Optimizing Document Management and Processes in a Construction Company

I am in a construction company in Mumbai where their main activity is development, re-development of properties, slums, existing buildings, etc. As in all construction companies, we too are facing setbacks in the following:

(1) Filing of documents,
(2) Flow of documents,
(3) Storage & Tracking of documents,
(4) Personnel assignments, i.e. keeping track of office/errand boys who normally try to give slips
(5) Personnel motivation programs,
(6) etc. etc.

Documents consist of agreements, statutory documents, etc. Will ERP help? Can anybody suggest a better way to improve the above? Moreover, are there any ready-made solutions to this? Your suggestions/advice will be highly appreciated.

Hi Saby,

You are absolutely right. An ERP software would solve most of your issues. Please find attached the following link: [link no longer exists - removed]. A lot of similar software are available in the markets; this can be used as a reference.

Regards,
AJ

I mean, in addition to ERP (which is a costly affair and presently the company is not ready for it), are there any formats or write-ups on how to do documentation work (i.e. filing, storing, tracking, flow of documents, etc.) which will be useful in a company where present systems of documentation are in chaos.

Presently, if a person is doing the documentation work, it is very difficult to track the document when he is on leave. Secondly, there is no system of documentation; the person filing the document files it, but later, no other person can track the document excluding himself.

We want a system where filing, storing, and tracking of documents are detailed and not dependent. Can anyone help?

Hi,

Please note that other than the ERP, the solution you have involves starting a process with the help of MS Access. You can approach a software developer who works with Access and ask them to create a simple solution for data tracking and other activities needed in Construction.

Another option is to use Excel, although developing the format will be quite challenging and laborious. However, I still recommend moving forward with Access.

Regards,
AJ

Hi Saby,

You can manage all the documents by using a Document Management System, which will automate the manual process of filing papers and facilitate easy retrieval of the same in due course of time. Please visit Intense Technologies - Enterprise Content Management, Enterprise Customer Communication Management, Enterprise Information Management, Document Management, Output Management, Mail Management, Reports, Bill Generation, iECCM, iECM, iEIM or email your requirements to [Login to view].

Hi there,

I think you should probably visit gspl.org. It's a company exclusively in construction project planning, management, and monitoring.

Cheers,
Ashutosh