How to Better Manage Your RFIs
Crafting efficient and informative RFIs is crucial in ensuring your construction projects are successful. When you are working with multiple individuals, it is vital that everyone involved work together towards the common goal. Take a look at this list of ways that will ensure your RFI process runs smoothly:
Embrace the Cloud
Using construction software, like Kosmas, is without a doubt the best way to streamline your RFI process. Construction software enables managers, workers, and subcontractors to easily interact and work together to discuss issues, ask questions, and find solutions. Paper RFIs get lost in the shuffle and can be very time-consuming, whereas software allows you to instantly connect with everyone involved in the project, meaning faster and more organized RFIs which leads to more efficient projects.
Set Due Dates
When you send out RFIs, make sure that individuals know when you need a response by. Ensuring that due dates are known keeps people accountable. If you send out an RFI, but don’t specify a due date, it is likely that they will put it off until later and forget to respond.
Adopt Naming Conventions
By naming all of your RFI files the same way, it will make them much easier to find when you need to search for them and helps keep them more organized.
Including images with RFIs can be extremely helpful for the person receiving the RFI. Graphics help to give context to whatever question or issue has arisen. Photos and drawings also help the individual receiving the RFI to better understand the question and come to the best solution. Take the time to include images and it will speed up the overall RFI process and ensure that everyone is on the same page.
Keep Everyone in the Loop
Communication is essential when it comes to RFIs. If you are using a construction software, like Kosmas, add everyone involved so that they can view the RFI process. If you aren’t using a software, create a group email to keep everyone in constant communication. This ensures that everyone stays on the same page.
Encourage Discussions with Your Team
When you have meetings with architects and other contractors and subcontractors, encourage discussion. Ask questions upfront, so that you can avoid some RFIs altogether. This saves everyone time and money!
Review Responses Thoroughly
When an RFI is returned back to you, look over it to ensure that it is complete and clear. There should not be any questions in the response that you receive back. The question or issue should be answered fully and a concise solution or recommendation should be delivered. If you do not receive a complete response, send the RFI back and request a fully answered response.
Once your RFI is answered be sure to record the response and store is securely somewhere. If you are using construction software, this will automatically save and store the RFI, but if you are using paper, be sure store the document in a safe place. It can be very easy for paper RFIs to be misplaced or lost, so stay organized!
Update the Status
Make sure to update the RFIs status as it is being resolved. You want to make sure that all the appropriate team members are aware of any progress that is being made. Once the RFIs response is complete, mark it as closed out so that everyone is aware!