Ask most professional contractors today if they use a computer and they'll look as if you've asked if their homes had indoor plumbing. But mention online construction management applications and the responses become more mixed.
If you're uncertain of the value of going with a web-based technology, consider that even the most rudimentary applications enable authorized users to access all project information from any web-connected computer. One central online location enables contractors and site superintendents to communicate with architects, designers, employees and trade partners.
The best systems on the market automatically distribute information through whichever channel users prefer (fax, e-mail or both). If any topic is private, the communication can be "hidden" so that only authorized users can view it.
Then again, you may already be sold on the value of an online application but aren't sure of the criteria for making a good purchasing decision. Wherever you are on the spectrum, it's important to begin the technology discussion by identifying what specific problems you want to solve. Here are some of the most common problems for which construction business owners seek solutions:
- How do I get Requests for Information closed faster so I can keep my projects on schedule?
- How do I find critical information faster?
- What are the alternatives to hiring an IT staff and buying IT equipment?
- How can I cut down on paperwork and run my business more efficiently?
- How can I ensure greater clarity and accuracy in project communications?
Begin your technology initiative by recognizing your specific needs; you'll be in a better position to curtail the information run-around as you navigate through the many technology options. Plus, doing an inventory of needs keeps you honest. Construction business owners who objectively assess their operations tend to arrive at the same humbling conclusion: The greatest obstacle to keeping projects productive and on budget is not the weather, the client or the price of materials-it's the lack of efficient team communication.
However, the right online technology application will measurably improve the flow of communications. When everyone on the project always has the latest information at their fingertips, mistakes and costs are reduced and productivity increases. If you choose well, your application will be easy to learn and use and will save you time and money.
Avoid Unnecessary Costs
If you're serious about cutting out unnecessary time and costs, avoid construction project management applications that require purchasing computer hardware. Steer clear of any software that requires an investment in "server" computers, "network drives" or any equipment that requires you to hire a new employee to operate it. Unless you're a Fortune 500 company, you should no longer have to make investments in software packages that require their own machines, attendants or instructors.
Instead, narrow your search to project management applications that are hosted, which means they are delivered to your users over the Internet through a web browser. Hosted technology requires no additional equipment or staffing for you and no software to install or maintain.
Web-based applications are maintained by the vendor, so you don't have to worry about tech issues. High-tech leaders from Microsoft to Google see the future of software as being one of hosted applications. Both companies now sell hosted applications such as spreadsheet and word processors.
In the world of construction project management software, a new generation of vendors offer some impressive hosted applications. In fact, the construction project management software market has seen enough innovation in the past year to launch a new site that reviews only this type of software-www.softwareadvice.com offers a great comparison of the different construction software products available in today's market.
When Shopping for Project Management Applications, Remember:
- Avoid client/server based software, which requires too much training, staffing and the purchase of unnecessary equipment. Tech leaders including Google and Microsoft see hosted software applications as the future and so should you.
- Hosted software applications require little or no IT staff to implement or maintain, a cost savings that can really add up over the long-term. When budgeting, consider the costs of not only purchasing a software application but of implementation and maintenance.
- Today's Internet is safe enough for online banking and bill payments, but you should still make sure that any hosted application you choose uses some form of secure communication protocol. The most common is called "SSL" and provides you with a high level of security.
E-mail: More than Words
Call me harsh, but if your clients use e-mail, your project team should, too-yes, even the ones who swore they never would. Expense is no excuse-e-mail is free on sites such as Yahoo and Google.
When all of your team members are on e-mail, consider an online construction project management tool that can integrate with any e-mail system, such as Outlook and AOL and any mobile interface such as Blackberry. The easier an application is to use, the more inclined your people will be to use it and the more successful the results will be.
Here's a tip: Avoid buying a tool that makes your team use a "new" e-mail system in addition to the one they've already got. If you make your users add complexity to their jobs (like having to use a whole new e-mail system just for your projects), you'll probably face resistance from new users. People want simplicity, not more complications.
Prove It
Let's suppose the contractor is at the project site with the client who says, "Let's go with an oak stain for the dining room." If the contractor simply says, "Okay," without documenting the request, he makes himself vulnerable to being told at some later date, "I never said I wanted an oak stain." But if the contractor sends the client an e-mail summary of their discussion, the potential for future disagreement is reduced significantly.
One of the great advantages of a team that uses e-mail to communicate is that everything can be easily noted-and if you've ever been on the "gotcha" end of litigation, you know how important it is to record every communication.
But just having e-mail is not the solution. If you already use e-mail, you know the frustration of trying to go back and find that one critical e-mail. Make sure that the project management technology you select can organize and search all communications that come through the system.
In our floor stain example, the contractor would simply search the project communications using the term "Flooring," and instantly would see all the e-mails in the project's history related to flooring. Being able to quickly search communications not only saves time but provides built-in accountability. If you need to be able to prove who said what when, your construction management application should be capable of instantly providing the backup documentation.
Location, Location, Location
All too often, large amounts of time are wasted chasing down documents or lugging them physically from one location to another, increasing the risk of loss. Today's online project management applications provide online archive services and plan rooms that enable everyone on the project team to access any and all project documents.
With archived documents and images, you no longer have to be the "keeper of the information." Your team is less dependent on you, your time is freed up and they get the data they need faster. It's a win-win situation.
Don't Waste My Time
Another costly time-waster is unanswered Requests for Information. These stalled communications can add weeks to any project. The most effective way to slash these costs is by using one of the new hosted construction project management tools that use e-mail to automatically number, organize and distribute RFIs to project team members.
Whenever an RFI is overdue, automatic e-mail reminders continue until the person holding the information responds-enabling the project to continue on schedule. RFIs can be created by any team member and assigned to any team member, a democratic system that empowers more team members to ask for-and get-the information they need directly from the source.
Before You Buy
As is true of any technology, it's always best to try it before you buy it. Many web-based construction project management applications offer free trials. During your free trial, ask yourself:
- How easy is it to use?
- Could I begin using this product without having to talk to a sales rep?
- Could I be up and running with this tool today?
If you decide to purchase a product, ask if the company offers money-back guarantees: don't get stuck paying for something that isn't working for you. The right web-based construction management tool will help you and your project team operate more efficiently, confidently and cost-effectively. Once you've found the right technology, you'll find that it will become one of your most vital tools. Just like a tape measure, you won't even consider doing a job without it.
More Tips to Consider When Shopping for Project Management Applications:
- Limit your search to solutions that are easy to learn and use. Use an impartial source such as www.softwareadvice.com/ to compare features and functionality.
- Explore time-saving solutions that leverage e-mail and cell phones as data entry devices.
- Choose an application that enables you and your team to access project photos, images and documents in one online location.
- Go with a product that sends out RFIs automatically until they're closed.
Construction Business Owner, August 2007
