Collaboration & Document Management

There are very few businesses or organisations that would not want higher efficiency, less waste, increased competitiveness and more profit to secure a sustainable future. The UK Government wants the same thing to ensure that public finances are managed and spent in the best way possible, and construction has been identified as a sector that needs to improve dramatically and provide better value for money for all its Customers. The UK Government has a significant and vested interest in this transformation being the largest employer of construction services in the UK.

The term Digital Built Britain has been adopted to provide context to the change required within the construction sector, indicating that better and increased use of data, information and technology will be a key contributor to sector improvement. Today Designers, Contractors and Manufacturers are adopting processes such as Building Information Modelling (BIM) to drive sector improvement, increase project certainty and enabling more collaborative team working. It is an exciting time to be working in the construction sector as it heads towards a new digital era and challenges every process to strive for optimum performance.

With Data and Information being at the centre of business improvement, it is vital to all organisations that data is managed efficiently, and if it is not inefficiencies are likely to exist within an organisation as indicated below.

  • Knowledge workers spend 15% - 35% of their time searching for information.
  • Corporate employees report that 40% of the time they cannot find the information they need to do their jobs on their internal intranets.
  • Reported success rate on finding information from internet searches is between 31% and 50% of the time.
  • Employees spend 1.8 hours every day - 9.3 hours per week, on average searching and gathering information.

Sourced from studies by IDC, Working Council of CIO’s Ford Motor Company, AIIM and McKinsey.

If we consider the time individuals might spend searching through emails, looking for drawings, locating specifications or building operation and maintenance information, the inherent inefficiency that exists through poor data and information management is very evident and often very quickly becomes a concern.

It would not be unreasonable to assume that within a company staff spend at least one hour a day searching for information, it would not be unreasonable to predict that through data management tools searches would be more successful, quicker and relevant and therefore twice as efficient in speed and results. As an example based on a 7.5hr working day that would equate to 108 hours saved per member of staff per year or 21 days or 4 weeks. A company of 10 employees gaining 40 weeks of resource can only make a positive impact.

We all need to search for information that is not the problem. It is how we search for that information and how we manage our valuable digital resources is where the challenge lies. So if we want to become more efficient, competitive, profitable, successful and less wasteful, it would seem that a good place to start would be to look at the way we manage our data and information and drive efficiency there.

Excitech has many years’ experience with a range of Collaboration and Document Management Solutions and a proven track record in implementing these solutions for organisations both small and large.

We will help organisations identify inefficient processes and to implement solutions to bring positive business benefits from effectively managing document creation, modification and issue workflows.

A consultant will work with a client in a workshop environment to determine the exact requirements an organisation has in order to provide the appropriate solution to meet those requirements. This ensures that the maximum business benefits are made when implementing the correct Collaboration and Document Management Solution.

Our experience within the construction sector ensures that we are able to provide solutions to meet the ever demanding requirements of project delivery. For example we provide solutions to manage workflows within the Common Data Environment ensuring compliance with the requirements of BS1192:2007 and PAS1192-2:2013.