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How to Manage Project Documents Wherever Work Takes You

Document Management

By David Wagner
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I’m guessing you’ve been carrying around that mobile device on the job site for quite a while now. In addition to sending a few texts, you’ve probably used it to snap a few photos, review some project documents and access email. But did you know your iOS and Android devices can be a powerful tool when it comes to collaborative document management? 

When you’re using the right document management solution, mobile functionality is a “must have,” not just a “nice to have,” for minimizing project inefficiencies and advancing you toward greater productivity and profitability. 

Without a strong collaborative document management solution, you run the risk of missed communications, errors, lost data, rework and various other project killers. You and your teams require the tools necessary to manage project document information wherever your work takes you – whether that’s in the office, in the conference room, in the trailer or on the job site. 

When project teams don’t have mobile functionality in their document management system, they’re looking at rework, resulting in wasted time and money. Let’s dive a little deeper into that. Without a mobile-based solution, you are likely forced to: 

  • access email on an email app
  • remember to load all your project team members into your contact directory
  • print or copy locally all your relevant project plans and documents
  • preload or print all your relevant punch list forms, checklists and forms

 

In addition, when you capture information in the field – for instance, photos, defects and checklists – you’ll have to reload them into another system once you return to the office. And all of this leads to more rework and wasted time. Having a mobile-based document management system can minimize that risk.

As the industry continues to evolve on the path to digital transformation, having the ability to go mobile when it comes to managing project documents can be a true differentiator. If you’re currently in the market for an effective collaborative document solution, here are some key features you should take into account: 

 

SUPPORT FOR ON-SITE WORK

View plans and defect checklists (aka “punch lists”) via the mobile app. With a mobile app, you can capture photos and upload them into a gallery. You can also save time by checking off completed tasks or pointing out defects while you’re on the job site. There’s no need to enter that data again once you’re back at the office. 

 

SUPPORT IN POORLY CONNECTED/DISCONNECTED WORK SITES

A mobile app that must always be connected isn’t good enough. Users need the ability to sync their data before they go on-site. Work on-site in an offline mode and then resync all the data when you re-establish a working connection.  

 

MOBILE PLATFORM OPTIONS

Many companies do not standardize on Apple or Android devices and sometimes, they have a combination of both. This is especially true if a company implements a Bring-Your-Own-Device (BYOD) policy. When looking for a document management solution, it’s important the mobile tools provide support for both Apple and Android devices. 

Mobility allows for better communication among your project teams. You’ll see improved information flow and decision-making as teams gain access to project information wherever work is performed. The result? A dramatic decrease in time wasted on the job site. In today’s rapidly changing industry environment, if you’re mobile, you’re moving forward, and that means less inefficiency and more productivity and profitability. 

 

For more on how InEight’s project management solutions can help you increase efficiencies on your next project, click here.

About the Author

David Wagner

David Wagner is vice president at InEight. He oversees InEight’s product messaging and positioning, leveraging his 20-plus years of experience developing and marketing construction software solutions. David has an engineering degree from Virginia Tech.