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Why & How to Go Paperless in Construction

by | Jul 1, 2021 | Business Advice, Construction Industry, Productivity

The world has gone digital for numerous reasons. Productivity with digital processes and mobile technology instead of traditional paper processes improves productivity and increases revenue. The construction industry has been one of the slowest industries to adopt paperless processes. However, doing so can give you an edge over your competitors. 

As companies are slowly moving toward paperless processes, they are finding greater productivity, clearer communication and consistency, and tools with greater accuracy. The money saved with efficient processes and fewer errors is a game-changer for the construction industry.  

Real-Time Sharing on The Cloud

One of the biggest causes of revenue loss for a construction company is mistakes on the job site. Mistakes are often made due to the plans not being communicated clearly or in time. When you don’t have immediate effective communication among everyone involved, there are gaps in the communication. These gaps are where costly mistakes happen.

Have you ever told a coworker about a change, but that change wasn’t communicated to someone else on the team? With digital processes, you can have the entire team obtain access to the final plans so that there aren’t any holes in the communication system. Any question about the plan can be answered by anyone with digital access

Cloud software transforms communication on the construction job site. All team members can work on a document at the same time without being together on site. The changes made are shown in real-time so every team member stays up-to-date with the latest changes to the plan

When a company relies on paper and pen to create deliverables, information sharing is delayed. Digital lines of communication create maximum field productivity. Blueprints, design drawings, and report documents that are not available digitally slow down workflow. Productivity is the way to increase revenue and one-up your competitors. 

Cloud Storage

If you have been in business for years, you more than likely have piles of paperwork. With paper documents, they are vulnerable to any possible flood or fire damage. They can also be tricky to sort through and retrieve something specific from the pile of complete project documents

A secure cloud storage solution will eliminate searching through stacks of paper. A document software solution will allow you to retrieve anything you are looking for in seconds. You can also completely eliminate the space needed to store physical copies with digital document management systems

Improved Coordination

Construction projects often involve a lot of people working on various aspects of the project. When those people are all working with different tools and technology, coordinating can be messy. Without a developed digital system in place, you will have some people working from files in a trailer, some on their mobile devices, and others working from paper plans

When one person makes a change to the plans, it has to be communicated to everyone, and quick enough that there are no tasks that need to be redone. These business practices can be stressful.  

A successful construction project requires everyone to work together on a common goal. How much time is wasted each day by people looking for information? A lot. Coordinating with all of the workers doesn’t need to be stressful. Productivity and communication software changes the way a company communicates and coordinates. This puts everyone on exactly the same page at all times. 

Improved Consistency

Manually preparing and processing documents and plans puts the task of consistency in the hands of humans. Without the right tools, collaboration can be challenging and result in important information getting lost. 

The reports from a project need to exist after the project is completed. With a digital system of organization, you have everything at your fingertips.

Save on Printing Costs

Paper documents are expensive. They also rarely get updated so you end up with a lot of printing costs for inaccurate documents. A company can have thousands of dollars in cost savings with a single project by going paperless. 

When you have paper copies of plans in the field,  you have to reprint them every time a change is made. Not to mention, you have to track down all the old plans and make sure people are told about the change. With digital software, you can make changes at any time and have instant access to the new plan available to all members of the team. 

3D Plans

Once you open your company up to the paperless world, you will see all of the amazing tools that are available to your business. 3D files are available with digital software and they will completely change the number of details you can shadow on a plan. 2D plans are limited with the details they can show and manipulate.

You can also use digital tools like BIM models, augmented reality, SMART boards, tablets, and wearables. 

Digital Timesheets for Employees

With paper copies of timesheets, you have an extra step of using an HR person to enter and process the information collected from employees. You also have the hassle of collecting the physical timesheets and making sure that they have been filled out correctly. 

There are a lot of mobile solutions that allow you to schedule and monitor timesheets without the complicated paperwork. There are some software that integrate with your payroll system that save you the time and money needed to have an employee move that information over for you. Electronic document management makes managing employees much easier. 

Improved Customer Experience

Stopping the use of paper forms for communication will also make your customer service much more efficient. Billing customers digitally will help make your communication among customers clearer. When there is any change to the project with a price adjustment, you can have that available to the customer instantly with documents on communication software.

Customer service experiences will become consistent and straightforward. These efficient digital processes will help improve your company’s reputation. Customers will receive faster access to everything they need to answer their questions. 

You can also greatly improve your construction bidding process with technology software. With digital software, you can have calculations automated accurately allowing you to give potential clients and customers more accurate bids. This gives you a better chance of beating your competitors’ bids.   

How to Eliminate Paper

The transition to paperless doesn’t happen instantly. Partnering with an IT support service will help you to make the transition in the best way possible for your company. 

Spot Migration gets to know companies and their processes so that we can create custom IT plans that fit your long-term business goals. We will help you step by step to make the transition to paperless. We will walk you through your options so that you can make informed decisions for your company.

When you go paperless, you start working smart. Productivity soars and you will see just how easy it is to grow and reach your goals with these new efficient processes. 

Reach out to us in order to help you answer any of your questions about being a paperless construction company. Change is a necessary part of growth so don’t wait any longer to get your company on the path to construction productivity. Learn more about IT support for construction with Spot Migration.

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