If there is one thing that characterizes engineering projects, it is the details. From the smallest projects to the grandest, you can find items such as: list of materials, contracts (or bids), drawings, exchanged emails and much more. The quantity is so great that, without proper document management, your entire project can be seriously compromised.
This theme is already attracting the attention of entrepreneurs and engineers throughout Brazil. After all, technology presents new features every day to optimize the production flow and provide more security to day-to-day operations.
However, this is a subject that remains unanswered by many of the professionals involved with the strategic part of major engineering projects. The reasons are simple: charging for productivity and quality, deadlines, etc. Everything can contribute so that the document management is well behind in the list of priorities of these professionals.
Which, today, can be a huge mistake. And we’ll explain why:
The complexity of engineering projects
Far beyond calculations, large engineering projects carry a requirement from their stakeholders: clear, constant and stable communication.
This is how the parties involved hope to have access to the countless documents that are produced. They also want to stay on top of changes made, purchase requisitions, open or closed contracts.
In these projects, accountability must be constant. For this reason, communication takes on a strategic role: making processes go as agreed.
In addition, large-scale projects need to be aligned with all of their documentary parts to facilitate inspections and reviews. These steps are often rigorous, so compliance is essential.
The fact is that, in large engineering projects, the most effective way to promote democratic communication between stakeholders is with the documentation up to date. Without this detail, the entire project suffers with harsh consequences.
The mismatch of information causes friction between the parties, delaying work in the most diverse spheres. Ultimately, the result is customer distrust (as the process appears to be unsafe) and increased costs.
Document management: essential in engineering projects
Document management is a modern method to simplify the management of the work, and not only in terms of projects, but from end to end. From order to final delivery and after sales.
This management has criteria that seek to organize the workflow of a project, ensuring that each document is unique, easily traceable and accessible to interested parties. One of the objectives is also to facilitate audits.
With this solution, in addition to the stakeholders having dynamic communication with each other, it is possible to meet the criteria of the ISO standard, for example.
It is worth remembering that ISO certifications contribute to your company, as some customers may require that these standards be followed in their engineering sector even before closing a new deal.
And within the project, the document management solution offers much more freedom for your team. With innovative features, specific to each tool, it is possible to take advantage of several benefits.
The benefits of a tool for document management
Manual management has its value, but it is undeniable that to remain competitive, today, engineering companies need to adopt technological solutions.
A document management tool does just that: it helps your company stay ahead of the competition, serving as a fundamental part of a polished, efficient, agile and secure work process.
For those looking for a document management tool, the benefits are many. As:
- Research and Organization: The organization of documents in a structured and hierarchical database facilitates searches, which can be done by name or with specific filters.
- Automated workflow: Applying a document management solution also means standardizing processes, relying on technological capabilities so that some functions are automated (sending a list of materials to the sector responsible for each update, for example).
- Reducing Human Error: When automating certain tasks, the risk of errors falls. In addition, the team will have more time to focus on their tasks and reviews, strengthening the entire productive and strategic process.
- Improved Communication Process: A complete and shared digital environment, which facilitates access to the most diverse documents and allows reviews and other crucial actions for the project to have more productivity.
- Work of Cost Reduction: Finally, economics. Without so many risks, the possibility of losing money due to delays, failures or problems involving documents (issuing, storing, revising, etc.) falls.
The benefits of scanning
Another possibility for some modern document management tools is digitization.
In engineering companies, it is common for the design sector to keep old drawings kept for consultation and learning. In addition, other sectors can keep archived paper contracts, as well as other memories (inspection photos, for example).
The problem is that the time factor can be cruel to these materials, wearing them to the point of becoming indecipherable. The crumbling paper, the ink lightens and sometimes even the termites appear. So, all the value that these drawings and documents had is lost.
To solve this problem, there is digitalization: a method of scanning and archiving documents like blueprints and memories digitally, creating complete map collections in your database. In other words, an efficient way to protect your company's assets - in addition to making it easily accessible to the next generations of employees.
Document management is a crucial point for engineering companies looking to add technological and quality solutions in their process. With the right tool, you enhance the capabilities of your project sector and facilitate all team communication.
Are you interested in a tool that does all of this for your management? Contact our experts and learn more about the Collaborative!