Every project has its own intricacies, but has an error in judgment threatened to ruin your project? The sinking feeling in the pit of your stomach that something isn’t right and you can’t manage the risks? Some of these “oh shit” moments can be protected against.

Common Problems

• The builder’s certificate of insurance (COI) is not up to date.
  • This can leave you exposed to liability if something happens to your project. It is important to make sure that your subcontractor, architect, and contractor’s COIs are up to date.

• You can’t find the warranty
  • This can be a major headache, as you may have to pay for the repairs out of your pocket. It is important to keep all your warranties in an organized safe place.

• You are missing the as-builts for your project.
  • This can make it difficult to make changes or repairs to your project in the future. It is important to get the as-builts from your contractor as soon as possible

• Your A-team is not as good as you thought they were.
  • This can be a major disappointment, as you may have to spend more time and money fixing their mistakes. It is important to do your research before hiring a contractor or subcontractor. And have a backup plan in case they are not constructing as promised.

• Your board is asking questions that you can’t answer.
  • This can be a stressful situation, as you may feel like you are in over your head. It is important to be honest with your board and make sure you are doing your best.

• You can’t find the meeting minutes.
  • This can make it difficult to keep track of what was discussed at your meetings. Creating a system for keeping track of your meeting minutes is important. Don’t rely on them being in your email every week.

• The contractors walked off or your right-hand man just left for another company.
  • This can be a major setback, as you may not know how to do all the things that they did. You may not know how to use the technology or where to find the information you need. It is important to have a plan in place in this type of situation.

• You are being sued.
  • This can be a very stressful situation, as you may not know how to defend yourself. Organized documentation for reference and defending your claim is the most important step in saving your budget and project.

• You are being audited.
  • This can be a time-consuming, exhausting, and expensive process. It is essential to cooperate with the auditor and provide them with all the information they need. When prepared for auditing from the beginning with complete documentation, the auditing process will go smoothly.

The Solution

MySmartPlans complete document control solves all of these “oh shit moments” and prevents the rest.

By pairing our integrated software with a designated digital information librarian, we have found the solution.

Your project Digital Information Librarian:

Checks COI’s and reaches out for documentation before they expire.

Collects all warranties and puts them into a folder structure that makes sense for future use.

Creates linked and complete As-Builts throughout the project. Then turns them over at project completion.

Is a part of your team and will always have documentation collected to cover those project managers that are not doing their job properly, or don’t have time to manage documentation as well as all aspects of the project.

Always has answers with documentation, knowledge information, and communication.

Eliminate relying on a few people to make your project a success because having a third-party gatekeeper ensures everyone is building with integrity.

Ensure complete documentation that defends your claim. We have saved projects from thousands (link) and millions (link) with documentation.

Don’t fear auditors, we thrive when auditors are looking for information because every piece of data is searchable on our dashboard.

Read more about our Digital Information Librarian here.

Want to know more?