How to Gain Better Control of Your Project with Deltek PIM
There is a vast amount of information that circulates throughout the lifecycle of any given AEC project. There was once a time when there were only a few hundred documents created during a design project. In today’s digital world, there are thousands of documents created and even more conversations and decisions to be had.
From emails zigzagging among all team members to the process of finalizing drawings to managing RFIs and change orders to ensuring the project is built as specified, the art of coordinating every detail of a design project can be daunting. And the supporting documentation to ensure that everyone is on the same page throughout is increasing at an alarming rate.
With a wide range of documentation and conversations circulating, how confident are you in your capability to accurately manage all of that information? Are you adequately and efficiently managing the workflow of all submittals and design deliverables? Are you able to track who has seen what, adding a level of accountability among your project team?
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Make Better Decisions with Formal Email Management
Have you ever forgotten to include someone on an email, only then having to send additional emails to loop them in later in the process? Or conversely, has someone inadvertently left you off of an email that includes information you needed to be aware of to make a critical decision? Or perhaps you know that someone in your company should have received a document, but it’s a matter of figuring out who that person is.
The difficulty with emails is that they can get ‘stuck’ in inboxes thus crippling the decision-making process and potentially delaying the project. With a formal email management system, the entire project team has visibility into conversations that will shape decisions in the design and construction administrations processes.
Beyond that, an email management solution will assist in continuing to move projects forward while a colleague is on vacation or leaves the company. Don’t let a project experience delays while team members attempt to balance their personal lives with work. Conversations can be conserved beyond an employee’s tenure, ensuring that your company is not at risk for any negative schedule or cost impacts.
Process Submittals More Efficiently through Automated Workflows
How are you documenting the various submittals involved throughout a project? How are you keeping track of the latest change order? Do you have a spreadsheet of all submittals, noting where in the review process each is?
These methods rely on manual entry, putting a heavy administrative load on technical experts whose time could be better spent elsewhere.
With Deltek PIM’s workflow functionality, you can direct all project submittals through a formal review process and monitor the status of each along the way noting who has viewed it, who still needs to process or approve it and the deadline. PIM also will send alerts the appropriate individuals when a deadline is near so your project stays on schedule.
If you are creating a new submittal, the custom form functionality will simplify that process by auto-populating key information such as submittal number and project name and number. Once complete, the new document will automatically uploaded into Deltek PIM and put through the proper review process thus saving you time and continuing the convenient document management process.
Collaborate More Effectively to Create Better Designs
What does your team collaboration process look like today? Between emails, meetings and conference calls, teams are attempting to stay on the same page. But outside of those avenues, are the interior designers stopping by the project designer’s office to hold an informal conversation about the furniture layout? Is the structural engineer making design changes that could affect placement of the HVAC systems? How are these decisions being communicated to those impacted?
With Deltek Collaboration, you can streamline conversations making it easier for project teams to collaborate on design deliverables instead of comments and feedback getting lost in emails or never making it out of project meetings. You can unite an unlimited number of both internal and external team members to discuss documents and drawings and keep track of decisions. You can get instant feedback so you can update drawings and finalize documents quickly and accurately. Because of its integration with Deltek PIM, you can maintain version control and capture the conversations surrounding each version for historical context.
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About the Author
Linda Dininger spent over 20 years creating marketing content for architecture, engineering, and construction firms. She also is a former Deltek Vision user and has implemented a CRM solution that transformed the way the business development group managed their contacts and pipeline. Now as product marketing for Deltek Project Information Management (PIM), Linda combines her knowledge of the AEC industry with the power that proactive information management can provide companies. Connect with Linda on LinkedIn.
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