How to manage Project Document Management System in 2022

A Document Management System is one of the key factors that contribute to the success of the project. Any billion-dollar construction project or multi-million business will never succeed without well-programmed project management that includes a documentation system. Trends in 2022 are different now from 5 or 10 years ago when it comes to managing project documents. Cloud-based document storage systems are widely used nowadays paving the way to a more paperless document distribution system.

In my past 20 years in this field, I noticed that Document Management Systems (DMS) evolve to cope with the demand of times and technology. Many factors contribute to the smooth flow of internal and external documentation and communication within the business.

Here are some of the best contributors to the success of a Document Management System in a project (Note that below is my list and based on personal experiences)

1. Plan it and stick to the plan

-Document Control procedure must be prepared to describe the system as the rules of the Document Management System (DMS). A well-planned system is an important part of the Project Quality Plan that describes the procedure how to conduct Document Control for the project. Understand the procedure, the scope of the system, and the responsibility of each member of the project, the Engineers, the Construction team, the management, the Client, and subcontractors. If there is a certain documentation structure like numbering, forms, submission schedules, and frequencies, be consistent with it. Document Managers must always think outside the box and practice advanced procedural planning which is key to the organized document controlling and data distribution system.

2.?Choose the best team

-Document Control Team members should be in command in their field. They must possess the integrity and knowledge to do the job as required of their responsibility. The Document Control Manager must be able to lead his/her team with authority and all members of the DC team obtain the proper training and guidance on how to do their work. DC managers should delegate the work to maximize the skills of each member of the team. Attitude and character are also important in choosing DC staff as the work demands a lot of hard work and sacrifices.

3.?Be innovative and flexible

-Technology and market trends got the biggest share of DMS change for 2022. Cloud-based platform dominates the server-based system in keeping our data and files. Physical paper filing is becoming obsolete nowadays with businesses and construction projects preferring lesser bulky tons of paper files. Many Electronic Document Management System (EDMS) applications and platforms are becoming in demand and each has a different purpose and service. Choose the one that fits your organization and purpose. Artificial Intelligence is becoming dominant in businesses and Document Controllers must focus on these technological changes rather than sticking to the old system. Be ready on the mode of work as Work from Home is being practiced as the demand of Pandemic and health concerns are taken seriously everywhere. Do not stop to learn new skills and emerge with new practices based on the updated demands of the times.

4.?Review and Improve

-What you are doing now is not effective anymore as what you are doing some years ago. The system you are using before may not give positive results these days so changes are inevitable. Study and learn your process and make adjustments. Conduct regular audits and reviews to specify the areas of concern for improvement. Identify your mistakes and look for something that will avoid it. Some documents may need revisions or some forms may need updating. Your procedure may not be the same as your Client or Vendors system and you may adjust it to cope with a parallel system. Improvise if needed in times when resources and workforce are missing. Be aligned with the Quality of the process to maximize the effectiveness of your services.

5.?Communicate and listen to feedback

-Communication is the backbone of any management system. Team members and stakeholders should be aware of existing or updated policies regarding the implementation of the Document Management System. It is necessary to provide proper training to Document Controllers and other relevant staff on the implementation of DMS to ensure compliance with procedure. Schedules must be clear, the delegation of responsibility must be known and new rules must be posted for everyone’s information. Do the necessary status reporting regularly to highlight areas of concern that need some action and follow-up. Always listen to feedback from customers or clients and be generous to give advice to team members.

In addition, being happy in your work will always do magic. Happiness will make every job easy and positivity is contagious that it will bring people around you good vibes.

LOVE YOUR WORK.

As Jack Canfield said, “If you love your work, if you enjoy it, you’re already a success.”