Best Practices for RFI and Submittal Tracking: Spreadsheets vs. Specialized Software
Tracking Requests for Information (RFIs) and submittals is an integral part of any construction project. With projects often handling hundreds or even thousands of these documents, the question arises: what’s the best method to manage them—spreadsheets or specialized software?
In a recent discussion, professionals shared their experiences and thoughts on using both methods for RFI and submittal tracking. Let’s break down the pros and cons of each approach to help you decide which might be best for your project.
The Case for Spreadsheets
Spreadsheets have been a go-to solution for many in the construction industry, and some argue they remain a viable tool for even large projects. As one professional pointed out, spreadsheets worked "just fine" for multi-million-dollar projects, managing 10,000+ RFIs and 2,000+ submittals using Microsoft Office 365 with web access. The simplicity and accessibility of Excel, combined with competent document control, allowed them to run these projects successfully.
Pros of Using Spreadsheets:
Familiarity: Many people are already comfortable using Excel, and it doesn’t require learning new software.
Customizable: Spreadsheets are highly flexible. You can create custom fields, formulas, and filters to tailor the document to your specific needs.
Cost-Effective: Compared to specialized software, using Excel or Google Sheets is typically much cheaper, especially for smaller teams.
Simplicity: For those who prefer a straightforward system without added complexity, Excel provides a clean and easy-to-understand platform.
Cons of Using Spreadsheets:
Scalability: As projects grow in size and complexity, managing thousands of RFIs and submittals in a single spreadsheet can become unwieldy. Spreadsheets may slow down or become difficult to manage with large datasets.
Manual Work: Spreadsheets rely heavily on manual input, which increases the risk of errors. There’s also the time factor in updating and managing large volumes of data.
Lack of Automation: Spreadsheets don’t offer built-in automation or reminders, which can be crucial for ensuring timely responses and keeping track of outstanding items.
Document Control: While spreadsheets can track documents, they don’t provide the sophisticated document control features available in specialized platforms, like automatic version control or audit trails.
The Case for Specialized Software
On the other side of the debate, proponents of specialized software argue that platforms designed specifically for construction management (such as Procore, Bluebeam, or Aconex) are far more efficient when dealing with large projects that involve hundreds of submittals and thousands of RFIs.
Pros of Using Specialized Software:
Automation: These platforms often include automated workflows, notifications, and reminders, ensuring that the right people receive the right information at the right time.
Centralized Data: Specialized software typically integrates with other construction management tools, allowing you to centralize all your project data in one place. This makes collaboration and document sharing easier across teams.
File Management: With built-in file storage, these platforms make it easy to access the latest version of a document. You can track changes, revisions, and approvals seamlessly.
Scalability: These platforms are designed to handle large-scale projects with ease, providing better performance and more efficient management of thousands of RFIs and submittals.
Analytics and Reporting: Most platforms offer robust reporting tools that provide insights into project progress, allowing for better decision-making and more accurate tracking.
Cons of Using Specialized Software:
Cost: These platforms can be expensive, especially for smaller teams or firms. The upfront cost and ongoing licensing fees may not be justifiable for everyone.
Learning Curve: Specialized software often comes with a steep learning curve. Training your team to use the platform effectively may take time and resources.
Over-Engineering: For smaller or simpler projects, specialized platforms may feel like overkill. If your project doesn’t require advanced features, the software may complicate things unnecessarily.
Which Should You Choose?
When deciding between spreadsheets and specialized software for tracking RFIs and submittals, consider the size and complexity of your project. For smaller projects or teams that are comfortable using spreadsheets, Excel might be sufficient as long as you have competent document control. However, if you’re dealing with large-scale projects involving thousands of RFIs and submittals, specialized software offers the automation, scalability, and robust document management features that spreadsheets simply can’t provide.
Ultimately, there is no one-size-fits-all solution. The best choice depends on your specific project requirements, team size, and budget. What’s most important is that your chosen system allows for clear communication, easy access to up-to-date information, and efficient tracking to keep your project on schedule.
Conclusion
While spreadsheets have served as a dependable tool for many in the construction industry, the demands of modern, large-scale projects often call for more specialized software solutions. Weigh the pros and cons of each approach carefully to ensure that your team can manage RFIs and submittals efficiently while minimizing the risk of delays and miscommunication.
By adopting the right tracking system for your needs, you can ensure that critical project documents are handled smoothly, reducing stress and increasing productivity for your entire team.
