How to take your Construction Business paperless
Going paperless in a paper-reliant industry like construction can seem like a huge shift. Imagine no more stacks of contracts, blueprints, or timesheets lying around the office. Making the transition is not only possible, it’s more efficient, cost-effective, and environmentally friendly.
The good news? With today’s technology, the switch doesn’t have to be overwhelming. In fact, it can save your business a significant amount of time and money. Here’s how to get started.
1. Invest in cloud storage
If you’ve been in business for a while, you probably have filing cabinets or storage rooms filled with project documents, invoices, and more. Going paperless begins with scanning these files and storing them in a secure, easily accessible location. Cloud storage solutions like Google Drive or Dropbox allow you to keep digital copies of everything, organised and simple to retrieve.
Digital storage protects your sensitive information from disasters like fire, flooding, or theft. Or someone knocking over their cup of the tea on the document. Plus, with everything stored in the cloud, you can access documents anywhere, anytime. This means – no more sifting through piles of paper to find that one elusive file!
2. Embrace digital plans and specifications
Are you still relying on 2D paper blueprints? If so, it’s time to upgrade. Digital plans and Building Information Modelling (BIM) software provide a more comprehensive view of your projects. Imagine having a 3D model you can zoom in on, rotate, and annotate, all from your tablet or phone. Plus you could take this model and show it to the client.
With digital plans, everyone on the team always has the most up-to-date version, reducing errors and miscommunication. You can even incorporate augmented reality and smart technology, like Microsoft’s HoloLens, to visualise building components before they’re constructed.
3. Switch to digital timesheets
Paper-based timesheets can be a real headache, from illegible handwriting and missing entries to timecards that never quite make it into the office. That’s why it’s a no-brainer to switch to digital. Digital timesheet solutions allow employees to clock in and out via a smartphone app. This not only speeds up payroll but also ensures accuracy, reducing the risk of errors.
As timesheets are instantly uploaded to the cloud, they integrate seamlessly with payroll software, eliminating the need for manual data entry and saving your HR team a lot of time.
4. Use project management software
Managing construction projects can be chaotic without the right tools, so it’s important to choose the one that works best for you. Project management software keeps everything such as documents, communication, schedules, and budgets, in one place. These platforms replace paper-based processes, allowing your team to track project progress, share updates, and store daily logs without shuffling through stacks of paper.
5. Train your team
A successful shift to a paperless operation relies heavily on your team’s support. So make sure you take the time to train employees on new software, highlight the benefits, and show how these changes will make their jobs easier. Having a support system in place for any questions that arise will also be essential to the transition’s success.
Want to take your business paperless?
We can help you streamline your operations and automate your processes, giving you more time to focus on the things that matter. Get in touch to find out more, and let us help you create a customised plan that suits your business needs.
Contact Jenner’s Tax and Business Advisers today on 01432 379988 or get in touch via our contact us form.
“Clare has been my personal accountant since 2005, and was the obvious and only choice when I set up my own company in 2014.
– Phil Mackenzie IEng, MIET
Clare and her team’s experience, knowledge, and enthusiasm, in provision of accountancy have been of immeasurable benefit in the guidance and management of Infinity 6’s accounts.”
