Are you still using Whatsapp and Excel to Monitor Construction Progress? It’s high time to let them go.

Construction Industry still is very reluctant to adopt new technologies in their day to day activities, and today let’s talk about the one thing most of the construction companies in this industry are doing wrong, and that is using WhatsApp or Excel for monitoring the progress of a construction project.

So you might be wondering what’s wrong in that, wait to allow me to explain

What does WhatsApp intend to do?

WhatsApp, one of the private form of communication. It provides a platform where friends can chat and share information. However, recently it is seen to be used for monitoring construction projects or project management.

But Why can’t we use it to track the progress of the construction project using it, in fact, it is free and easy to use in every mobile?

There are multiple reasons we should let it go and never use in our official communication.

1.Threats to the organization itself

There may be potential threats to an organization itself or the relationship with its clients and subcontractors. As in the India case, any member of a WhatsApp group can deliberately spread false information to mislead others by using a different name and number. As it is intended to be used for informal usage, there is no screening or monitoring to ensure the authenticity of the messages and avoidance of abuses.

WhatsApp cannot provide functions to separate business from private communications. Its users, therefore, risk leaking project data to other personal friends or mixing up two things when they rely on the app for both project management monitoring works and instant communication with friends.

Since data is the new gold, anyone can sell your data for money as their server is also located out of India, Moreover, the personal level data leak is normally caused by mistakes, the consequence could be disastrous. That is why WhatsApp has introduced a new function for message deletion within a certain time limit. But things once done are done. It is too late when you realize your messages have created turmoil.

2. Rise in conflicts and disputes within and outside the Organization

The use of WhatsApp for semi-official communications with colleagues could also lead to legal or contractual disputes. Different members of a WhatsApp group may have different understandings or interpretations of the legitimacy of each person in the group. For example, should the Contractor proceed with an emergent construction work or repair work after he notifies the Project Manager but pending his written confirmation in a WhatsApp group? Will it be a case of conflict if eventually no response is received from the PM? Using WhatsApp for this purpose creates unnecessary confusion and conflicts.

3. Disjointed Communication Hurts Productivity

Another major con of using WhatsApp for workplace communication is that it can sometimes create more chaos, and time is wasted in Juggling multiple group chats, no proper user management, and unprofessional user names just add on to it thus making managing business communication through WhatsApp a nightmare.

4. Wastage of time

So, if it takes you 15 minutes to find that important document which was shared in the morning by your site supervisors and it got lost behind tons of good morning messages or less important documents being shared, Then what is the use of that kind of communication where you lose your crucial time.

5. Issues cannot be flagged and resolved

Specific issues cannot be tagged and then there is no process to resolve it then and there on a real-time basis, The lack of context and dependencies around the collected data leads to huge amounts of time spent for Project Directors and Project Managers going back and forth with all sources.

6. No accountability

WhatsApp doesn’t define accountability of any activity, moreover, a PM cannot tag any activity to their site engineer.

So, Is excel any better for project tracking?

No.

1.Lack of Transparency/ Distortion of Data

Of course, there are some opportunities to provide limited access to documents for some employees, but not always such security is maintained and no proper record of editing can be known. Moreover, data is distorted until the time it reaches senior management.

2. No cloud Database

All the data is being stored in the local drive making it difficult for remote operations and cannot be accessed by multiple people at the same time.

3. No real-time updates

The planning person has to wait for one whole day to update the progress into the spreadsheet, which defies the use of project tracking in real-time.

4. No Graphical UI representation for understanding the progress better.

You have no access to bar charts, Gantt charts, pie charts, etc, to see the project projects at a glance. When your PM wants to track any project physical, financial progress, he needs to scribble through all over excel to get that.

Now you might be convinced that using WhatsApp or Excel is not worth it to monitor construction projects, Then What shall you do?

You should go for cloud-based project management software and BOCS is leading the way in that. BOCS has certain advantages that give your project a definite edge over traditional methods.

1. Multiple Dashboards for different projects in one single platform.
2. Real-time project tracking and monitoring at different levels.
3. Cloud storage for data safety
4. Easy to use and Enjoyable Graphical UI
5. Can track physical and financial progress using S-Curves.
6. Visual representation of data using charts, bars etc
7. Maintains a proper accountability flow
8. Manage and tag issues to any team member conveniently.
9. This software is exclusively designed, keeping in mind all the construction scenarios and problems you will face on site.

Let’s hope the construction industry stops this ill practice of monitoring progress through WhatsApp and excel and rather opt for a project management tool to save your time, money, and efforts.

We will be happy to hear from you and help monitor your construction projects smartly.

Looking for an online demo of BOCS? Click here or Contact Us.

Cheers !!