Email was once a groundbreaking communication tool for AEC. However, as projects become more complex and teams more diverse, the limitations of email have become increasingly evident. To thrive in today’s fast-paced environment, real collaboration needs tools that support instant communication, seamless data sharing and integrated workflows. Continuing our exploration from a previous post, let’s delve into how moving beyond email to advanced collaboration tools like Concert can significantly enhance project information management.
The Limitations of Email
Email is asynchronous, meaning messages are sent and received at different times, leading to delays and misunderstandings. In AEC projects, these delays can cause critical disruptions. Email threads often become lengthy and confusing, making it difficult to track decisions and actions.
Architects often send documents based on contractual time frames, such as responding to a Request for Information (RFI) within a week. However, relying strictly on these time frames is not ideal. In the world of digital delivery, contracts should serve as a fallback for disputes rather than the basis for best practices. Concert serves as a fast-acting communication tool, replacing cumbersome emails and ensuring proactive management and timely responses without waiting for contractually defined periods.
Real-Time Communication with Concert
Real-time communication is essential for modern project information management. At Concert, we provide instant interactions, facilitating quick decision-making and problem-solving. This enables teams to address issues as they arise to keep projects on track.
In Concert, team members create Issues to share information. All Issues are visible on a dashboard, where the next actions are highlighted. This allows users to see everything that needs to be done on their project. Unlike email, where messages can be about any topic, an Issue in Concert is specifically related to a set of files you wish to share.
Integrated Workflows and Issue Tracking
Concert integrates with other software used in the AEC industry, creating a cohesive and efficient workflow. We offer comprehensive project management features that streamline task assignments, deadlines and resource allocation.
Concert introduces the concept of “issuing” information. When you send an issue or “issue” information to share, we track the information in multiple ways. We track who has seen the data and who has downloaded it. These basic tracking features help you understand the level of involvement of your team.
At a deeper level, Concert tracks issues by gathering feedback on the shared information. Our robust comments section allows team members to post substitute files or suggest additions. This dynamic environment enables architects and construction teams to discuss and make decisions on shared information, eliminating the wait for email responses and enabling more active and productive collaboration.
Enhancing Accountability and Transparency
Collaboration tools enhance accountability by clearly defining roles and responsibilities. At Concert, the RACI (Responsible, Accountable, Consulted, and Informed) model ensures that every team member knows their role in each task. This clarity helps prevent misunderstandings and ensures that tasks are completed efficiently.
Unlike email, which often requires responses from multiple people, role-based communication focuses on the critical decision-makers. An issue in Concert can be sent to dozens or even hundreds of people, but only the critical decision-makers need to respond. This streamlined approach ensures that projects move forward without unnecessary delays.
Real-time communication and integrated workflows provide a clear view of the project’s progress, making it easier to identify and address issues promptly. This transparency builds trust among team members and stakeholders, leading to more successful project outcomes.
Security and Compliance
Modern collaboration tools offer advanced security features that protect sensitive project data. Unlike email, which is vulnerable to hacking and phishing attacks, Concert uses robust security measures, including encryption and multi-factor authentication (MFA), to safeguard information. This enhanced security is crucial for complying with industry regulations and protecting proprietary information.
Moving beyond email to embrace real-time communication and integrated collaboration tools like Concert is essential for modern AEC projects. These tools enhance efficiency, improve communication, and provide robust security features that protect sensitive data. By adopting our advanced collaboration platform, you can create a more dynamic, accountable and transparent project environment. Join us in moving beyond the limitations of email and embracing the future of project collaboration.
