Those in the construction industry are always on the go. Regardless of where construction professionals are working—the jobsite, the client’s office, at the airport or even at home—they need to have ready access to critical files and documents without being chained to a desk.
Arguably, this is more challenging in the construction industry than in many others, because files can be significant in size, making them difficult or even impossible to share via email.
Also, extended work teams include multiple external parties, from contractors and partners to municipalities and clients.
Making sure everyone has appropriate access to the content they need—and only what they need—in its most current form is a complex challenge, especially when working on the jobsite.
While the below top five jobsite data challenges can be daunting, there are specific strategies and secure file-sharing tools for solving them.
1. Most current file versions are ready for immediate access
To get the job done, files need to be easily found and accessed remotely, often from a smartphone or tablet. From blueprints, permits and architectural drawings to project manuals and amendments, instant access to information makes the job easier to complete on time and on budget. However, email isn’t the most reliable way to find the most current file, and accessing office file servers from the road can be slow
and unpredictable.
Secure file-sharing solutions enable workers to instantly find documents and projects in their most current form, from any laptop or mobile device, solving bottlenecks caused by having to wait to access needed information once workers are back in the office.
2. Sending large files to workers on site
Construction files are often too large and tedious to share digitally. Emailing them in parts and pieces is an error-prone practice and failures are common.
Poor Internet connections and FTP limitations can make uploading and downloading a challenge, slowing productivity as those who need the files wait for uploads to complete.
File-sharing solutions can make sharing large files a snap—from anywhere that work is being performed. Files are uploaded quickly, even when working remotely and available instantly to anyone that needs them.
3. Keeping the right parties in sync at all times
Every construction project has hundreds of moving parts and each one is touched by multiple parties. Keeping everyone up to date and in sync with the most current documents can require extensive time. Yet, miscommunication and lost documents can be a key contributor to delayed responses, project slowdowns and cost overruns.
By using a file-sharing solution with user-defined policies and automatic sync capabilities, everyone that is assigned to a project team will always have immediate access to the most current project files, from any device and while working at any location. Architects, contractors and project managers will know exactly where every moving piece is at all times, improving operational efficiencies and working partnerships.
4. Enabling data capture for site surveys
Things change quickly on jobsites—often without notice—and require fast decision-making to keep tasks
on schedule. The best way to resolve a problem may be to take a picture or video to share with the other parties involved. A robust secure file-sharing solution can equip construction teams to quickly capture and share jobsite media with the right people, even including notations to provide enough information and context for fast resolutions that can save budgets and timelines.
Those pictures and videos are automatically archived so that team members can easily reference them later, when needed for revised estimates or design addendums.
5. Streamlining project site sign-offs
Builder and client collaboration is a critical component to a successful project. However, if communications break down or documents are lost, costs and timelines can spiral out of control.
By providing a secure and consistent way to collaborate on architectural and blueprint modifications, reviews, notifications, budgets and estimates, a file-sharing solution will shorten review times, improve operational efficiencies and strengthen client relationships. Using a secure link, clients have access to their project documents at all times, providing streamlined project clarity.
The more sophisticated file-sharing solutions will even provide login reports that track when clients have accessed and viewed critical files, so everyone is kept on the same page.
And, with additional tools such as on-device annotation and scan-to-PDF photo capture, document signatures can be captured directly on the device while a team member is out in the field.
Data challenges don’t have to slow jobsite productivity. For the most robust file-sharing options, look to a cloud file-sharing solution that offers superior security features, including geo-redundant data centers, data encryption, authentication technology, reliable data protection and continuous monitoring against security risks.
It’s also wise to select a service that has received an independent
SSAE 16 certification. The result will free workers from their desks and the main office, while improving bottom lines across the entire project team.
