Cloud Based Construction Project Management Software Best Practices
A non-technical Primer on doing Cloud right
There is no doubt that the advent of cloud computing has meant a dramatic increase in choice when it comes to construction tech.
In an industry that has traditionally been slow to adopt technology, this has opened the door for innovative project teams to implement applications in relative isolation, and without having to answer to large selection committees or IT departments for that matter.
Want to try something out? Great, log in to the web portal on any browser, maybe install a mobile app and you’re good to go.
Didn’t like it? Try another on the next project.
But there are some considerations to keep in mind before you go putting all your project data on a cloud-based system, and it’s worth spending some time on a well thought out policy around cloud application usage.
These are some of the best practices that I have come up with after years of researching, using, and ultimately developing cloud based Project Management tools.
#1 Learn the basics of cloud computing
If you are not that clear yet of what the “cloud” is; it’s just a fancy way to say “someone else’s computer”
That’s right, rather than have applications and data on your computer or office network, you are doing everything on a computer (or a network of computers) somewhere else, and the web portal or app you are using is just a window into that other computer.
Now, that does not mean that you have to get all worried about your data. Most cloud applications are running on Amazon, Microsoft, or Google cloud platforms, and as I like to put it, unless your cybersecurity budget is bigger than Amazon’s there is no sense in worrying about how secure your data in in the cloud.
Your office network is way more vulnerable to ransomware and other attacks.
All it takes is for one of your coworkers to click on a link in the wrong e-mail for you to spend a few painful hours, if not days, having uncomfortable conversations with your clients.
A few years ago, after starting a new job, the mail server threw a fit and we spent a week without e-mail. Fun!
Of course, there are some legitimate reasons why the cloud might not be for you.
Some clients restrict the use of cloud solutions on their project based on security or privacy issues.
You could make the above argument with them, but it might still not win the day, and in that case, you might want to look at all your systems, not just Project Management solutions. Use Office 365? Bluebeam Studio? Slack? Etc…
If that is the case, we’ll be happy to build you a private or hybrid cloud as necessary to run Builderbox.io on.
#2 Involve your IT
I know, bummer right?
What you liked best about the slick new cloud solution is that you did not need to ask IT to install anything so you did not have to put up with any eye rolling, or hear them say things you didn’t understand to justify why they are not going to do it for you, but that is a completely different blog post for another day.
I’ve worked with both ends of the spectrum. Some who adopted the FAA’s unofficial motto: “We’re not happy until you’re not happy”, and some who were full of curiosity and enthusiasm for what technology can do and would support every crazy idea I ever came up with.
You know who you are… Thanks guys.
In either case, the truth is that IT departments do more than keeping the lights blinking on the routers.
More often than not, they are the ones responsible for setting up the project data infrastructure, and when it’s all said and done, they package everything up and close out the project record for archiving.
If you have all your RFIs in the cloud and those don’t get included in the archive, you could have some very interesting discovery sessions should something go wrong with the project.
Different systems will have various ways of dealing with closeout and archive, but it will be rare that you get to keep the data in the cloud for easy access without having to continue paying for the service.
Some systems will allow you to shift the financial burden to the building owner should they want to maintain it online, but most will have some sort of archiving or export function.
Builderbox.io for instance has a true, one-click archive function that makes you a zipped html archive you can save anywhere you want and open with any browser.
#3 Understand the user management
Especially for external users (those not part of your company). User groups and rights assignment is how you control what people can see, and what people can author and interact with in the system.
Again, it might be a good idea to involve your IT department, as they have extensive experience with user rights on your company network.
Cloud systems will have user accounts tied to e-mail addresses, which keeps things very simple. Where it starts to get complicated is any situation in which you have to pay and maintain the user licenses for any external users that are not employees of your company.
You just became a systems administrator with that many users, so beware. Most IT Managers will not want to be in that position, and rightly so.
This is why with Builderbox.io, any external user, or Collaborators as we call them, get a free license. That will cut down on the user management, but there is still something else to watch out for.
The cloud system is not connected to any company directory, and therefore does not get updated automatically when changes are made. This means that if you have a subcontractor with access to the system, they will continue to have access with that e-mail and password regardless of that e-mail address being valid.
To put it another way, if one of your Collaborators gets fired from their job, they will still have access to your cloud system long after their IT has disabled access to their network. With obvious implications.
To mitigate against this possibility, the thing to do is to stipulate on their subcontract that any change in personnel be immediately communicated to the contractor so you can make sure to restrict access for that particular user.
Now wouldn’t it be nice to have an IT administrator take care of that kind of thing…
#4 Come up with a plan for cloud technology
And make sure to include it in your Project Execution Plan, please tell me you have a Project Execution Plan.
Some documentation about what you will be using and how, as well as who is the person responsible for managing users and administering the system is easy enough to create, and can save you lots of confusion later on.
Imagine you have a Project Engineer set up your Bluebeam Studio for the project. They set it up with their e-mail address and their chosen password as admin credentials.
Half way thru the project they move on to greener pastures… True story. That one caused some headaches… again, for the IT guys.
I will be the first to tell you that I love SaaS (Software as a Service) for all the convenience and independence that it affords you. But a well thought out policy on adoption and usage is the key to success in the long term.
Ultimately, whatever platform you are on should still be treated as an enterprise software, albeit one that is much easier to implement and maintain.
Try Builderbox.io on one project, 5, 25, or give us a call and we’ll set up your enterprise with zero hardware costs, nothing to install, automatic updates, and mobile access from any device, so that your teams can Communicate Effectively, Document Everything, Make Data Driven Decisions, with Builderbox.io
