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Last updated on 2024年9月20日

What do you do if project documentation and records in commercial real estate are becoming overwhelming?

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Managing complex projects in commercial real estate can generate a lot of documentation and records, from contracts and permits to invoices and reports. Keeping track of all these files can be challenging, especially if they are scattered across different platforms, formats, and locations. If you are feeling overwhelmed by the amount of paperwork and data involved in your projects, here are some tips to help you streamline and organize your project documentation and records.

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Dalia K.

Document Control Manager | Document Management | Aconix | French Language

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Brian Frost

GM | Startup Ecosystem Development | Strategic Partnerships | Mentoring
MUHAMMAD UMAR

Record Management, Data Management, Microsoft 365 (Teams, Power B.I, Share Point, Planner, Forms, Lists, Excel, Power…

1 Assess your current system

The first step to improve your project documentation and records management is to evaluate your current system and identify any gaps, issues, or inefficiencies. How do you store, access, and share your files? What tools and software do you use? How do you ensure security, compliance, and quality control? How do you track changes and updates? How do you archive and dispose of old or irrelevant files? Asking these questions can help you pinpoint the areas that need improvement and set your goals and priorities.

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Dalia K.

Document Control Manager | Document Management | Aconix | French Language
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1- Organize and Prioritize 2- Digitize Documents 3- Implement Version Control 4- Standardize Documentation 5- Automate Routine Tasks 6- Train Team Members 7- Establish Clear Communication Channels 8- Periodic Reviews and Cleanup 9- Seek External Support

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Brian Frost

GM | Startup Ecosystem Development | Strategic Partnerships | Mentoring
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I made my living answering this question for 10 years. Get a document management system. Most businesses never put any thought into HOW they are organized. It grows organically. Growing organically creates many inefficiencies. If you don't have a document management system, get one. You will be able to find and access data faster, allowing you to provide faster, more responsive customer service and operate more quickly. You will need to sit down and figure out a data structure that makes sense in your business' day-to-day operations. Keep It Simple. I really liked Square 9 for it's ease of use, intuitive dashboard and automations. A document management system will take your business to the next level.

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MUHAMMAD UMAR

Record Management, Data Management, Microsoft 365 (Teams, Power B.I, Share Point, Planner, Forms, Lists, Excel, Power Automate), Monday.com, Microsoft Excel Pivot Table Lists, Reports & Dashboards.
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I will do these 1. Standard Formats of all Documents 2. Standard SOPs 3. Hassle Free & Smooth Flow of Documents 4. Standard Policies 5. Minimum Steps to Complete a Transection

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2 Choose a suitable platform

The next step is to choose a platform that can help you centralize, standardize, and automate your project documentation and records management. There are many options available, from cloud-based services to dedicated software solutions, that can offer features such as document creation, collaboration, version control, workflow management, search and retrieval, reporting, and integration with other systems. Depending on your needs and budget, you can opt for a general-purpose platform or a specialized one that caters to the specific requirements of commercial real estate projects.

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3 Implement best practices

Once you have selected a platform for your project, it is important to adopt best practices to ensure that your documentation and records are consistent, accurate, and accessible. This involves creating and following a document naming and filing convention that is clear and logical, using templates and formats that are compatible and easy to edit, assigning roles and permissions to control who can create, edit, view, and delete files, establishing a document review and approval process that is transparent and efficient, applying metadata and tags to facilitate search and retrieval, backing up and encrypting your files regularly to prevent data loss or breach, as well as updating and deleting files as needed to avoid duplication and clutter.

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Jens-Peter Schulz

首席执行官 | 房地产投资者 | Linkedin 顶级声音CRE | 1OX 顾问 | 240K+ LinkedLiveVOICE | 名誉会长 | 导师 | 创始人 | 演讲者 | 数字孪生创新的创新者 | 尽职调查3.0 ????????
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It’s essential to adopt best practices to maintain consistent, accurate, and accessible documentation. Here are three vital steps: 1. Establish a Clear System: Create and adhere to a logical naming and filing convention for your documents. Utilize compatible and easily editable templates and formats. 2. Define Roles and Permissions: Allocate specific roles and permissions to manage who can create, edit, view, and delete files. Implement a straightforward and effective document review and approval process. 3. Ensure Security and Organization: Frequently back up and encrypt your files to protect against data loss or breaches. Regularly update and delete unnecessary files to prevent duplication and maintain order.

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4 Train and monitor your team

Another important step is to train and monitor your team on how to use the platform and follow the best practices. You should provide clear and comprehensive instructions and guidelines on how to create, store, access, and share project documentation and records. You should also monitor and evaluate the performance and compliance of your team members and provide feedback and support as needed. You can use tools such as dashboards, reports, and audits to track and measure the quality and efficiency of your project documentation and records management.

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Jens-Peter Schulz

首席执行官 | 房地产投资者 | Linkedin 顶级声音CRE | 1OX 顾问 | 240K+ LinkedLiveVOICE | 名誉会长 | 导师 | 创始人 | 演讲者 | 数字孪生创新的创新者 | 尽职调查3.0 ????????
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Don’t Be a Micromanager: Trust vs. Micromanaging in Construction Projects In construction projects, balancing trust and micromanagement is essential. Micromanagement can hinder progress, stifle creativity, and reduce team morale, while trust can empower your team and boost productivity. Pros of Trust: 1. Empowerment: Team members feel valued and motivated with autonomy. 2. Efficiency: Quicker decisions without constant oversight. 3. Innovation: Encourages creativity and problem-solving. Cons of Micromanaging: 1. Reduced Morale: Leads to frustration and decreased motivation. 2. Slower Progress: Delays decision-making and timelines. 3. Limited Growth: Fewer opportunities for skill development. Trust your team’s expertise…

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5 Review and improve your system

Finally, you should review and improve your system periodically to ensure that it meets your changing needs and expectations. You should solicit feedback from your team members, clients, and stakeholders on how they perceive and use your project documentation and records. You should also benchmark your system against industry standards and best practices and identify any areas for improvement. You should then implement any changes or enhancements that can help you optimize your project documentation and records management and achieve your project goals.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Suresh Ram

Pioneering Blockchain Solutions, Leading Digital Transformation for Sustainable Built Environments. Embracing Tech Innovation in AEC to Drive Futuristic, Value-Driven Projects and Shape the Proptech Landscape ????
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Project documentation can become overwhelming due to either its complexity or sheer volume. Some steps to manage it effectively: 1. Begin organizing and managing documentation from the start. Don’t let it accumulate to an unmanageable level. 2. Depending on the project's size, duration, number of stakeholders, and requirement for future record availability, select an appropriate platform for storing and retrieving records. For smaller projects, even a simple Excel sheet with links to scanned PDF files can suffice. 3. If you need records to prove originality, content, or to substantiate claims in future arbitration, consider using a Web3 platform such as "InfiProjects." (Disclaimer: I am the creator of InfiProjects) "File it everyday"

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What do you do if project documentation and records in commercial real estate are becoming overwhelming?

1

2

3

4

5

6

1 Assess your current system

2 Choose a suitable platform

3 Implement best practices

4 Train and monitor your team

5 Review and improve your system

6 Here’s what else to consider

Commercial Real Estate

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What do you do if project documentation and records in commercial real estate are becoming overwhelming?

1

2

3

4

5

6

1 Assess your current system

2 Choose a suitable platform

3 Implement best practices

4 Train and monitor your team

5 Review and improve your system

6 Here’s what else to consider

Commercial Real Estate

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