In the construction industry, efficient document management is crucial. Projects are complex, deadlines are under pressure and you work with multiple parties every day: from clients to subcontractors. But many construction companies struggle with organizing their documentation. Where is the latest version of the specifications? Who has access to the construction drawings? And how do you make sure critical project information doesn’t get lost in emails or personal folders?
Recognizable? Then it’s time to set up document management professionally. Document management on SharePoint, extended with WorkPoint, offers a powerful solution that fully integrates with Microsoft 365. This allows documents to be managed centrally, without having to switch between systems. This prevents errors, saves time and reduces failure costs.
WorkPoint is not a stand-alone system or external platform, but an advanced extension on top of SharePoint and Microsoft 365. It runs entirely within your own Microsoft environment and uses your existing security settings and rights structure. As a result, all data remains secure within your own organizational environment, without additional risks or dependencies on external parties.
With WorkPoint, you add smart project management functionality to SharePoint, such as fixed project structures, project phasing, role-based access, automated tasks and integrations with tools like Outlook, Teams and OneDrive. So you work from one central work environment with familiar Microsoft tools, but with much more structure and control. Everything is scalable, secure and immediately applicable, without the disadvantages of a stand-alone project management system.
Combining SharePoint and WorkPoint creates a full-fledged Document Management System (DMS) that fits the way construction works. Some functionalities that are of great value here are:
1. A central work environment
Whether you work in Teams, SharePoint or Outlook, you always have access to the same, most up-to-date project document.
Example: A contractor on the construction site can open the latest work drawing directly in Teams, while the project manager in the office views the same document in SharePoint.
2. Version control and document collaboration.
Everyone always works with the latest, up-to-date version. Multiple team members can work in the same document simultaneously, without the risk of losing data.
Example: This allows different stakeholders, from work planner to project manager, to work on the same document without losing previous modifications or comments.
3. Smart project structures.
Use fixed project templates with preset folder structures, metadata and access rights. Ideal for organizations working according to a specific methodology, such as Prince2 or IPM.
Example: If you start a new project, the same logical folder structure is automatically created, for example, for drawings, contracts and completion files.
4. Security at the document and project level.
Sensitive information remains protected. Who has what access can be arranged per project and per phase.
Example: A subcontractor sees only the documents of his own discipline, while internal teams have access to the entire file.
5. Email integration
Important emails and attachments are easily added to the appropriate project file. This keeps crucial information available to the entire team.
Example: A quote that comes in via Outlook can be linked to the appropriate project with a single click for everyone to see.
6. Risk management and project phasing.
Use a visual risk matrix and monitor progress through a clear phase/stage-gate model. This helps to better manage projects.
Example: When transitioning from design to implementation, the team can easily check that all documents, risks and approvals are in order.
7. Archiving and reuse.
At the end of a project, all documentation can be archived. This prevents valuable knowledge from being lost and makes reuse easy.
Example: For a similar new project, the team can directly reuse previous drawings, contracts and delivery documents as a starting point.
No lengthy IT projects with endless workshops or customization processes. The approach revolves around clarity and simplicity. Together, we look at the specific working methods of the organization, in order to create a logical and scalable structure. As much as possible is automated, so that teams have to do less manual work and can switch faster.
Thanks to the use of standardized modules and smart templates, the basic set-up can often be ready within a few days. At the same time, there is room for customization where it is really needed, such as specific project structures, roles or workflows. But it has to be focused, clear and without an endless development process. The result: a well-organized, secure and future-proof document structure that employees can use immediately.
Do you want to get rid of fragmented documents, unclear versions and error-prone processes? Are you looking for a solution that works quickly, without complicated implementation? Discover how document management based on SharePoint and WorkPoint makes your construction projects clearer, safer and more efficient.
Contact us for a demo or consultation. Together we’ll see how your organization can take quick steps toward professional document management.
