Why Project Information Management is So Important in Construction | RedSky

Why Project Information Management is So Important in Construction

It’s no secret that project managers are vital to construction projects. As well as overseeing the entire process, from delivery to execution, project managers are accountable for a build’s performance. This includes everything from the scope of work, the overall performance of a project and cost tracking. They also have an extensive list of variables and multiple KPIs to manage.

With so many processes, people, variables and compliance factors to manage, project managers must be strict with their time and be methodical in their approach. That’s one reason why they must also be organised and utilise tools to assist them. From collaboration software to project information management tools, project managers can use these tools to share and work on critical documents with co-workers and stakeholders. In addition, having all important construction files stored in a central location ensures swift and easy access when business-critical decisions must be made.

The Role of a Project Manager in Construction

A project manager is responsible for overseeing and monitoring every stage of the construction process. This includes budget management, liaising with contractors and clear communication with teams. However, there are also additional variables that need to be considered, such as Building Safety Act compliance and risk management.

Across every stage of construction, a project manager must deliver results and report on KPIs. For example, contractor performance might be reviewed and measured to check that a project can be delivered on time, in full and to the standard expected by the client. Additionally, they’ll need to ensure that any hurdles are reported, documenting potential ways to combat these without disrupting the project too much.

What Does Project Information Management Mean?

Project information management is the act of maintaining data and information sources, including all relevant documents, throughout a project. For project managers in construction, this includes overseeing surveyor reports, goods received notes, technical drawings and many more document types. Each of these items affects the way a construction project is run and how decision-making should be approached.

As a construction industry professional, you know that project information management involves juggling a multitude of complex tasks. From managing detailed information and data to monitoring KPIs and ensuring smooth project progression, it can be a daunting task. That’s why it’s crucial to have a reliable system in place to help you stay on top of everything.

One solution is to implement project information management software. This powerful tool can handle hundreds of project-based documents, each of which can be tagged and filed under the correct folder for easy retrieval when needed. With this structured system in place, you can streamline your workflow and focus on what really matters – delivering successful projects on time and within budget.

Why is Project Information Management So Important?

With the revised Building Safety Act coming into force in October 2023, there is an even greater focus on sharing building information than ever before. In light of the Grenfell Tower tragedy in 2017, the BSA was established to ensure information regarding buildings and structures is always accessible, especially for future projects. As a result, new or existing buildings that exceed 18 metres or seven storeys are now covered under the Building Safety Act.

Legislative changes have emphasised the importance of project information management. Maintaining a single source of truth and a digital trail of information is crucial for transparency and compliance with Building Safety Act data requirements. Robust project information management systems can streamline processes and ensure accuracy for successful project delivery. In turn, this data must also be reviewed and approved by regulatory bodies that ensure compliance has been achieved.

Approaching project information management the right way can also help to reduce risks, both throughout a building’s lifecycle and within the supply chain. Project managers can identify and resolve or manage risks earlier on, reducing the likelihood of further problems occurring. For example, if a subcontractor’s licence is due to expire mid-way through a project, this could deter project managers from using them and choosing someone else instead.

The Tools that Help With Project Information Management

Communication Platforms

As construction projects continue to take place across the country, project managers must stay connected with contractors and team members, even when off-site. Communication platforms offer an excellent solution, particularly when plans or drawings need to be shared instantly with teams working remotely.

Likewise, project managers can receive real-time information from their teams allowing for quick decision-making in response to changing situations.. Using a communications platform, such as Microsoft Teams or Zoom also enables notes to be taken during a call or a meeting. These can easily be shared with relevant team members to ensure all information is up-to-date and fresh.

Collaboration Software

Cloud-based software enhances communication and collaboration among all stakeholders, regardless of location. This accelerates the decision-making process for project managers, whilst also providing easy access to critical data for relevant team members and stakeholders.

Cloud-based project collaboration software, like RedSky’s Project Connect, eliminates the need for unnecessary travel, enabling project managers to oversee projects from both their office and the construction site. With around 79% of workers now using collaboration tools to support their work, project managers can heavily rely on input from other teams and data to make informed decisions.

Collaboration software also keeps project managers accountable, ensuring projects are finished on time, within budget and building regulations. When critical decisions need to be made, project managers can utilise software, like RedSky’s Project Connect, to ensure they align with things like budget restrictions and deadlines.

Centralised Information Storage

Having a single source of truth is vital when it comes to project information management. A centralised storage location ensures all relevant data and documentation is easily accessible, enabling quick decisions when urgent changes are required. It is now essential for projects that fall under Building Safety Act legislation, ensuring a clear digital trail is maintained and preserved.

For project managers, ensuring compliance is of the utmost importance. With access to the most recent data, as well as historic information, it enables managers to back up their decisions with evidence. As this is all stored centrally, it means decisions can be made in a timely manner without the need to trawl through disparate spreadsheets.

How Project Connect Helps with Project Information Management

Designed for collaboration, Project Connect simplifies project information management, saving your project managers essential time. As well as enabling you to make informed decisions based on the data available and any contractual obligations you have, it also offers a level of collaboration that drives productivity amongst your teams.

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