Managing construction projects digitally: 3 ways to quickly digitize your construction site

Many building contractors, architects, tradesmen and planners still work with pen and paper on construction sites — or use stand-alone solutions that are not compatible with each other. Loose acceptance reports and chaotic construction diaries have counted their last hour. The paperwork conceals the potential of the construction sector and robs companies of valuable time and nerves. Fortunately, with the help of digital databases, defect reports, construction documentation and acceptance reports can now be managed easily and centrally.

In this article, we will show you how successful companies in the construction sector can manage Construction projects with Ninox efficiently and digitally.

The challenge of digitally managing construction sites

They are at the construction site and write down all tasks for the next day on a loose piece of paper. Photograph the lack of stair construction and send it to a colleague via WhatsApp. Back at the office, type out all information to send an email to the entire construction team.

Does this scene sound familiar to you? Such a manual process is still part of everyday life on most construction sites — but this is not only prone to errors, but above all time-consuming. Efficiency looks different. But manual processes not only slow down the progress of construction projects, they are also not particularly legally secure. Poorly documented notes, unsecured chat histories or Excel spreadsheets do not require proper project documentation and are therefore not suitable for digitizing construction processes.

What are the benefits of a digital construction site?

Digital construction sites combine all construction processes from construction site to office in a digital and central management system. This includes software and apps that are used on laptops and mobile devices.

Documentation in a digital system enables a lively exchange of information. This means that all project participants are always up to date. Three key aspects of such digital construction management include improved collaboration, increased security of processes and construction data, and a reduction in work for all parties involved in construction.

Another huge advantage is working from anywhere. This turns the wishful thinking of seamless construction monitoring into reality at any time and anywhere.

Complete construction documentation — with Ninox

Complete construction documentation is essential for successful construction projects. In order to be able to understand all processes on the construction site, the information on the construction site must be synchronized with the construction office. Architects, construction managers and construction workers must have access to construction documentation at all times in order to be able to work efficiently. The most important components of a construction management system are therefore a complete construction diary, legally compliant acceptance reports and detailed defect reports. With the low-code platform Ninox, well-known general construction contractors such as Kampa and Valeres All these processes are carried out digitally and in a central system.

Digitizing your construction projects is easy with Ninox:

# Construction diary — complete documentation of construction progress

Progress on the construction site is still recorded and discussed in Excel spreadsheets or even just verbally. This delays construction planning immensely, as there is no system that can be used at any time. When the construction participants meet for a meeting, there is disagreement about the information that has been exchanged. Construction progress is stalling.

With Ninox, you can put an end to Excel chaos and lack of communication. Access construction data from anywhere thanks to the mobile app. Create a new entry in the construction journal including date, time, project number, project name and comments. Pin images and PDFs to the entry for a seamless exchange of information across your entire construction company. The central documentation in Ninox ensures greater efficiency and helps you manage your construction sites digitally.

# Acceptance reports — document the status quo and keep them legally compliant

The acceptance report is probably the most common potential for conflict in construction projects. After all, once a construction work has been approved, it cannot be reversed so easily. If construction damage is only reported retrospectively, the risk no longer lies with the construction company, but with the client. Both construction manager and client therefore benefit from digital approval in accordance with VOB. Legally secure storage in a central database protects against unwanted disputes.

With just a few clicks, you can create your digital acceptance report in Ninox. Include important information such as project name, date, employees, participants, deficiencies with images, and an acceptance text. The best thing is that the signatures are stored directly by the contractor and the client. In this way, both parties know that they are on the safe side.

# Defect report — process tasks and outstanding deficiencies cleanly

You discover a defect on the construction site and rummage around for a pen and paper in your pocket to note down the mistake. You don't have either of these things ready and send a photo to your boss via chat. When you arrive at the office, you are faced with countless questions: Which building object is the photo of? What exactly needs to be repaired? Are any other rooms affected by the problem? And that's when the chaos begins.

With the Ninox app, you can add defects to the system in no time at all — right while you're on the construction site. Take a photo of the damage and write down exactly what it is. Add a room as well. This means that construction workers do not have to search for a long time for the defect, but can start repairing it right away. In a complete defect report, you can summarize all defects on a construction site and always keep track of them. Once all repairs have been completed, select the status “Removed” from the drop-down menu and can then archive the defect report.

Conclusion: Digital construction sites increase efficiency and legal certainty

Paper and pen have clearly had their day on digital construction sites. With a central database such as Ninox, acceptance reports, defect documentation and construction log can be digitally displayed in one place. The best part is that the information is accessible and editable from any location. Managing construction sites digitally does not mean additional costs and restructuring, but efficiency and legal certainty.