Project Documentation
Avoiding He-said, She-said Scenarios
Maintaining and storing project data, regardless of industry has become significantly crucial to businesses and clients. In order to avoid miscommunication and misunderstandings, it’s best to have everything documented. This minimizes the risks of he-said, she-said scenarios.
Prior to the start of the project, identifying which parties will be involved is a must. This can range from designers, architects, engineers, developers, suppliers and inspectors. An understanding of documents that are required is also very critical. Note that, before starting a project, requirements must be laid out.
Important documents that are relevant to a project can be, but are not limited to:
A successful business should have a medium that is accessible for all parties to input and retrieve the necessary documents from. A central communication system should also be implemented so that there are no missing fill in the blanks, should a project start to go sideways.
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Throughout a project, it's almost always that something or most things will not go as planned - and that’s just how it is. This is the time during the project where one can find themselves in several he-said, she-said scenarios. In order to avoid such happenings, it’s recommended that period audits take place, everything is documented in chronological fashion and that communication is being done in a timely manner with all parties.
Post - project there are several issues that may arise which require referring back to project documentation. After completion, claims for construction faults often arise, and the attention shifts to who, what, where and when is the defect's source. Following the project's completion, workers' compensation claims may also be filed. Such cases can require distinguishing arrangements for notice, reimbursement and relevant insurance contracts, and plans.
In order to ensure compliance with industry standards and laws, retention rules should be documented, assigned responsibility, and reviewed on a regular basis.
Project documentation is paramount for us at Xana, as it is always a priority when working with any client. Documenting all aspects of a project is critical in ensuring that both sides are accounted for should a problem arise. From start to finish, having a record of all documents and contracts signed can prove to be very beneficial.
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3 年Shane this is so true! Having a solid infrastructure to manager, store, and protect your data for the entire lifecycle can make or break a company. Thanks for the great read!