29 Mar
As an architectural team, managing documents can be a daunting task. From design plans to specifications, your team will generate and process a large volume of documents throughout a project. This is why document approval software is an essential tool for architectural teams. In this article, we will explore why you need document approval software and how to choose the right one for your team.
Why You Need A Document Approval Software
Streamline Communication
When working on a construction document, communication is key. Document approval software enables your team to communicate more effectively by providing a central location for all documents. This allows team members to review and provide feedback on documents in real-time, eliminating the need for back-and-forth emails and phone calls.
Improve Collaboration
Construction projects require collaboration between multiple teams, including architects, engineers, and contractors. Document approval software enables these teams to collaborate more effectively by providing a platform for sharing and editing documents. This allows team members to work together in real-time, improving project efficiency and reducing the risk of errors.
Ensure Document Security
Construction projects involve sensitive information that needs to be protected. Document approval software provide a secure environment for sharing and storing documents. This ensures that only authorized team members have access to confidential information.
Enhance Document Control
Document approval software provide enhanced document control. This means that team members can track document revisions, control document access, and ensure that the latest version of a document is always being used. This reduces the risk of errors and improves the overall quality of project documents.
How to Choose a Document Approval Software
Now, let’s look at some things when it comes to choosing document approval software.
Identify Your Needs
Before choosing any software, it is essential to identify your team’s specific needs. Consider the size of your team, the number of documents you generate, and the level of collaboration required. This will help you narrow down your options and choose a software that best fits your team’s requirements.
Evaluate User-Friendliness
The success of any software depends on how easy it is for team members to use. Evaluate the user interface and the ease of document sharing and collaboration. Consider software that offers a mobile app or cloud-based platform, allowing team members to access documents on-the-go. zipBoard is an example of a cloud-based platform that allows internal and external stakeholders to collaborate on construction documents in one place.
Consider Document Security
Document approval software must ensure the security of sensitive information. Look for software that offers robust security features, such as encryption, access controls, and user authentication. This will protect your documents from unauthorized access, modification, or theft.
Check for Integration Capabilities
The software you choose should integrate seamlessly with your existing software systems, such as project management software or design software. This will allow your team to easily share documents across different platforms such as Slack, MS Teams, etc. and ensure that all team members have access to the latest version of a document.
Evaluate Reporting Capabilities
The software should provide a reporting feature that allows team members to track the progress of a document through the approval process. This will ensure that all team members are on the same page and can easily identify any bottlenecks or delays.
Look for Automation Features
Automation features can significantly reduce the time and effort required to manage documents. Look for software that offers features such as automatic document routing, document approval workflows, and email notifications. This will ensure that documents are processed efficiently and reduce the risk of errors.
Consider Customer Support
The success of document approval software depend on the level of support provided by the software provider. Look for software providers that offer excellent customer support, including training and technical support. This will ensure that your team can use the software effectively and address any issues that arise.
Document approval software is an essential tool for architectural teams. It streamlines communication, improves collaboration, ensures document security, and enhances document control. When choosing your software, consider your team’s specific needs, evaluate user-friendliness and security features, check for integration capabilities, evaluate reporting and automation features, and consider the level of customer support provided by the software provider. By carefully considering these factors, you can choose a software that meets the unique needs of your architectural team.
While there are many document approval software options on the market, zipBoard stands out as the ideal choice for architectural teams. zipBoard offers a cloud-based platform that enables team members to collaborate in real-time, providing a central location for all documents. This makes it easier for team members to review and provide feedback on documents, eliminating the need for back-and-forth emails and phone calls. zipBoard also streamlines communication, improves collaboration, ensures document security, and enhances document control. Its ease of use, security features, integration capabilities, automation features, and customer support make it the ideal choice for managing documents on architectural projects.
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At SwiftPapers, Jeff holds the role of a technology editor. He takes responsibility for the curation of blog content and management of online presentations. Jeff is also a frequent contributor to various educational publications such as BeeStudent, Narrative Essay, Collabnix, HTW Law, etc. where he shares his experience and knowledge in different fields. Through his contributions, he aims to help others learn and grow in their own professional endeavors.
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