In the concluding part of this series of on-demand webinars, Newforma technical solutions lead Carl Storms delves into the cornerstone of project management: action items
From understanding their essence to exploring effective workflows and the pivotal role of mobile technology, read more to uncover strategies to streamline construction project collaboration and ensure project success.
In the final article of this three-part series, we will explore:
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- Orchestrated action items
- Examples of action items
- Effective action item workflows
- Mobile device uses and importance
- Final thoughts
Sharing information smoothly is crucial to construction project collaboration. But what about action items?
They’re the backbone of sharing essential project details. Traditionally, we’ve used methods like emails, Post-its, and Excel files, but they often fall short.
What are action items?
So, what exactly are action items? Action items are issues—important topics or problems that need discussing.
But let’s not be misled by the term’ issue’. Action items encompass both problems and opportunities, including tasks and workflows that are pivotal to the project. This versatility allows them to adapt to any project situation.
Action items are the link between identifying a need and taking action. They document events, tasks, or actions crucial for moving the project forward. They ensure that both the good and the bad are managed effectively within the project.
Grasping the concept of action items as a holistic approach to managing project information can significantly enhance team efficiency. They offer a structured way to tackle challenges and seize opportunities, thereby streamlining project workflows and boosting productivity.
Examples of action items
So, what exactly can an action item entail? Let’s delve into a few examples.
Imagine you’re on a project that stretches two or three years.
Along the way, you face challenges and find solutions. Now, fast-forward to another project, facing a similar dilemma but struggling to recall the solution from before.
This is where action items come in. By using them to document these solutions and lessons learned, you ensure they’re readily available for future endeavours, providing a safety net of knowledge and experience.
Another tactic is the approach of “installed.” Typically, when something is completed, it’s marked as an issue or action item—like installing a boiler.
However, some in the MEP field take a different approach. Instead of creating a task for something yet to be done, they create it after completion.
This means that every time they finish installing equipment like a chiller, they document all related details in one comprehensive action item.
This not only streamlines handover to the owner at project completion but also facilitates easy tracking of progress.
Effective action item workflows
We’re all familiar with to-do lists, but sometimes, it’s essential to highlight which tasks to avoid.
When working on a project, it is important that changes are communicated clearly within the team. When action items aren’t managed effectively, chaos ensues.
Consider this common scenario: Tom insists it’s a square, while Sarah argues it’s a circle. In reality, it’s a cylinder. Such discrepancies highlight the importance of having accurate information readily accessible.
This scenario isn’t uncommon, especially in BIM or VDC (Virtual Design and Construction) environments.
Teams collaborate, and data circulates, but inefficiencies persist. Information gets lost in transit, leading to confusion and delays. To combat this, we need a more efficient approach—one that prioritises context.
While adhering to core principles, our approach must adapt to each project’s unique demands. It’s about maintaining a robust framework while remaining agile enough to accommodate project-specific nuances without compromising efficiency.
The prevalence of mobile technology in the construction industry
In today’s fast-paced environment, mobility is key. We’re constantly on the move, which means traditional workflows need an upgrade.
We must consider mobility’s limitations: Do we have on-site access? Are communication delays causing issues? Jotting down notes and driving back to the site are inefficient and outdated.
Implementing mobile technology seems like a no-brainer, but without a clear plan, it can lead to chaos.
You need to decide which apps to use, why you’re using them, and how they fit into your project’s workflow. Real-time access to BIM data, instant communication, and having information at your fingertips are essential.
Statistics underscore the prevalence of mobile technology in the industry. Almost everyone is using smartphones, primarily for daily reports, video, model viewing, and drone management.
Shockingly, many are using personal devices without compensation, highlighting the need for clearer policies.
The benefits of mobile technology are undeniable: unified workflows, increased productivity, enhanced collaboration, and improved data accuracy.
However, navigating this terrain requires careful consideration. Do you need standalone or companion apps? Who’s responsible for broken devices? How do you handle after-hours usage?
Moving forward, we need to prioritise device and app training, user-friendly data, and clear payment protocols. As technology evolves, embrace advancements like AR, VR, and wearable tech, ensuring your team remains at the forefront of innovation.
Ensuring effective communication and organisation
Coordination involves bringing everything together, while collaboration focuses on harnessing the strengths of each team member.
When everyone collaborates effectively, the team can achieve its best results. As we navigate through collaboration, we realise the importance of action items or issues.
These items should be customisable and adaptable to fit the needs of the project, both internally and externally.
Email management might seem like a mundane topic, but it’s crucial for coordination.
Ensuring that project emails are accessible to everyone in a secure environment is vital. Similarly, in construction administration, managing RFIs and submittals is essential for effective project management.
Discover how Newforma can improve your collaborative information management, project management, and BIM coordination:Â request a demo today.
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