In the thick of a construction project, technical field teams daily exchange on a multitude of requests and comments with various professionals involved for each specialty. These exchanges, often called "Requests for Information (RFIs)," must be tracked with precision and speed to ensure the smooth progress of the project. However, the very nature of these interactions—sometimes conducted via email, phone, or other disparate platforms—can quickly turn their tracking into a real headache.
The pitfall of insufficient documentation
While at first glance, these RFIs may not always have direct monetary implications on contract or project delivery, their lack of structured documentation can have significant long-term consequences. Several months or even years later, when it becomes necessary to understand the reasons behind certain decisions made during the construction phase, the lack of traceability makes the diagnosis extremely difficult. This shortcoming then opens the door to misinterpretations and, potentially, costly disputes. An undocumented technical decision, even a minor one, can turn into a major point of contention if questioned after the fact.
Implementing a robust RFI management system
To mitigate these risks, implementing a systematic and robust RFI documentation system is not only desirable but also essential. Such a system allows for the proper classification of different RFIs for posterity, while ensuring effective follow-up for the project manager throughout the construction period. A robust system relies on three fundamental pillars:
(1) A centralized collaborative tool
The first pillar is a collaborative tool that brings together all project stakeholders—owner, professionals, and contractors—within the same environment. This centralization of exchanges allows for optimal follow-up by the project manager and ensures complete archiving at project completion. No more desperate searches in overflowing inboxes or unsuccessful attempts to reconstruct past phone conversations!
(2) A clear RFI management process
The second pillar is an RFI management process clearly established from the start of the project. Without being overly burdensome, this process must guide the efficient handling of all questions. It can include several of the following elements:
- Classification of RFIs by specialty: plumbing, electrical, structural, HVAC, etc., for logical organization and searchability.
- Assignment of each RFI to a unique and clearly identified responsible party: to avoid confusion and ensure prompt handling.
- Clear approval workflow: to ensure that all stakeholders validate responses, if necessary.
- Standard template for submitting an RFI: to document mandatory information (e.g., project number, RFI number, referenced plan number, etc.) and ensure uniformity and clarity of questions/answers.
- Target response time for professionals: to minimize delays and maintain project momentum.
A clear and well-communicated process ensures smooth handling of various RFIs, thereby reducing bottlenecks and delays.
(3) Defining the scope of RFIs
Finally, the third pillar involves clearly defining the scope of RFIs. The project manager must differentiate this process from that of change requests (CRs), which most of the time involve a financial impact. That said, it's not uncommon for an RFI, once investigated, to lead to a CR. It is therefore essential that the chosen collaborative tool can link an RFI to any future contractual modification, thereby ensuring complete documentation of the history and appropriate justification of the CR.
Aidi: a solution for managing your RFIs
Without a structured system to manage all RFIs, it is not only difficult for the project manager to track different communications but also impossible to centralize and archive responses in case of future disputes. To meet this crucial need, tools like Aidi offer a solution for owners to effectively manage their RFIs.
Aidi's logbook module, for example, allows for the implementation of the robust system described previously by offering:
- A complete project logbook with entries that centralize communications from all participants (notifications, mentions, and comments) supported by appropriate access management.
- Standardization of the process through note templates that guide participants in writing RFIs while classifying them by specialty.
- The ability to convert an RFI into a CR, ensuring complete documentation of all history and justification for the CR, guaranteeing impeccable traceability in case of audit or dispute.
In conclusion, in the complex world of construction projects, proactive and structured management of RFIs is no longer an option. It is the guarantee of informed decision-making, fluid communication, and ultimately, project success.
Would you like to know more about how Aidi can support you in managing your RFIs and optimizing the documentation of your construction projects? Contact us now!
