By Sarah Krawiec, BES Technician
Goal: A process to track the status of reports
In the Building Envelope Sciences group, it is common for us to have dozens of deliverables to simultaneously review, revise, edit, and send out to the client. Keeping track of these reports or other similar tasks can be tricky especially when you’re not the only one working on it.
Our typical process goes something like this:
- The BES Technician would compose a report.
- The BES Project Manager would edit and make comments.
- The BES Technician would then make revisions.
- The Administrator would review and send.
Multiplied times 40-something projects, this process was a recipe for communication problems, such as:
- Reports not being revised/edited in a timely manner
- Difficult to see when the report was ready to be sent out
- Reports could be sent out of chronological order
Our solution is a simple table in Excel. It is saved as a tab in a Microsoft Teams channel specific to the project (Teams is our collaboration software of choice). Saving it in Teams gives easy access to everyone from anywhere, allows simultaneous editing, and avoids multiple copies.
This is a huge time saver! The table keeps things simple. It tells you what stage a report is in, who edited last and when. You don’t have to question or search your records to tell if it’s finished or not.
- The template for the table is saved to our reference drive, for easy access for each new project.
- Columns are created for each step of the process.
- When text is entered, the cells turn green via conditional formatting.
- You can also use it for reviewing submittal reports or other documents for the same project.
How do you manage this type of document coordination on your projects? Let us know in the comments!