When a general contractor begins a construction project, they must coordinate with a diverse group of dozens, or even hundreds, of companies. One of the primary challenges they face is ensuring effective information exchange throughout the project’s lifecycle.
The Critical Role of Information Management
From the management perspective of a general contractor (GC), construction projects typically have four phases:
- Preconstruction
- Procurement
- Execution
- Closure.
Each phase involves critical tasks that require constant data exchange, as shown in Figure 1. Effective information management remains challenging, despite the multitude of digital tools available.
An FMI study found that construction teams spend 13% of their working hours—roughly an hour each day—searching for project data and information. This inefficiency is often due to the lack of standardized information-exchange methods between project stakeholders.
As the primary driver of the construction process, GCs have the most influence on how information is managed and exchanged. By providing technology that facilitates seamless file sharing and communication, GCs can ensure the project’s digital and physical aspects stay in sync, avoiding unpleasant surprises during closure.
ShareFile’s Solution to Construction’s Dilemma
ShareFile has enabled more than 90,000 organizations to securely share data and collaborate on documents. It’s versatile and easy to use and offers a centralized common data environment (CDE) where GCs can share files with all project stakeholders.
Based on my experience, getting started with ShareFile rollout is intuitive and quick—crucial for the fast-paced, people-centric construction sector. The platform’s dashboard provides an overview of personal and shared folders, projects, workflows, templates, signatures, and more, with everything at the user’s fingertips.
Managing Projects in ShareFile
Projects form the core of operations in construction companies. The Projects section in ShareFile lists all of a user’s active projects, each featuring tabs for tasks, document requests, information requests, files, and comments. The search bar at the top allows for quick searches for any content within the files and folders helping project teams find what they need, when they need it.
ShareFile Use Case: Streamlining RFIs
ShareFile supports all the tasks outlined in Figure 1. However, let’s focus on a specific use case: requests for information (RFIs) during the preconstruction and execution phases.
Centralized RFI Management
ShareFile can serve as a central hub for all RFI-related documents, including forms, responses, attachments (such as drawings or specifications), and supporting materials. You can create a structured folder system categorized by project phase, trade, or urgency, making it easy to locate specific RFIs. ShareFile also supports creating templates to standardize RFI submissions.
On-the-Go Access and Instant Updates
The ShareFile mobile app allows field teams to upload and access RFIs directly from the construction site using smartphones or tablets. They can instantly capture photos, annotate drawings, and submit or respond to RFIs, speeding up the resolution process.
The RFI Workflow in ShareFile
Here’s a step-by-step example of how you can manage RFIs between a contractor and an architect with ShareFile:
- Contractor Prepares the RFI: The contractor accesses a standardized RFI template in ShareFile, completes it with detailed information, and saves it.
- Submission: The contractor uploads the completed RFI document to the designated project folder in ShareFile. The system automatically notifies the architect or relevant team members via email.
- Architect Reviews: The architect reviews the RFI, potentially revising drawings or providing technical details. ShareFile’s annotation and commenting tools allow the architect to provide feedback directly on the RFI and its attachments.
- Contractor Response: The contractor receives a notification and reviews the architect’s input in ShareFile. They check revised documents and decide the next steps based on the response.
- Further Clarification and Resolution: The contractor can update the original RFI in ShareFile with further questions if additional information is needed. Once satisfied with the response, they mark the RFI as resolved and archive it for future reference. ShareFile maintains a complete log of all RFIs for documentation and compliance.
All RFIs, responses, and related documents are organized within the project’s folder structure, ensuring the entire RFI history is easily accessible for audits, compliance checks, and project closeout documentation.
The Benefits of Using ShareFile for RFIs
This workflow illustrates how ShareFile streamlines the interaction between contractors and architects with clear communication, automated notifications, and a centralized record of all interactions. Using ShareFile helps to minimize delays, reduce miscommunication, and keep projects on track, ultimately driving construction projects toward successful completion.
Learn more about how ShareFile serves the construction industry.
