Benefits of standardizing construction project forms by using the digital form

By transitioning from traditional paper forms to digital forms, construction companies can unlock numerous advantages. The benefits of standardizing construction project forms through digitalization are far-reaching, from increased accuracy and efficiency to enhanced collaboration and sustainability. This article will explore the key benefits of adopting digital forms and how they contribute to successful project execution in the construction industry.

1. What are standardizing construction project forms?

Standardizing construction project forms refers to using standardized templates, documents, and papers in the construction industry to streamline communication, facilitate information exchange, and ensure consistency across various construction projects. In addition, these forms help establish a common language and expectations among project stakeholders, including owners, architects, engineers, contractors, subcontractors, and suppliers.

Standardized construction project forms often cover many aspects of the project lifecycle, including project initiation, procurement, design, construction, and closeout. They can vary depending on the country or region, as different jurisdictions may have specific requirements and industry practices.

2. Barriers to standardization

Standardizing project forms in the construction industry is necessary but can face several barriers. Some common challenges include:

2.1 Complexity and Customization Requirements

Construction projects are complex and unique, with specific requirements, site conditions, and project scopes. Each project has its requirements based on its purpose and client needs. Site conditions, such as soil, climate, and regulations, vary and impact design and construction. Project scopes can range from new construction to renovations, with specialized elements like HVAC systems. Contractual arrangements, such as lump-sum or design-build contracts, add further complexity. While standardizing project forms is beneficial for efficiency, flexibility is crucial to accommodate project-specific factors.

2.2 High fragmentation

The construction industry is characterized by a high degree of fragmentation, with a wide array of stakeholders participating in each project. These stakeholders include owners, developers, architects, engineers, contractors, subcontractors, suppliers, consultants, and regulatory bodies. In addition, each stakeholder has an individual company culture, submission, and signing processes that make a challenge to standard construction project forms.

2.3 Resistance to Change

Implementing standardized project forms may face resistance from stakeholders due to concerns about loss of flexibility. Stakeholders may perceive standardized forms as too rigid and need to be more accommodating to the unique needs of their projects. They may prefer more customizable approaches that align with their established processes and preferences.

Adapting construction management platforms can help overcome barriers in standardizing construction project forms by providing streamlined documentation processes, customization options, and improved collaboration. 

The platform offers pre-built templates and forms, simplifying the creation and adoption of standardized forms. Customization features allow stakeholders to tailor documents to specific project requirements, addressing concerns about flexibility. In addition, using digital platforms that help reduce paper and time in submission and signing processes brings various benefits to the project and environment.

3. The outstanding benefits of standardizing project forms in the construction industry

3.1 Enhanced efficiency and productivity

Digital forms can significantly increase productivity in construction projects. Mobile devices, such as smartphones or tablets, equipped with construction management platforms can be used to fill out digital forms quickly and easily. This platform eliminates the need for manual data entry and reduces the chances of errors or delays. As a result, workers can spend more time on essential tasks instead of wasting time on administrative processes, resulting in improved productivity and overall project efficiency.

AECIS - a construction management platform, streamlines submission, and signing processes by providing Dform feature to help create simple and time-consuming forms. By digitizing forms and implementing electronic signatures, the platform enables efficient and convenient submission, review, and approval workflows, eliminating the need for manual paperwork and expediting the overall process.

3.3 More Accurate Data Collection

Digital forms also offer more accurate data collection compared to their paper counterparts. They provide validation checks, required fields, and drop-down menus, ensuring that all necessary information is captured accurately and consistently. This minimizes the risk of incomplete or incorrect data, providing a more reliable dataset for decision-making purposes. The digital nature of these forms also allows for easy tracking and auditing, creating a clear trail of data entry and making it simpler to identify any discrepancies or issues that need to be addressed.

3.4 Environmental Benefits

From an environmental standpoint, adopting digital forms in construction can have significant benefits. Traditional paper-based forms consume substantial resources, including paper, ink, and printing supplies. By transitioning to digital forms, construction companies can contribute to sustainability by reducing paper usage, minimizing waste, and lowering their carbon footprint. In addition, the use of digital forms aligns with the industry's growing focus on environmentally conscious practices and supports green construction initiatives.

By using AECIS, you can reduce paper waste better than traditional methods. This eliminates the need for physical paperwork, reduces reliance on printing, and promotes environmental sustainability.

Furthermore, this platform can offer additional advantages beyond the immediate benefits, including automated workflows, data integration capabilities, and real-time reporting that streamline processes, improve communication and collaboration among project stakeholders, and provide valuable insights for project management and decision-making.

4. How AECIS helps reduce paper in real projects?

AECIS recognizes the importance of embracing technology and innovative solutions to drive positive change in the industry. With its commitment to sustainable practices and continued efforts to optimize efficiency, AECIS aims to reduce paper usage further and promote environmentally friendly initiatives in future projects.

4.1 Commercial projects

AECIS Dform has revolutionized the submission and approval processes for Tenant Coordination works. With the introduction of Dform, the submission, and approval of many forms can now be streamlined and expedited, enabling the Tenant Coordinators team to overcome the challenges of managing numerous parties within very tight schedules.

One notable achievement of implementing Dform is the substantial reduction in paper usage. By analyzing real projects and estimating the impact, it has been found that each Tenant has been able to save approximately 200 sheets of paper. 

• Let's take a closer look at a few examples. The Aeon Mall Mean Chey project has around 200 tenants, Thiso Mall boasts 70 tenants, and Aeon Hai Phong, with a staggering number of 210 tenants... These are just a few instances among the 30 projects undertaken by AECIS since 2013, which collectively account for approximately 4000 tenants.
• When we consider the remarkable paper-saving impact of Dform across all these projects, the numbers are awe-inspiring. By rough estimation, considering an average paper weight of 80 gsm, AECIS is proud to have saved approximately 60 tons of paper. This accomplishment contributes to environmental sustainability and demonstrates AECIS's commitment to efficient and responsible practices in the construction industry.

4.2 Base build projects

With each passing day, we strive to make the submission process more efficient and effective for base-build projects. By leveraging innovative technologies and digital solutions, AECIS has successfully established itself as a paperless supporter in the construction industry.

• One notable example of AECIS's commitment to reducing paper waste is in projects like The Song and West Gate. These highrise and large-scale residential projects have implemented advanced digital systems and processes that result in substantial paper savings. In comparison to traditional methods of submission and approval, The Song and West Gate projects have achieved approximately 30% reduction in paper consumption. This significant improvement is a testament to AECIS' dedication to adopting sustainable practices and embracing digital transformation.
• Moreover, AECIS has extended its support and expertise to projects like SLP Xuyen A, Aqua- River Mansion, and RMIT, which have embraced lean procedures in project operations. With AECIS's technological solutions, these projects have witnessed remarkable reductions in paper usage. The 50% reduction in paper showcases the environmental benefits and highlights the increased efficiency and productivity gained by minimizing paper-based processes.

Through its innovative approach, AECIS empowers construction professionals to transition from traditional paper-intensive practices to more sustainable and efficient digital workflows. In addition, AECIS' commitment to contributing to paper-saving initiatives sets a positive example for the entire industry, inspiring others to embrace digital transformation and reduce their environmental impact.

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5. Conclusion

The benefits of standardizing construction project forms through digital forms are undeniable. Embracing standardized digital forms like AECIS is a decisive step towards modernizing construction practices and achieving tremendous success in project execution. As the industry evolves, leveraging digital forms will become essential for staying competitive and delivering projects with enhanced efficiency and quality.