Behind every great building are heaps of files, drawings, and documentation that must be meticulously managed to avoid chaos. Construction projects involve a lot of "paperwork," and even in their digital form, files like project drawings can be easily mismanaged.
When files aren't stored or organized properly, teams spend an inordinate amount of time sifting through documents to find the right data. In fact, research by Autodesk and FMI found that construction professionals spend 35% of their time (over 14 hours per week) on non-productive activities like looking for project information.
The good news is that these inefficiencies can be reduced by implementing strong file management strategies. With the right tools and processes, you and your colleagues can spend less time hunting for files and drawings and more time using them.
How can construction professionals create better systems for file management? To shed light on this, we turned to the Big Room—Autodesk's thriving online community where construction professionals can gather, talk shop, and share best practices.
Whether you are new to Autodesk Construction Cloud or are a seasoned veteran, you all have a voice in the Big Room.
We recently opened the discussion on file management, asking the community if they've ever had to deal with disorganized drawings and what they did to maintain a well-organized and efficient drawing management system.
Check out what they had to say.
Several members of the Big Room emphasized the importance of having a common data environment (CDE). By centralizing where drawings are located, teams can easily access the latest versions, collaborate seamlessly, and reduce the risk of errors caused by outdated information.
"I faced this problem because the entire office worked on a central server, where everything was in folders and subfolders. However, the system wasn't functional, and you had to open another workspace to save and retrieve documents you needed from there.
So, I made the decision to implement a CDE with Autodesk Docs. This was a massive change that ensured everyone involved in each project could access Docs and collaborate with the same documentation." - BIM/VDC Manager
"Anytime a project involves lots of iterations, it can be difficult to track what version has been sent and to whom. It helps to have things saved in a shared file system where updates are pushed to all stakeholders." - Spencer Pursley, Project Manager at QTS
"Simplify construction drawings management by centralizing them digitally, controlling access, and backing up regularly. These steps streamline the process, making teamwork smoother and reducing errors." - Architectural designer
Consistent naming conventions and file processes help teams maintain order and efficiency. When folks adhere to consistent practices, it becomes easier to locate files and track versions, so everyone works from the same set of information.
"When I first started, files were just dumped into the root project folder, and no naming convention was put in place. So, I helped the team create a logical folder structure, then we went on to develop the right naming convention. This brought some organization amongst the chaos, and it also facilitated our transition into ISO 19650 standards that we use to this day." - Frederick Charles, Président / Ingénieur Structure at BTP Concept
"Creating a systematic filing system and version control is crucial when dealing with disorganized drawings. Use clear naming conventions and folder structures. And don't forget to conduct regular audits and updates to the system to help maintain order. - Negar Moghtadaei, Architectural Designer at AECOM
"We had many individuals within our group who filed things that worked well for them. This led to improper filing techniques and issues with finding data, especially when the individual left the company. These instances sparked conversations and compelled us to standardize the methods for handling files. We worked across our teams and divisions, developing strategies for storing and compiling historical data.” - Brian Yowell, Mechanical/Piping Designer
"One thing that people don't pay attention to is ensuring team members are all in the same cadence and follow document standardization. Even a couple of members deviating from the standard can cause issues." - Prateek Chitnis, Strategic Implementation Manager at Symetri
Robust processes and standards are great but implementing them might be difficult if teams aren't trained or fully onboard with the system. As such, regular communication and updates are equally important to keep everyone aligned and informed on all things file management.
“Train your team! Ensure that all team members are aware and well-versed in the drawing management system to avoid mishandling and misfiling of drawings. Also, schedule regular updates to ensure all team members have the most current information, reducing the risk of using outdated drawings.
"These practices can significantly enhance the efficiency and reliability of drawing management in construction projects." - Tracie Vân-Trang T. Nguyễn, Platinum Student Ambassador at Autodesk
"I've dealt with poorly organized drawings that resulted in expensive miscommunications during construction. To resolve this, we thoroughly reviewed and reorganized all project drawings. While this was time-consuming, it was essential to ensure the project proceeded smoothly." - Jorge Brizuela, Building Designer
If it makes sense for your workflows, consider having a dedicated person in charge of drawing organization. This team member can focus on maintaining accuracy and order, which is vital for the smooth progression of any construction project.
"The last project I was a part of did not have a field engineer, which, in my opinion, is crucial as an entry-level position and an integral part of keeping drawings organized. Not having someone dedicated to drawings can lead to issues and rework scenarios. So, I would say bring that position back to the industry and build them up to project engineers. They would learn the RFI, the submittal process, and implement the necessary tools for the job." - Victor Casilla Jr, Assistant Project Manager at Pride Enterprises
Want to stay updated on all things building in the modern age? Overheard in the Big Room is the best place to do that. Monitor the conversation, contribute your own thoughts and keep the ideas flowing in our premier forum for construction professionals. From topics such as what social impact means in construction to insight into the future housing shortage, we want to hear what you have to say, so come join the conversation today!
