The following article is in partnership with Fluix.
Most business processes imply an inextricable link between paperwork and work on the construction sites, at the facility, in the field, etc. In such cases, the preparation of documents, making the necessary changes, approval, transfer (in paper form) to the office, bank, or customer, and other operations with the documents take a lot of time. All this slows down the work process and pushes back the deadlines.
Tracking, management, reliable storage, and quick retrieval of the documents is a complex and painstaking process that takes a lot of time and financial expenditure.
The solution to the problem can be the automation of business processes and the transition from paper to electronic documents. To achieve this goal, you need to choose a proven software solution. There are quite a few options. One of them is Fluix, used by large construction companies (Ludvig Freytag, Centuri, Emerson, Reborn Cabinets, DaBella, etc.) Such simple and reliable solutions help optimize business processes and provide timely and high-quality services.
The use of services allows automating work processes, providing constant communication between the company and the office, and reducing the time and financial costs for paperwork.
What do such programs represent?
This is a set of solutions for optimizing the workflow, which includes:
- automation of the work processes;
- implementation of an electronic signature;
- cloud storage;
- organization of centralized access to and management of documentation;
- integration with other programs.
As a rule, these platforms are used to optimize the workflow process between the office, mobile teams, partners, or customers. As a result, each of the parties receives certain advantages when using them.
1. Employees working in the field, on building sites, etc. can:
- have quick access to changes made in the templates and guides to the manufacturing execution system;
- fill out, sign, and send activity reports;
- send images;
- scan barcodes, etc.
2. The company management and office employees get the opportunity to:
- create the document templates and send them to the participants in the business process;
- monitor the status of documentation in real-time;
- to receive data from a remote location to analyze the state of affairs and generate reports;
- determine the complexities in the production process and make effective decisions to eliminate them remotely;
- ensure the storage of documentation in the cloud;
- integrate with other cloud storage software for the safe creation of backups.
3. Customers and partners are given the opportunity to amend contracts and agreements before signing them, sign the documents remotely and immediately send them to the recipient without leaving the office (or outside the office).
Thus, such products allow you to automate all types of business processes, including those that require joint work of participants in remote ways. As a rule, such software is universal and can be used in different business sectors. This could be construction, oil and gas industry, logistics, combating crime, electrical service, architecture, or design.
The solution in construction and engineering
One example of the effective use of such software is construction and engineering. The program allows you to:
- ensure compliance with safety standards;
- shoot objects for the remote control of compliance with the construction schedule and solving other problems;
- create and send the daily activity reports directly from the construction site;
- manage invoices, etc.
Using the software will make things easier for all participants in the construction process, whether they perform their duties in the office or on the construction site.
Benefits of using software in construction:
- As a rule, these programs are very easy to operate. Learning the basics doesn’t take much time, and many functions are intuitive.
- Minimizing the time of communication between office and construction site. Regardless of the distance between the building and the office, the transfer of the necessary information will take only a few seconds.
- Acceleration of the draft modification caused by production needs. Using the mobile application allows you to quickly collect and send the necessary information, draw sketches, take pictures, and scan barcodes. You can quickly agree on the amendments made with all parties and receive confirmation signatures.
- Possibility to work offline, which is very important for construction units working in places where the Internet is unstable.
- Collection of data in standardized forms to accelerate analysis and decision-making.
- Automatic aggregation of data and their subsequent conversion into reports.
- Time saving by eliminating the need for printing, scanning, sending for signature, and solving other tasks associated with preparing documents.
- Reducing the risk of errors in the process of creating reports and other documentation.
Who is interested in such software?
The use of such software solutions is beneficial to all parties involved in the implementation of a construction project:
1. Owners of construction companies
They can monitor the implementation of the project using the tracking feature. Automatic update of construction and report status allows you always to be informed of the events at the facility without wasting time. In addition, access to information will enable you to carry out a timely analysis of the financial situation.
2. Architects and engineers
They have the opportunity to exchange information (documents, sketches, drawings, etc.) in real-time (each at his own workplace).
3. General contractors
They can count on the acceleration of the project implementation, having a reliable assistant in construction management who always provides a picture of the actual situation and is ready to streamline communication between the participants in the process.
4. Subcontractors
They coordinate the implementation of mandated tasks with other teams, excluding downtime and the need to re-perform work. In addition, the subcontractors create the activity reports and send them to analyze the situation and receive new tasks.
Collaborative document management allows construction managers and office administrators to work together on creating the working document and providing an efficient circulation of electronic documents without wasting time on the site visits or daily trips to the office for reporting.
Advantages of electronic documentation
The transition from paper to electronic documents allows to:
- facilitate the creation of reports on-site;
- speed up tasks using instant information exchange;
- streamline the creation of documents, combining this process with workflow automation.
A step into the future? Certainly! Such solutions have many benefits: from environmental protection to instant adjustment of the workflows according to the needs of a particular business. They allow you to focus on performing real tasks without wasting time on reporting and paperwork.
