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How to manage claims more efficiently

In the construction industry, everything revolves around documentation. As a project manager, you need to be able to retrieve data quickly at any time to respond efficiently to any claims.

One small mistake and you’re already dealing with claims that can jeopardize your project and cost thousands of dollars. So it’s essential that your construction plan reflects reality at all times. You can’t afford to overlook important details or submit inaccurate data. It makes sense, doesn’t it?

However, it’s easier said than done. Especially if you’re working with the wrong tools. After all, too many manual processes and poor communication between different teams will leave you overwhelmed with administrative work.

How often do you have to visit the site day after day to make sure everything is going according to plan and problems are reported in a timely manner? And how often do you wish there was more direct communication between you and your site manager to avoid those time-consuming site visits?

A complete site visit can take up to two hours of your day. Two hours in which to inspect the entire jobsite to ensure that every single problem you encountered is accurately documented. Otherwise, your project can become vulnerable to any type of claim.

And that’s just one of the many aspects. After all, any claim, whether from a client or a subcontractor, can lead to days or even weeks of researching specific photos or emails to prove that you weren’t responsible for the delay.

Without a doubt, such a process involves a lot of stress and frustration. But the worst part is that all the paperwork leaves you with little time to deal with the really important things that made you want to work in the construction industry in the first place.

Of course, this is not your fault. It really isn’t. Because you’ve been asked to fight this war with the wrong weapons. The tools you have at your disposal to manage this complex process were not designed specifically for the construction industry, making it even harder to manage any claims efficiently.

3 Ways an industry-specific tool can protect your project from claims.

By now, it should already be clear why a digital tool designed specifically for the construction industry is essential for any project manager who wants to stay in control of their projects and protect them from costly and time-consuming lawsuits.

So, below are 3 ways an industry-specific tool can help you manage any claims in a smarter and more effective way:

Complete alignment between project manager and construction manager

As a project manager, you need to continuously maintain a seamless flow of communication with your construction manager to ensure that any issues are captured and resolved as quickly as possible.

However, in this context, WhatsApp messages, emails and whiteboard notes bring more problems than solutions when it comes to maintaining the connection between project managers and construction managers. The reason is simple: these tools are not suited for time-critical and complex construction processes. They often lead to miscommunication, loss of important information and delayed responses.

And that’s where an industry-specific digital tool can make all the difference. With a platform like LetsBuild, all updates are linked to both the 3-to-6-week schedule and the master schedule. This allows you to easily find photos, comments, and messages associated with a specific task without wasting time on endless email conversations and nested folder structures.

In addition, site managers can document issues that have occurred directly from the job site without fear of missing essential information during the site walk-through.

This allows project managers incredible flexibility by receiving real-time updates and communicating comments and suggestions in real time. Unnecessary site visits are a thing of the past. From now on, you can better manage your time while being sure to have an accurate overview of your job site.

Clarity of information

Construction projects can quickly become very confusing. The reason for this is the enormous amount of information they bring with them. So it quickly becomes clear how important it is for project managers and project teams to have access to the same information. Only then can they work effectively with each other and deal with claims in a targeted manner.

Unfortunately, this can’t always be guaranteed, especially when project managers are working with tools that weren’t developed for the construction industry. In many cases, they end up losing sight of the problem and are forced to work reactively instead of proactively.

A digital tool designed for the construction industry can provide valuable clarity on this that all project stakeholders so desperately seek. The ability to document everything on the spot leaves no room for unpleasant surprises, guarantees faster information exchange, and gives you peace of mind against unforeseen claims from subcontractors or clients.

A tremendous amount of time can be saved and administrative work reduced. Previously, depending on the nature of the claims, it could take days, weeks or even months to gather all the necessary information.

An industry-specific platform combined with a mobile app (e.g. LetsBuild) can help you reduce this time to just 1 or 2 hours at most. The secret behind this is quite simple, as all information is captured and stored and can be easily assigned to the right tasks.

At any time and with just a few clicks, you can retrieve all comments, photos and changes relevant to the claims. For this reason, documentation is of key importance and you can only be fully guaranteed this by an industry-specific tool.

Flawless communication between project teams

Once you have captured all the defects and issues on the site, they need to be communicated to the project teams involved. Ideally, these should be quickly and effectively

addressed and resolved to avoid delays to your project.

So it all depends on how quickly the issues can be communicated to the various project stakeholders. But pure information without any context doesn’t make much difference here. There needs to be a link to the 3 to 6 week plan and the master plan.

If you are a project manager using tools like WhatsApp or Excel, this can quickly become confusing. The collected information may need to be emailed or you may need to print out the entire project plan and track it manually. This approach is extremely error prone and there is no guarantee that the right information will reach the right people at the right time. So there is no certainty for you as a project manager.

However, an industry-specific tool could help you with this process and ensure that everyone involved is up to date at all times. How? Quite simply, by storing all information securely in a central data ecosystem that can be accessed at any time.

This data-driven way of working increases traceability and protects you from claims that could throw your project off track.

Where do you stand – Learn more in our guide, “Completing on Time”

Construction projects can vary in size and scope. But what really matters at the end of the day is how critical issues are captured and communicated. Good documentation gives you the ability to protect yourself from claims and ensure undisturbed development of your project.

Unfortunately, many project managers still spend a lot of their time manually creating progress reports and trying to keep track of everything that’s happening on site through constant site visits, countless emails, and unnecessary phone calls.

To help you manage claims more efficiently, improve project communication, and successfully complete your project, we’ve developed a detailed guide that you can download for free using the button below


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