As construction companies continue to grow, the amount of paperwork and documents also rises. Many of these files exist in storage, taking up space and requiring plenty of time and effort to locate specific documents. To combat the rising piles of paperwork, there are now plenty of document management systems that companies can use to begin moving towards a paperless operation. Construction software and document management solutions now exist which not only help to eliminate paperwork, but also streamline workflow within a company. This article discusses how going paperless can help organizations reduce costs, avoid lost documents and improve efficiency.
The first step in transitioning towards a paperless office is purging your existing documents. Although a time-consuming task, getting rid of unnecessary documents can help free up space and give business owners a better understanding of the current state of their company. Once you have identified what important documents should be kept, like invoices and receipts, scanning these documents into an online document manager is the next step. There are numerous systems and software you can choose from, each with their advantages and disadvantages. Use these software to sort and organize your documents by customer, supplier or any other criteria that will better organize the data in your business.
Although the transition to a paperless business cannot be done overnight, your company must reduce the amount of incoming paper, and begin to adopt mobile and digital technology. Many construction companies continue to rely on paper documents for invoicing, logging work hours, timesheets and a variety of other functions. Unfortunately, paper is susceptible to loss, and single copies of documents may take a long time to change hands. Within construction and the field service industries, the constant movement of workers, technicians and managers can lead to documents being misplaced and forgotten. When it comes to inputting paper documents into accounting systems, the risk of error is further heightened by manual entry. Adopting mobile solutions can be developed incrementally, and can reduce many of the problems that paperwork presents. Rather than having workers or technicians use paper schedules, save time by using email or mobile communication applications to send electronic copies. Workers can also be alerted of any last-minute changes through their mobile device. Starting from here can lead to greater uses of mobile technology and other devices like laptops or tablets for electronic billing.
Paperless construction management has substantial benefits for the overall productivity of any given company. In addition to reduced administrative costs, mobile communication and electronic document management can help speed up typically time-consuming processes. Once your company has adopted the software that best suits your needs, electronic billing, invoicing and payment can accelerate payment processes. There are now many cloud software options to choose from that are capable of synchronizing field payment, forms and documents, making it easier for companies to track progress.
Estimating and bidding software can also provide an advantage over companies that continue to use manual processes. Construction management software makes it easy for subcontractors to participate in the estimating stage, as well as for contractors to target bid invitations according to previous performance, bid history, and regulations. Furthermore, mobile software can allow for documents to be retrieved and studied directly from the field.
Lengthy safety inspections can also be done more efficiently by eliminating paperwork and replacing it with mobile. Record important information, pictures and forms directly on mobile devices and have these documents accessible to managers. Mobile devices and tablets are also easy to carry, and are capable of storing all important data in a document manager.
Depending on what type of construction company you operate, consider applying an integrated software that can help solve many administrative and document management problems. Although many are skeptical about adopting mobile solutions, many construction software companies provide the right amount of guidance and training necessary to ease the transition to paperless.
A paperless system allows managers, field workers and administrative staff to be more efficient by locating and retrieving critical documents faster. By saving time and creating a more streamlined business, companies will be able to increase profitability. To facilitate the move to a paperless office, a reliable construction software is needed to track costs and record all important documents. The greatest advantage that document management systems provides is a real-time view of how the business is doing. Having access to accurate and up-to-date data can help managers and all staff to make better-informed decisions which can help expand and modernize any construction company. For more on the importance of construction software, see our Top 10 Construction Management Software Features, and refer to our Top 10 Construction Software Solutions.