Interface Time: Why Managing Complex Jobsite Interfaces Is a Priority

On every job, the interfaces that channel complex communications across teams demand careful management. Success depends on setting and enforcing consistent standards. This standards-based collaboration model is built on open communications. Like the popular lean construction model, this approach is all about streamlining communication to the essential people who need to be involved. each entering their input or collecting updates in the timeliest fashion possible to keep the project on time and on budget.

This article explores how construction businesses can manage technology resources to streamline communication and gain a strategic advantage. It includes three steps for standardization, tips for promoting adoption on the jobsite and the benefits of making interface management a priority.

3 Steps to Prepare for Interface Management

Standardization helps make a project more efficient. Taking these three steps early in the project helps clarify expectations and overcome old habits.

1. Creating Productive Data Silos

While some data silos can block the sharing of information, others can be useful for managing multiple jobsites and keeping the details of one project from mixing with another.

A project-specific technology stack with connective capabilities through a single construction management platform links project management, financials, quality and safety, productivity, scheduling and every other aspect of the job. This keeps all team members — including the general contractor, subcontractors, engineers and project owner — updated and working with the latest changes.

A data silo also saves time by clearing up confusion. When someone misses a significant change or the latest news, a quick check of the single source of truth eliminates the need for calls, texts and emails that can distract a team from their work.

2. Process Mapping

Process mapping can elevate the implementation of daily procedures for fine-tuned risk mitigation and operational efficiency.

Process mapping involves sitting down with engineers, architects, and subcontractors to sharpen the details of submittals, requests for information (RFIs) and all other communications. The team can answer questions like:

• Who is responsible for answering each question?
• What are their turnaround times?
• What is their review process?
• What information do engineers want to see in every submittal?

If they decline certain information, document it by having them initial the crossed-off specification.

3. Solidifying Contracts

Avoid ambiguity by establishing expectations for technology use in unmistakable contract terms. Use details to put teeth into every clause, such as a warning of payments withheld for subcontractors who don't get certified on the construction management platform.

Spell out in the exhibits the training, processes, and standards expected for meetings, submittals, RFIs and every other communication aspect of the job. It's good for contractors to spell out some standard operating procedures for contracts.

Establishing Clear Communications

Managing interfaces with open communication supports a shared understanding. These tips help teams get a better picture of the tasks, priorities, and delays that can affect the MEP contractors and every other person on the jobsite, allowing them to work together to find solutions.

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  Standardize submittals.

  Designate a single construction management platform for submittals. Standardization eliminates the error-prone mess of paper and email submittals arriving in a variety of formats. Systemizing the workflow helps a team work more efficiently.

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  Open submittals.

  The old approach of keeping submittals private from other subcontractors creates inefficiencies. No job operates in a vacuum, and the extra effort to separate submittals slows down progress.

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  Space out submittals.

  When submittals pile up for engineering team members, review times slow down. To prevent a backlog, first determine delivery schedules for essential materials. Then, issue submittals in a way that aligns with when approvals are needed.

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  Standardize RFIs.

  Use ta construction management platform as the RFI gatekeeper. Emails and long conversations in the jobsite trailer take more time if they have to be formatted into formal RFIs later. A system of standardized, digital RFIs creates space for reviewing and answering questions and can even format questions into RFIs for the engineering team to answer quickly and thoroughly.

The Benefits of Interface Management

The planning and communications inherent in managing interfaces are time savers, whittling down drawn-out conversations and cumbersome paperwork into a matter of reviewing or inputting questions and answers into standardized formats.

Interface management also helps teams mitigate risk by minimizing rework that is caused by missed changes. Creating linear paths helps prevent teams from clashing, and precise scheduling around material deliveries can help a team get ahead of supply chain delays.

With better management, everyone sees the same picture and the same path to a successful project. The workflow moves more smoothly — and conflicts caused by miscommunications are reduced.

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