Setting up a clear construction file organization and storage structure is one of the most overlooked tasks of any business, but it can really set you up to save time, avoid duplicating work, and make remote collaboration easy.
Just a few minutes of thought and planning can go a long way toward making your workflow smoother.
Here are 3 key places to start remote file storage & organization.
1. Store Your Files in the Cloud
IT teams have been warning of the dangers of saving files on personal desktops for years, and for good reason. The risks are simply too high. Information can be lost if:
• An employee’s system crashes
• An employee is sick or injured
• An employee is using an old version of the software and the file gets corrupted
• An employee accidentally uses an old version of the file
Although there are construction businesses still using desktop-based software, it’s quickly becoming a thing of the past. The fact is, even aside from the risk of data loss, if your team will be working remote (home, field, jobsite), cloud-based software and storage has become a necessity.
Cloud storage allows your team to access any file – from anywhere, at any time. Multiple users can access your documents in real time and work together on projects from across town or anywhere in the world.
Cloud Storage for Preconstruction
For estimators in particular, the ability to access plans remotely and collaborate on takeoffs is a game changer. If your team uses STACK, for example, several of your estimators can be working on the same set of plans at once.
Someone might be measuring full square footage for painting while a colleague follows behind and removes windows and doors from the takeoff. Or one estimator might measure linear feet for wiring while another performs a count of light fixtures.
Your team can also leave notes on plan files or in the project itself within STACK, which can make an impact not only for teams working in different time zones or on staggered schedules, but also for supervisors to quickly gauge completed tasks and productivity.
