As I sit here in a hotel room at Disney World writing this article, I marvel at the flexibility modern technology gives us all. It was not long ago that a deadline or some work related project either had to be completed before leaving the office for more than a few hours or simply had to wait until vacation was over. These days, people can work all over the world from wherever they happen to be physically located at the moment.
This is also true in the construction business. The use of technology allows construction companies the ability to improve communication and more accurately maintain project records. These are all great for business. But with it comes dangers that can be problematic if not carefully considered. Here are a few pointers to keep in mind.
- Be Careful with E-mail: E-mail is a great tool because it allows people to communicate efficiently and in a way that allows people to respond at any hour. However, e-mail is also often treated too loosely and leads to trouble. One should always remember that e-mail is written communication. If you would not want it to be posted on a wall – or in court – for the world to see, it is probably not a good idea to press that send button.
- Have an Internal Policy on Electronic Documents: Storing things electronically is a great way to save space, paper, and more easily manage project data. It can even allow people working on a project to access documents with the same ease whether sitting in the conference room or out in the field. But it can also lead to confusion and mistakes that cause trouble. Be sure you manage things in a way that ensures everyone is working from current versions and that they can be easily located in a project specific way to avoid confusion.
- Consider Including an Electronic Policy in Contract Documents: Many project owners and design professionals are going to electronic records to design and manage projects. This will only continue to become more prevalent as technology gets more sophisticated, including the use of Building Information Modeling. The most recent version of the AIA documents includes language dealing with electronic documents. Make sure you understand any project specific requirements for electronic records imposed by others. Also consider developing a standard clause for your own contracts downstream so that you can establish your own protocol for electronic documents.
Technology will continue to make it easier to get our work done and enjoy life more. The use of technology, however, should also be thought through. Like many other things, it is only as good as the user.
