediate access to a unified source of truth, just as Joseph Lopez from Transurban visualized. Workflows have been re-envisioned from the ground up. Communication and information sharing is effortless. Decisions flow. You’re better equipped to navigate construction complexities.
With modern document control systems, that vision is a reality.
Innovative Document Register: Store everything, from engineering documents to compliance records, in one accessible place. No more emailing, Slacking, or sifting through files and conflicting versions.
Timely Access to Accurate Information: Connect stakeholders to the latest project data when and where they need it. Whether in the field or the office, updated plans, specifications, and reports are accessible at a moment’s notice.
Streamlined Collaboration: Experience seamless communication across teams and organizations. Share documents easily, make decisions faster, and keep everyone on the same page.
Enhanced Security and Compliance: Protect sensitive data with advanced security features. Audit trails and controlled access mean tight compliance and data breach safeguards.
Error Reduction and Time Savings: Reduce the risk of costly mistakes and rework. Expect more efficient operations and better decision-making with automated workflows and accurate indexing.
Streamlined document control simplifies complexity and leads to successful construction projects.
[8]https://www.mckinsey.com/capabilities/operations/our-insights/imagining-constructions-digital-future
[12]https://www.cnn.com/2021/06/28/us/surfside-condo-collapse-cause/index.html
[13]https://www.osha.gov/penalties/
[14]https://www.constructiondive.com/news/simpson-manufacturing-cyberattack-construction/696408/
[15]https://brazilian.report/tech/2023/03/04/andrade-gutierrez-data-breach/