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Quantity surveyors are expected to manage a large number of documents and notes relating to building projects, while continually travelling between various working locations. The role is primarily making sure that projects come in on time and under budget. It is also essential that building regulations are adhered to, and so they must have a thorough understanding of this matter, and how its going to affect any particular project.

A quantity surveyor might find themselves working onsite, with a client, at their own firm, or with legal professionals preparing contract documentation. All of these activities go towards evaluating the final cost of a new building, including materials, labour and administration.

The documentation that needs to be drawn up and recorded can range from bills of quantities, feasibility studies, progress reports and forms relating to health and safety regulations. All of these must be written to exacting standards, and read and understood by the relevant parties, including clients, contractors, lawyers, administrators and construction staff.

To streamline this process, construction firms may seek to identify and assign tasks to surveyors based on their expertise and location. They may need somebody on a building site at 9 am, then somebody else to meet with clients at 11, and then draw up contracts with lawyers at 12. Modern smartphones and tablets speed up this process, allowing everybody involved to communicate via email and SMS, while also sending and storing documents digitally.

Graftman is a cloud-based case management software solution that helps quantity surveyors free up more time and resources, leading to increased productivity in their day to day work. Cases and their component tasks are created and recorded in a system accessible to anyone with a desktop computer, tablet or smartphone online through an easy to use interface.

Surveyors can be allocated tasks automatically, based on their postcode location, hours available and relevant expertise. Users can choose their own coverage areas and timeslots to work. When a task requires a surveyor to be in a particular place at a given time, the system will send an SMS message to the most appropriate staff member informing them of the job. The recipient can then accept or decline, attending the task or letting the system allocate another surveyor. When one particular task is complete, the system automatically moves on to the next relevant stage in a case.

The many documents involved in quantity surveying can be scanned, sent, securely stored against a particular case and then accessed by anyone in the system with the permission to do so. Staff have convenient access to what they need, but won’t see anything they don’t have permission to.

By automating various processes and keeping clear records of cases and tasks, Graftman can make your quantity surveying workflow more streamlined, reducing your administration expenses and the overall time spent organising the costing of a building project. If you would like to take advantage of our cloud-based case management solution, get in touch today.

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Many businesses utilise multiple software packages for different parts of their work flow. Email to communicate with clients and staff, spreadsheets and databases for records as well as programs to produce statistics as charts and graphs.

But spreading tasks out between programs can be inefficient and open to security lapses. Time is wasted importing and exporting files between packages or even manually inputting data, and there is a greater risk of losses or accidental deletions.

Graftman offers a way to handle all of your business needs in one, secure, cloud-based platform, but with the advantage of integration with other software of your choice. With no need to duplicate tasks or risk missing data, and immediate data transfer in one click. A log keeps every event on the system recorded for future reference.

Documents including photos and scans can be uploaded and stored for easy access. Graftman can generate its own charts and graphs from automatically logged system events. All that is required by the user is to define the criteria and time period. User management as part of the system includes easy to use profile and permission editing. Customised invoices and statements for your accounts can be created and exported. All of this can be accessed in a web browser without the need for additional software through a cloud-based, responsive interface.

Graftman’s range of integration features:

  • CSV export allows integration with Sage accounting software, as well as Microsoft Excel.
  • SMS and emails can be sent either manually or automatically, triggered by events.
  • Gmail integration for users.
  • Rackspace integration for document storage.
  • PDF export for use with the Adobe suite of products.

To take advantage of a single centralised platform for your business needs, get in touch with us today.

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Without a clear framework to guide you towards your goals, managing a new project can be a daunting task. You need to know when and how to organise and start processes, motivate and manage your staff, as well as acquiring the necessary resources to put to best use.

The first step in successful project management is breaking your project down into tasks, and defining the stages that they go through towards your final goal.

Workflow is how these stages are decided on, how they are ordered, and it also defines the transitions between them. Each individual stage in your workflow will also move through various states indicating how near they are to completion. For instance, a customer opening a new account with your business, appointments they make with you, evaluations of progress, and any record keeping that goes along with this process. Good project management will set the ideal timespan for each stage, the resources required, the staff allocated to each stage, as well as their level of responsibility and associated duties.

The central idea is introducing and setting repeatable processes that lead to the same desired end result each time, giving you a solid basis for estimating how long a task and its parent project is going to take. This is important when you have tight business deadlines. It also helps you give you staff guidelines on how long they can spend on a particular task.

Utilising workflow in your project management benefits staff at all levels. Employees know where they stand in the hierarchy and exactly what their duties are at any given time. They have set procedures they can follow, as well as a clear understanding of their roles and responsibilities.

Graftman offers you a way of automating workflows, making your project management efforts more likely to lead to the results you need, within the time frames you have set.

Graftman ensures every task undertaken is guided through stages and states predetermined by you, monitored and logged in real time. Our RAG feature keeps you and your staff up to date with where they should be up to with their work and the amount of time allocated to it.

If you’re looking for a workflow software solution that ensures you meet your project management goals on time, get in touch today.