4 Tips to increase the traceability of project information

Martijn Jongen

Reading time: 2 minutes

Uncertainty is a given in construction projects. A project rarely goes exactly as predicted. Think of unpredictable weather conditions, changing client requirements and staff loss or turnover.

These changes are often a gradual process and as a project leader you only intervene if there is a significant impact on milestones or budget. In this article we take a closer look at ways to increase the traceability of project information so that you can make better adjustments during the construction project.

Introduction

Ever faced a situation where your construction project begins smoothly, but the client’s demands and requirements keep shifting? Initially, you might accommodate these changes to prevent disappointment. However, over time, these modifications accumulate, impacting the project significantly and necessitating intervention.https://youtu.be/wDpIH8oHHFg

Similarly, external factors such as weather conditions can also disrupt the course of a project. Without a clear record of work lost due to adverse weather, it becomes challenging to gauge the ultimate impact on time, budget, and project scope.

In this blog post, we delve into the importance of traceable project information and offer four strategies to enhance it.

1. Structuring Information

Many project managers still document information on paper, making it challenging to organize and trace discrepancies between plans and reality. Implementing information structures, such as Work Breakdown Structures and Product Breakdown Structures, simplifies this process. A structured approach ensures completeness and enhances clarity.

2. Triple Constraint Awareness: Time, Money, and Scope

Be mindful of the ripple effect that changes can have on your project’s schedule, budget, and scope. The Triple Constraint—time, cost, and scope—is crucial to consider. Moreover, incorporate also the aspects Risk, Organization, Information, Communication and Quality for a more comprehensive overview. Overlooking risks, for instance, can alter a project’s risk profile when changes occur.

3. Integrated Thinking

Organizations often treat different aspects of a project unevenly. While finances are closely monitored, aspects like time and scope might receive varying degrees of attention. Harmonize your approach by establishing the necessary standards for each aspect within your organization. Let’s take the example of a project facing weather-related delays. While a detailed master plan helps pinpoint delays, without information about associated costs, a holistic view remains incomplete.

4. Accounting for the Unknown

Construction projects frequently harbor unknown factors that lack sufficient information. Acknowledge this reality and prepare accordingly. Identifying these unknowns often enables a rough estimation of their impact on scope, time, and budget. Simply recognizing these factors can aid in making informed decisions, preventing unpleasant surprises later.

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