Boost Success with Contemporaneous Site Records at Every Stage of Project Life Cycle

Previously, we have explained that a site record management system (RMS) is more than a digital repository of site diaries. The intelligence the RMS captures enables real-time problem-solving and data-based communications between all stakeholders. 

In this article, we will explore how consistent, structured data gathered using a digital site record management system fuels improvements at each stage of the project life cycle. From writing better estimates to countering optimism bias during planning, to getting paid during project close out, the tangible benefits of having consistent, quality site data extend well beyond just the delivery phase.

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Tender with certainty

Capturing and analysing site data is often associated with the delivery phase of a project. Acquiring consistent, quality records in this phase also benefits project initiation, considering how much time contractors, subcontractors and their clients often spend on tendering. 

Price and programme are key to winning any tender. We build estimates for both using client-provided information. Yet, detailed, precise data from previous projects often improves pricing and programme accuracy. 

Are you regularly examining completed projects for productivity metrics linked to specific site conditions? More importantly, do you have consistent, quality data on site activities of past projects to start with? 

Without concrete, quality site data, estimates rely on guesswork. This can jeopardise project success. A record management system methodically captures site insights, organising them in a dynamic, searchable data structure for swift analyses and tender estimate verification.

Understanding risk is another key to successful tenders. Client contract documents outline risk distribution between parties. Understanding and quantifying these risks is crucial for profitable tenders. 

For projects involving critical infrastructure, such as railways, highways or aviation, grasping productivity metrics under possession constraints is vital. Analysis of thousands of shifts captured and stored in an RMS can highlight productivity risks associated with short possession windows. Such historical data can contest assumptions and refine contract constraints, benefiting both clients and contractors. 

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Curb optimism bias during planning

A common pitfall during the planning phase is optimism bias. To combat this, we need to be firmly grounded in actual data from site. After all, past performance is the best indicator for future performance.

Using the historic, dynamic site data collected using an RMS, we can create a programme based on proven productivity metrics and time risk allowances from similar projects. We can even anticipate potential delays and strategies on how to mitigate them. During the planning stage, we can draw on lessons learned from previous projects.

Detailed, realistic planning links activities to resource schedules and balances the allocation of both people and equipment. This will empower your frontline field supervisors to deliver, freeing up time and headspace for them to plan, record and report works more efficiently.

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Improve delivery with site records

"Records, records, records" is a timeless mantra in our industry. Good record keeping can perhaps bring the most improvements to project delivery. We have relied on paper site diaries in the past. With the advent of technology, we now have mobile devices and digital solutions that enhance when, where and how to capture site records.

On the surface level, a construction record management system allows us to keep complete, consistent, contemporaneous records. Beneath this are layers of hidden benefits.

First, it improves morale and workload for site operatives by reducing administrative burden and refocusing their time on operations. Secondly, structured data gives you the control you need. Site engineers, project managers and the project commercial team thrive on accurate, up-to-date intelligence to make informed, real-time decisions on cost, quality and programme. 

An RMS gives exactly that by replacing paperwork, spreadsheets, back-and-forth calls and WhatsApp messages with structured, methodical, digital-first ways of capturing site data.

Among the most innovative is the ability to track planned vs actual work in Gather's record management system. These crucial differentials enable swift analyses on productivity and efficiency, allowing us to raise early warnings, fix lagging areas, and nurture best practice.

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Handover & Close Out

A successful project close out hinges on a myriad of factors. Having consistent, contemporaneous records is a crucial one in the mix. 

UK construction still frequently uses disallowed costs and retention to balance client-contractor interests. Yet, they can lead to undesired disputes over unsubstantiated costs. Having stellar, quality, accountable site records enables contractors to justify costs. This helps those who delivered the works to get paid on time, in full, and for everything.

With records that align to bills of quantities, activity schedules or any method of measurement, the commercial close out of a project is faster and more objective. In today’s day and age, we shouldn’t be arguing about basic facts. Nor should we forego the opportunity to improve and establish best practices. Having reliable, consistent, structured site records is no longer an option, but a necessity. 

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Be the winner the industry wants to work with

People buy from people. Not from companies. This common adage applies to every industry, including UK infrastructure construction.Underpinning this is a question of trust: Can I trust this person to deliver on their promise?

By adopting and rigorously adhering to a site record management system, a contractor is signalling its commitment – a commitment to doing data-driven business, to providing transparency to all stakeholders, and to building a track record, one shift at a time.

All these commitments inspire trust from our industry. When a contractor starts to be known for their consistent, detailed, accurate records, clients can trust them with efficient, timely, data-informed project delivery and predictable handovers. This is exactly the kind of winner the construction industry wants to work with.

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To explore how Gather's site record management system can help you improve in every stage of the project life cycle, book your bespoke demo today.

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