Organization is the key to success. Construction assignments have many moving parts, which can quickly become overwhelming for project managers and team members. Document Management Systems are an effective way to organize your construction project files. It sounds like it would be complicated, but Document Management Systems take the guesswork out of managing construction projects by making things simple enough for anyone who isn’t tech-savvy! Follow these simple steps listed below, and you will be packed for your journey to create an effective system for your organization’s paperwork in no time.
1) Get everyone on board
Once you have decided that you want to adopt a document management system, then you must have everyone on your team with you. Document Management Systems are not the easiest things to implement, so everyone must know what they ought to be doing with them and how it affects their daily workflow.
Once you have gotten your team on board, the most important thing for you personally as a manager or even owner would be ensuring that everyone understands Document Management System benefits from both user’s perspective and also business’ perspective. Document Management Systems can help you save time by allowing employees access just to specific files instead of having piles of paperwork everywhere! Document management systems also make life easier because all company documents are saved in one central location.
2) Create a folder structure that fits your needs
The folder structure is fundamental as it would ensure that the processes are not disrupted because of some files being in some other folder, but even if that happens, it won’t be an issue as document management systems make it easier to find files because you can search by keywords or even create custom folders for each project or client! Document Management System also helps keep your projects organized, ensuring that no documents are misplaced and that everything is quickly accessible when it needs to be found. But still, a folder structure is essential because Document Management Software for Construction can get cluttered, and that’s where having a folder structure comes into play.
One thing you need to be sure about Document Management Systems is making everyone aware of the system! This technology should not be used to exclude anyone from knowing what is going on, but rather an open platform that people feel like they can benefit from.
A structure may have the following broad category of folders:
– Company Documents Folder
– Client Folders
– Project Folders
– My Work folder (for individual employees)
3) Create a workflow
The most important thing to remember about workflow is that it needs to be based on how your company operates best – this will ensure everyone knows what they should do with their work. It may seem like the obvious thing, but you will want to include steps such as where people put new files after they have created them and what needs to happen with those files after a certain period.
In order to create a successful workflow, you must understand what your users want from their experience. You’ll also want the outline steps of how they can best accomplish this and when those things happen in relation to one another so there won’t be any confusion on behalf of either party involved!
4) Anoint someone with the authority and the accountability to look over the process
This is a step that most people forget to take. You need someone who oversees the process and can make sure everyone follows through with it correctly. This way, you always have someone looking out for your files and making sure no one forgets any critical steps along the way.
Since organizing files for construction project management software takes time, the person in charge of the Document Management System (DMS) should understand its importance and put effort into maintaining this system throughout the lifespan of a project that could span over several years.
5) Accessibility and user rights
People should be given access as soon as possible to begin viewing folders, uploading documents and creating new ones if necessary or desired by their role in the company. However, there should also be restrictions on who has rights to delete, rename or create additional sub-folders, among other things such as deleting an entire folder which would essentially go against everything you are trying to do – keep track of all work done for your construction project management software.
6) Track progress through easy-to-use reports and dashboards
Dashboards provide real-time updates about how many items you currently have within a section/folder that is chosen by yourself based on your personal preference. You will want this information because it will help you to see how everything is organized and whether or not your folder structure works efficiently.
7) Keep learning and improving
New things are coming out every day that can improve the way you run your construction business. DMS for Construction is no exception, so stay up to date with trends and changes within this industry.
Document management storage solutions helps companies of all sizes organize their large amounts of files efficiently and effectively, all the while tracking where they came from or what was done by whom. This means companies save time looking through disorganized folders because everything has its place! Now you have more free time to do other essential tasks such as focusing on customer service or increasing sales which will help grow your company into something bigger than it already is today! Happy organizing & keep learning & improving!
The Docupile Document Management System is a simple system that lets you create your folders and sub-folders, forward emails into your Document Management System account, and control access rights. Convenient reports are available at any time, providing you with the information you need to make fast business decisions! It’s easier than ever before because it’s all in one location.
So contact the Docupile team to get a consultation and a free demo today.