Ebook

THE 10 MOST COMMON

CHALLENGES OF QUALITY
ASSURANCE AND FIELD
MANAGEMENT IN THE
CONSTRUCTION INDUSTRY &
HOW TO OVERCOME THEM

This Ebook addresses the challenges the

construction industry faces in the areas of QA and
Field Management. These include budget overruns,
delays, disputes and conflicts, rework, loss of data,
the use of damaged or substandard materials, failure
to document changes, miscommunication between
office and field teams, lack of systems, and lack of
profitability, to name a few.
CONTENTS

01 Introduction 1

02 The 10 most common challenges of QA and Field Management 2

03 The challenges and how to solve them 4

04 How RIB Connex improves your Quality Assurance 10

05 Navigating the path forward 11

06 About RIB 11
 Introduction

In the evaluation of a construction project’s success, Conversely, subpar construction undertakings can erode
a multitude of crucial factors come into play. Have you your standing and deter potential clients.
successfully adhered to the project timeline while meeting
the stipulations set by the owners? Is the project cost Neglecting quality assurance and on-site management
within the predetermined budget? Have you effectively squanders precious time, resources, and materials.
adhered to the contract’s specifications, thereby avoiding Elevated construction quality optimizes project efficiency,
conflicts? Moreover, have you ensured that your end- thereby facilitating the smooth progression of your work
product performs its designated function seamlessly once within the stipulated timeline, minus the demand for
it transitions to the ownership of the client? rework. Additionally, the issue of project safety emerges
as paramount. Superior construction practices enhance
Regrettably, a significant proportion, (68%) of general safety protocols, culminating in end products that exude
contractors’ report encountering challenges during the enhanced efficiency and prolonged durability.
project’s conclusion phase. The impact of construction
quality affects your financial bottom line. Executing
projects with a discernible commitment to quality not
only guarantees potential future collaborations but
also safeguards against costly errors that necessitate
substantial rework.

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 The 10 most common challenges of
QA and Field Management

01 Budget overruns: Unforeseen expenses and their consequences

Sticking to the initially agreed budget remains a pervasive challenge in the construction industry. A study
by McKinsey highlights that a staggering 98% of major construction projects grapple with cost overruns
exceeding 30%. Contributing factors encompass inaccurate cost estimations during planning, design
modifications, and payment delays. The repercussions include diminished profit margins, scarcity of materials
due to budget constraints, tarnished reputation, and project delays.

02 Project delays: Unavoidable hurdles and technological solutions

According to the same McKinsey study, an alarming 77% of construction projects experience delays of at
least 40%. While some factors such as weather, labour shortages, and equipment failures are beyond control,
even meticulous project managers are susceptible to human errors. Employing technology to minimize manual
management is a promising strategy to mitigate delays. Nonetheless, the industry’s resistance to embracing
innovation can present an obstacle.

03 Embracing technology: Bridging the gap for efficiency

The reluctance to adopt emerging technologies remains a complex predicament in the construction realm,
despite the fact that new technologies could make workplaces more efficient. Even when construction firms
acknowledge that there are technological solutions that they could benefit from, they often fear that new
software platforms are too expensive, even though most are quite affordable even for smaller projects.

At present, much construction quality assurance relies on manual processes, especially during the building
and inspection stages. The site manager conducts frequent inspections of the site, monitoring whether
workers are meeting quality assurance standards. But this is a time-consuming and inefficient process,
requiring them to use clipboards and write up reports based on their own observations.

04 Communication breakdowns: Collaborative challenges and their impact

Since projects require multiple professionals during the planning stage and different contractors on the
job, effective information exchange is crucial to the project’s success. Often there’s a disconnect between
the office and the on-site workers. Communication inefficiencies are the cause of a high percentage of
construction problems, with complications such as unrealistic expectations (due to planners not being on
the field and being unaware of how long a task may take) and important tasks being overlooked (with teams
remaining uninformed about issues until it’s too late). Another problem is inadequate documentation resulting
in disputes that can prove costly.

05 Conflict costs: The toll of disagreements on projects

In a study it was reported that the average cost of a jobsite conflict was nearly $11 000. That’s just the
average. A conflict might cost you upwards of hundreds of thousands of dollars if it’s not handled quickly and
properly. Equally damaging is the emotional and mental stress it places on your team members involved –
creating a negative work environment which can lead to employee turnover, lower productivity and has even
been shown as a contributing factor in workplace accidents and disability cases.

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 06 Standardization struggles: Integrating technologies and learning from
the past
With nearly 30% of all construction companies reporting that the construction technology applications they use
do not integrate, it is more important than ever to find software that fits all the needs of a building construction
company. Learning from prior jobs is also a strategic method for improving quality and should be more widely
adopted throughout the industry. Only 47% of contractors and trade professionals have a standard process in
place to compare findings from past projects to improve future work.

07 Inadequate planning and budgeting: Long-term focus and short-term

impact
Inadequate project planning and forecasting can lead to unrealistic objectives and stagnant productivity.
Forecasts might lean excessively toward the long-term, disregarding immediate needs. Erroneous budget
estimates can hinder progress, causing project delays or even cancellations. Comprehensive and accurate initial
expense accounting is pivotal for project success.

08 Document chaos: Organizational woes and digital solutions

Another prevalent construction problem is the lack of organization and document management. Construction
involves dealing with literally thousands of documents, from drawings to models to RFI’s to change orders etc.
Manual document management is inefficient, time consuming and creates room for errors.

09 Field-office divide: Bridging the gap for effective collaboration

Construction projects often suffer from a disconnect between field and office teams. By their nature, most
construction projects can feel like the field and office teams are operating in two separate worlds. Those in the
office seldom if ever step foot on a jobsite. At the same time, workers in the field might never understand the
back-end intricacies of collaborating with so many different suppliers, designers, architects, engineers, and
owners. As a result, conflict often occurs due to miscommunication and misconceptions. Establishing clearer
communication channels is crucial for cohesive collaboration.

10 Cash flow struggles: Funding woes and modern solutions

Having a steady stream of funds is crucial to paying employees, subcontractors, vendors, and suppliers on
time. When payments fall behind, it further disrupts cash flow, halting project progress and causing delays.
The reason so many construction firms struggle with managing a project’s funding is that they rely on outdated
systems that result in poor documentation and too much rework. Exploring contemporary financial management
techniques can mitigate cash flow challenges.

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 And how to
solve them!

01 Out with the old

The COVID-19 pandemic shook the construction industry to its core.

But while some companies saw it as a catalyst to move away from old-school paper-based
processes, others are still holding onto tradition, especially on-site. This divide brings its own set
of challenges – revisions leading to mistakes, and the remote work trend throwing a wrench into
real-time communication.

Beyond the limitations of paper-based workflows, outdated technology solutions like Excel
are proving inadequate, particularly when access to shared resources is restricted. Even the
prevalent use of email for communication can result in information loss within lengthy email
chains. Embracing technology is essential, but the true potential lies in adopting the appropriate
technology that facilitates seamless collaboration among team members. Centralized access
to information ensures real-time updates, enhancing communication and coordination across
teams.

02 Clearly define ‘quality’

For a successful project, everyone involved needs to understand exactly what is expected of
them.

Document the job, roles, and tasks details and specifications and explain them to all
subcontractors, suppliers, and project managers. For example, you might decide you want
especially high standards of sound insulation (above the legal minimum of 45dB in new builds).
You’d therefore want subcontractors to be aware of this when they are making purchasing
decisions around insulation material.

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 03 Plan for all eventualities

Designers and project managers should conduct thorough assessments of plans, check for
clashes, and avoid cutting corners. If you can plan, identify, and fix issues before the build, there
will be less chance of problems and delays occurring during the build itself. BIM technology has
shown to be an invaluable tool in helping with pre-planning - with the following benefits.

- Everyone concerned: designers, engineers, builders, sub-contractors, suppliers, and even

clients, can ‘walk through’ a 3D model of the project, identify problems, correct mistakes,
make changes, work out specs, quantities, timings, and costs, before the first brick is laid!

- Paper drawings are completely replaced by digital drawings.

- Questions that arise during the project are asked directly linked to the digital drawing or
model.

- Everyone, from the field to the office, from the construction team to the design team, can see
a question has been asked.

- The question is assigned to the appropriate party who provides the answer. Not in a letter or
an email, but directly linked to the digital drawing.

- Everyone sees it on the construction drawing that they’re referencing, both in the office and
in the field.

04 Implications

- Delivery of information is accurate, instant, and automatic.

- Questions and answers live directly and are linked to the drawings; with instructions being
referenced by everyone concerned.

- Field crews see answers to questions that their office counterparts didn’t know to ask.

- People stop asking the same question repeatedly because they can see it has been asked.

- People in the field can see a pending question that may affect the way they are about to
build - before they build it.

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 05 Assign clear responsibilities

Ownership and accountability are vital to effective construction quality management, and punch
lists alone won’t dictate success, especially if your team’s roles and responsibilities aren’t clearly
defined. That’s why it’s crucial to assign roles to specific people or teams early in a project’s life
cycle, with clear due dates and deliverables to build accountability into your processes. With the
right cloud-based software, assigning and alerting stakeholders and tracking their progress is
simple.

06 Take to the cloud

Mobile apps that allow for real-time communication work through cloud computing. So, it’s not
just about installing apps on individual smartphones and other devices, it’s about creating a
program that each person can connect to where the central information they need lives. It’s safe
to say that today, cloud-based technology is an imperative for today’s construction companies.

07 Connect and standardize your technology

Field-specific technology does not always mesh with project management-specific technology.
As a result, information tends to get lost or isn’t easily accessible when teams need it the most.
Adopting a solution that centralizes and connects field and project management workflows puts
everyone on the same page.

Also, standardized processes and technology are critical. If you let your workers run with their
own preferences, you won’t have real-time information available to anyone, making organizational
tasks more difficult and far less accurate. Standards, no matter how small, do wonders in
keeping information consistent and aiding communication efforts overall.

08 Adopt a mobile-first approach

Seamless mobile access to all drawings, models, and documents is a must for connecting
the field with the office. This allows your field employees to access information in real time,
whether they’re on the jobsite, in their truck or at home. It also lets your office staff access files
from anywhere. it’s important when people in the field have a question or identify an issue,
that the office or design team can act immediately. Also, all communication, decisions and
documentation are managed in one place.

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 09 Adopt user-friendly applicationons

There will always be some workers who will be apprehensive about adopting new technology.

And while sometimes refusal to adopt can come down to a business culture issue, some
technology can be infuriating if it’s not intuitive to use. The best way to encourage your entire
staff to embrace new technology is to make sure the programs you choose are user-friendly and
easy to understand. While this might seem like a given, it’s not always as easy to implement as it
looks. For instance, what a back-office administrator or project engineer might find easy to use,
might be ill-received by someone in the field.

Nevertheless, there may still be some staff who dislike making the change. In that case, make it
mandatory throughout the company – but not without support. Ample training and providing a
guided transition period will help get the whole team up to speed.

10 Work towards earlier closeout

The closeout process doesn’t have to wait until the end of a project - in fact, it shouldn’t.

Consider using a punch list format right from the start of a job to ensure that everyone is on the
same page, and set expectations for each stage of the project. Certain software provides flexible,
useful tools and templates to streamline quality processes. Remember, project closeout affects
everything from your client to your team to your bottom line and can even have an impact on
your future work opportunities, so it’s well worth investing the time to do it early and do it right.

Over the course of a job, you should frequently meet with the owner and other project
stakeholders to get ahead of what needs to be completed prior to handoff and make sure all
specifications and requirements are met. The punch-list-as-you-go method is a strategic way
to complete the closeout process faster and allows you to provide incremental updates to key
project stakeholders on a consistent and reliable basis.

11 Leverage customizable and flexible templates

It’s common to use one type of reporting in the field and another in the office. This adds to the
problems in communication between the two areas of your company. A better practice is to
utilize templates that are easily understood by all personnel and used by all facets of your office.

Your project needs are unique. Leveraging templates that are customizable will allow you to
maintain standards, while ensuring your teams can work together towards shared goals. Creating
and distributing set reporting templates, unique to your project needs, means that you’ll be able
to develop a uniform workflow that each of your employees follows.

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 12 Create shared goals and tasks

Often different workers have their own set goals. Usually, for the worse, these individual goals
have a way of conflicting with one another. By utilizing progress tracking software and shared
task features, you can help your teams create shared goals and track work, each step of the way.
By defining the focus and bringing increased visibility to the whole project, both office and field
teams will stay vested until completion, even if their portion of work was finished earlier.

13 Prioritize a data-driven culture

48% of all rework is the result of miscommunication. A data-driven culture decreases the chance
that information will get lost in the shuffle. Making the change to a system that allows all points
to connect means that you’ll be able to improve productivity, decrease instances of personal
conflict, and reduce costly human errors.

14 Bridge the field-office communication gap

Bridging the communication gap between the office and the field helps to alleviate issues that
arise during the project. If your company is working as a cohesive team, errors are limited, and
morale is higher.

There are many in the construction industry who still view BIM primarily as a design tool, and
not as technology that can be applied in the field. Industry data shows that less than half of
construction companies (41%) use BIM in the field. What’s more, 59% of companies indicate
that their team members in the field don’t have the skills to work with BIM. As such, there’s still a
major gap between design and construction.

All that results in tasks — both in the office and on the job — are more difficult than they need
to be. Field teams still utilize manual methods, spending hours to survey what’s been done,
mark everything up on paper, and then enter the information into a digital system. Meanwhile,
BIM teams are faced with equally time-consuming jobs, as traditional methods require them
to manually input work back into their models. The lack of integration between field and office
systems also leads to data silos, which prevent teams from extracting valuable insights that can
be used to improve their performance.

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 15 Use cloud-based BIM to empower field teams.

Cloud-based BIM technology can effectively bridge the gap between the office and the field. It
enables teams to share information and collaborate in real-time, paving the way for projects to be
completed on-time, with minimal stress, re-work, and unnecessary costs.

One way that cloud-based solutions can empower those on the field is by enabling BIM teams
to share visual models of the project with those on-site. Rather than relying only on 2D drawings,
those on the field can access rich, accurate, and updated project information, enabling them to
do their jobs better. And since information is accessible in real-time, workers no longer have to
wait for the BIM team to provide the necessary information. Instead, they can access the data
they need from a convenient digital location.

Cloud-based systems also allow users to make changes on an iPad rather than physical sheets
of paper. As such, team members can rest easy knowing that any changes made are accurately
and securely recorded. Whereas paper processes pose the risk of data loss, storing everything in
the cloud prevents information from falling through the cracks.

The best-in-class solutions can also function offline, allowing teams to enter information even
when not connected to the web. Once they’re back online, data is synced automatically.
Such features are a godsend for those who work at construction sites with unreliable Internet
connectivity.

With all that being said, it’s worth noting that not all cloud-based BIM solutions are created equal.
Things like being mobile-friendly and the ability to work offline are essential, but equally important
is user-friendliness. Team members in the field shouldn’t have to spend too much time figuring
out how to use technology. The tools provided must be intuitive and make it easy for them to do
their jobs.

All in all, adopting cloud-based BIM technology keeps teams on the same page, maximizes
productivity, and helps things get done faster. If you haven’t equipped your field team members
with BIM technology, you’re missing out on massive time savings and productivity gains.
Fortunately, there are several winning strategies that you could implement to make BIM work in
the office and out in the field.

16 Use learnings from each project to continually improve

Despite calls for a universal set of standards, less than half of the world’s contractors and
builders have a process in place to benchmark findings from past projects to improve future
work. Creating standards through data collection and documentation on every project reduces
risk and improves construction quality in the future. Moreover, firms that are already using
advanced technology, know that these tools can change the game when it comes to proactive
risk assessment and mitigation. Consider adopting tools that can help predict, prevent, and
manage risk to optimize project closeout and improve the quality of every job, every time.

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 How RIB Connex improves your Quality Assurance

Maximizing efficiency in Manage all inspections

the QA processes in a centralized platform
RIB Connex is the ultimate tool for digitizing and RIB Connex serves as an integrated, centralized
streamlining quality assurance processes, from platform, effectively unifying all quality-related
defining and managing QA plans to creating processes. This centralized approach ensures not
checklist templates for check items that needs only the accuracy of data but also simplifies the
to be performed and documented. With its data process of locating and monitoring essential quality
monitoring and reporting capabilities, it’s easy to
information. Its quality management capabilities
keep track of the progress and results of the
allow project teams to identify and address
performed QA, helping your team achieve
quality issues quickly and efficiently, thereby
maximum efficiency.
adhering rigorously to industry standards.
Customizable reports help to track
progress and identify which areas that
01 02 need extra attention to ensure the
project remains aligned with its
quality objectives.

Quality
Assurance

Seamless management 03 04 Unleashing collaboration

of NCRs and productivity
RIB Connex makes the management of NCRs RIB Connex’s mobile app connects the office
a breeze by providing a centralized platform to and the field, enabling real-time collaboration
track defects, non-conformities, non-compliances, between team members and faster issue resolution.
and variations. Get reports on performed and With its offline functionality, quality management
completed inspections, including metrics such as activities can be carried out even in areas with
closed inspections, outstanding inspections, and poor or no network coverage. The app also
more. Connex’s adept workflow engine and issue provides seamless access to 3D BIM models
categorization capabilities guarantee the timely and 2D drawings serving as a single source of
assignment and resolution of each concern by the truth, allowing project teams to access real-time
appropriate team member. insights for precise decision-making. With Connex,
productivity is maximized, and your team can get
more done in less time.

RIB Connex drives quality, efficiency and communication!

Improved Stay on Reduce Better

Quality Schedule Costs Relationships

12% reduction in More than 30% Up to 30% of all Projects delivered on

rework hours reduction in time building project time and on budget
spent on quality costs can be foster better
assurance activities improved with better teamwork and
collaboration morale

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 Navigating the path forward

Venturing onto Google’s search platform reveals the

diverse interpretations of Quality Assurance. This is
because the concept of QA is fluid rather than rigid,
much like the dynamic industry it caters to. This
continuous evolution will continue to run in parallel with
the industry’s growth, guiding it toward ever improving
standards.

One way to seamlessly integrate QA into your project

is to adopt a software platform created by a company
that has been at the forefront of designing software
solutions to the construction industry.

A company like RIB.

About RIB

Driven by transformative digital technologies and

trends, here at RIB we’ve made it our primary purpose
to propel the industry forward and make engineering
and construction more efficient and sustainable.

Managing the entire building lifecycle from planning

to construction, handover to maintenance, the
development of our powerful portfolio of software
solutions is driven by industry expertise, best practice
and a passion to remain at the cutting edge of
technology.

Ultimately, connecting people, processes and data in

innovative ways to ensure customers always complete
projects within budget, on time and to quality, while
reducing their carbon footprint.

RIB Software is a proud member of Schneider Electric.

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