Keeping business efficiencies at maximum and handing over construction projects within budget and timelines is crucial for General contractors. Connecting the mindscape of architects and engineers with general contractors to understand the intent, and build around it is key whilst collecting project information.

1. Top 8 cataloged recommendations to manage your
RFIs effectively
Keeping business efficiencies at maximum and handing over construction
projects within budget and timelines is crucial for General contractors.
Connecting the mindscape of architects and engineers with general
contractors to understand the intent, and build around it is key whilst
collecting project information. Well-structured RFIs or Request For
Information eliminates the need to perform expensive and time-consuming
corrective activities in the construction stage. RFIs are raised in the bidding
phase, or at various stages of construction.
General contractors or subcontractors raising RFIs in the construction stage
are extremely expensive leading to cost and time overruns. Neglecting
design clarifications, constructability issues, material requirements,
sequencing, specifications, etc. can lead to extensive onsite failures.
Generally, contractors have to take responsibility for the burden of delayed
responses of RFIs submitted.
RFIs serve as a support system to diminish all of the above, as they can be
integrated into various deliverable categories viz.

2. • Clarifications on inaccurate plans, spatial conflicts, inaccurate or
incomplete specifications
• Design modifications based on construction problems and sequencing
issues
• Material availability, value engineering, and others
• Issues in constructability and varying site conditions
Furthermore, the unintended use of RFIs can lead to greater costs. It has
been documented, “a single RFI can cost over $1000”. If there were
hundreds of RFIs raised in the later stages, it would amount to hundreds of
thousands of dollars in cost overshoots. RFIs are not intended for the
following purposes viz. ordinary communication, submittals, granting design
documents, substitutes, change requests, feedback, etc. RFIs do become
high-risk documents if not created and managed effectively. Misuse of RFIs
in the later stages can create greater challenges than solutions for
contractors and subcontractors.
Described below are well-documented recommendations for contractors and
subcontractors to produce effective and productive RFIs. Working on
numerous projects requires project managers and contractors to collaborate
and diminish high-impact construction risks.
1. Encourage discussions between various trades and teams in the
preconstruction stage.
Early involvement of multiple teams, trades, and stakeholders in the
design stage fuels greater communication and collaboration. Clarifying
doubts before the actual construction process begins can diminish
budget and schedule overruns.
2. Deploy integrated and cloud-based construction management
software.
Raising, assigning, and clarifying RFIs requires advanced construction
management software like iFieldSmart Technologies. Back office and
onsite personnel can collaborate on issues, raise questions, and
produce solutions to streamline the RFI processes. Tracking hundreds
of individual RFIs can be time-consuming and cost-incurring. Cloud-
based software instantly allows every stakeholder to interact and
manage RFIs for higher productivity.
3. Be specific with asking the right set of questions.

3. Creating different RFIs for individual questions makes the RFI creation
and assigning process streamlined. Greater numbers of unnecessary
RFIs can create a higher cost impact. Advanced construction
management software can analyze the impact of cost for specific RFIs.
Consolidating questions and their issues can lead to greater
complications in tracking RFIs.
4. Add accurate and detailed drawings.
Adding drawing and markup attachments to an RFI is extremely
helpful for individuals being assigned the RFI. Providing references to
drawings and photos can help individuals understand the issue and
question better. Markups can be created and shared in 2D or 3D, or
document versions can be reviewed in tools like BIM 360. Project
deliverables attached to RFIs can speed up the RFI resolution process.
5. Build a strong nomenclature for RFIs.
Using a standardized nomenclature system to define RFIs makes it
easier for stakeholders to filter and find them. Reinforcing RFIs with a
numerical system keeps them organized, whilst tracking
documentation changes.
6. Set precise due dates backed by RFI status.
Adding precise initiation and due dates can mitigate schedule delays.
Assigning due dates to recipients adds an accountability factor for
identification and response. RFIs sent without due dates are liable to
be misplaced or not responded to at certain times. Construction
management software from iFieldSmart Technologies can help fuel
collaboration and keep a copy of the RFIs through digital downloads or
physical printouts.
“Average RFI reply clocks at 5 to 10 days based on the type of project,
schedule, and location.
7. Review the RFI for its clarity and entirety.

4. When RFIs are assigned to individuals, they need to send a concise,
yet detailed explanation for greater clarity. Back and forth trails of
RFIs can lead to cost overruns and project delays. When every
individual's workflow and response is registered, a change of Ball in
Court (BIC) is designated.
Using RFIs for the wrong purpose to enhance profits through
unnecessary claims lead to project delays, design negligence, etc.
8. Organize your RFI’s electronically or physically.
Receiving a response to an RFI needs to be recorded in an organized
manner. Companies relying on traditional excel sheets often face
logging issues as RFIs are not updated. Every individual owning a
different version of the same RFI can lead to disputes and schedule
problems during construction. A genuine lack of documentation
feedback is observed with traditional methods leading to delays.
Marking the status correctly as open or closed helps teams to stay
cognizant of the RFI status. Ensuring information consistency at every
point of the RFI process is achieved by adopting a cloud-based RFI tool
from iFieldSmart Technologies.
Conclusion
Adopting end-to-end software solutions greatly augments day-to-day
activities by accelerating the process.
Reading this article, you would have a clear picture of how RFIs need to be
created, assigned, and resolved. Furthermore, the use of cloud-based
construction management software augments the RFI process. Contractors
and sub-contractors can improve the entire RFI management process to
diminish unnecessary RFI costs through tangible and software-driven
innovation.
For more information: +17034688575
Visit us: -www.ifieldsmart.com/