by Contributing Author
In construction, RFIs (requests for information) are a crucial form of communication. They allow for clarity and track any changes throughout the duration of a project.
Although an RFI is a vital communication tool, managing them can be a daunting task.
That’s why many construction companies opt for construction management software to make the process easier and more efficient. Here are 6 reasons why you should let construction management software handle your RFIs, too.
1. Standard Templates
According to best RFI practices, all RFIs should use one standard template. This ensures that all information requests are written in the same format, which makes them easy to read and follow.
Construction management software can manage all your templates for you, and you can upload the template you want the software to follow. Some software enables you to create your own templates and will walk you through the process, which makes creating them even simpler.
2. Build RFIs Faster
Some construction management software allows other members of the team to take field notes and input them into an RFI, which makes building RFIs significantly faster.
With this software, RFIs and field notes are kept in a central location, so finding and accessing information is easier. And, when you can access information faster, building RFIs becomes quicker, too.
3. Easily Attach Relevant Documents
Good construction management software allows users to access email services from within the software itself – this means that photos and other documents can easily be attached and sent with an RFI from the cloud.
Being able to attach relevant documents to provide clarity is an RFI best practice because RFIs are one of the most important communication tools at a construction company’s disposal. Bear in mind, though, not all construction management software has this feature.
4. Send RFIs Easily
Because RFIs are designed to be shared among relevant parties to provide clarification on issues, good construction management software should be able to send the RFI directly from within its system.
The additional steps required to send an RFI by another means (like email – which is not an effective communication tool) make the chances of the RFI getting lost along the way that much higher. Construction management software should make the sending process quick and easy because the RFIs are sent from the app.
5. Easy Tracking
RFIs are flagged with response times to ensure that they are dealt with faster. This means that the project manager needs to be able to track who has seen the RFI, and who has received it. Construction management software helps track RFI responses.
Because RFIs are time-sensitive, getting information about if the recipient has received them or not in real-time is crucial.
6. More Control
The biggest benefit of using construction management software to manage RFIs is that it offers more control and organization to what can be a confusing process. Construction management software saves copies of every RFI, who sent it, and any other pertinent information.
Having this data allows you to keep a paper trail so everyone is held accountable at each step of the process. All the data you need is saved on your own system, so all relevant parties can access it.