When it comes to successful project management using RFIs, you can hardly undermine the value of transparency and effective communication. The construction market has grown significantly competitive in recent years. Construction project managers need to use RFIs diplomatically in this digitized business paradigm.
As you know, RFI or Request for Information goes a long way in eliciting relevant information from contractors, subcontractors, clients, and project managers. The involved parties might request information regarding project specifications, drawings, materials, and other aspects. Being tactical while handling the RFI would streamline the entire process.
In this post, the experts at GoBridgit have come up with some strategies to help you manage your construction projects with dexterity.
What Makes RFI So Crucial In The Construction Industry?
As a construction project manager, you should be aware that 56% of projects fail due to a lack of communication. Besides, as much as 27% of the construction companies fail to fulfill the project objectives due to the dearth of proper contact with their customers.
These figures reveal tons about the necessity of a transparent and easy information exchange process between the involved parties. A proper RFI process ensures this clarity in communication, both within the company and with its clients.
- With RFIs, you can streamline the overall process of communication.
- Using RFIs correctly, you can organize the documentation process, using standardized templates to document the information.
- RFI would pacify internal communication, furnishing all relevant information clearly to the concerned party.
Best Tips To Use RFIs For Construction Project Management
Here are some tips to effectively use RFIs.
Never Assume Things
Assuming things that are not actually true happens to be a key source for misunderstandings in a project. At times, you might be sure about the response from a client. In the end, you might have found that you misinterpreted the information, leading to expensive delays.
Deploying RFIs in construction project management would minimize the chances of such mistakes. This ensures that your projects would remain properly synced with the expectations. If you have doubts, simply clarify the point rather than assume things.
Maintain Simplicity
To maintain simplicity in the RFI document, try to focus on the 5Ws and 1H. Keeping things informative and simple, answer these questions in a single sentence. Moreover, if there are long messages in the document, you need to split them up.
Also, don’t overlook the recommended solutions in brief. The more simplistic your RFI turns out to be, the easier it would be for the other party to interpret and revert.
Responding To RFIs
Always come up with a complete response to the RFIs, without being ambiguous. Make sure not to present too many options to the recipient, leading to miscommunication. Also, state your recommendation clearly when it comes to answering specifications.
Rather than verbal communications, carry out every process through a documented process. In case of a dispute, this will increase your credibility.
To value time, make sure to respond to the RFIs within a week. The sooner you answer them, the faster the project will be completed.
Deploy A Cloud-Based Tool For Construction
Deploy cloud-based construction software to streamline the process. This would enable the workers, managers, contractors, and subcontractors to interact virtually and coordinate. They would also be able to ask essential questions, discuss issues, and develop necessary solutions.
Remember, you might end up misplacing paper RFIs. Besides, the process would take up a lot of time as well. With a cloud-based tool, you would be able to manage multiple RFIs with a single interface.
Moreover, a cloud-based RFI software would keep all the involved parties in the project on the same page. This would lead to enhanced productivity through better synchronization.
Carry Out Discussions During Your Site Meetings
During meetings with your contractors, subcontractors, and architects, foster a more coordinative effort. Besides, try to loop in the trade partners and subcontractors early during the design process. With upfront collaboration and discussion, you can do away with certain RFIs.
Moreover, you can enquire about the relevant RFI process during these meetings. Answering relevant questions before the construction initiates would save money and time for all the parties.
Fix The Due Dates
When a party receives an RFI from your end, they should have a clear idea about the response time. To avoid any delays, include a statement on the RFI stating that you require a response by a specified date. In case the respondent fails to come up with the answers within the stipulated time, you can hold the party responsible for the delay.
Often, construction delays lead to expensive cost overhauls. With advanced RFI software, you can benefit from automated alarms and reminders.
Keep Updating The Status Of Rfis Continuously
All your team members should be informed about the progress of the project. Therefore, you need to update the status of RFIs continually.
Moreover, you need to document moves that might lead to delays. For instance, if you contact a contractor, and the person is not available, make sure to update that. This documentation will put you on a stronger plane if there are disputes in the project schedules due to the delay. After all, the absence of responsiveness can lead to significant delays in the construction industry.
Keep All The Parties Involved
Prioritize communication in RFIs and ensure that all important parties are included. In case your team keeps waiting on the field for further directions, make sure to update them on the RFI status.
The advanced RFI tools prove handy, as project managers can add all the concerned parties to check the RFI process. This collaborative approach can pacify your project significantly.
Endnote
Remember to review each incoming response for authenticity, completeness, and relevance. Adhering to the best RFI management practices can help you complete projects within deadlines.
Also, you won’t experience cost overruns due to the resulting delays. This explains why successful construction project managers use advanced RFI software to streamline their processes.
