Breaking Down Complex Contracts: Tips for Quantity Surveyors

Managing complex contracts in construction can be a daunting task for quantity surveyors, especially when faced with intricate terms, variations, and claims. Effective management is crucial to prevent errors and ensure project success.

Here’s how you can tackle these challenges, leveraging technology to streamline the process and improve efficiency.

1. Centralise Your Knowledge with a Scope of Works Library

A comprehensive Scope of Works Library is an invaluable tool for managing complex contracts. Here’s how it helps:

• Prevent Scope Gaps: Centralising your knowledge helps ensure that every detail is covered, reducing the risk of scope gaps and misunderstandings. This comprehensive approach minimises disputes and ensures clarity.
• Consistency Across Projects: By using a centralised library, you avoid the pitfalls of copying scopes from job to job, which can lead to mistakes. Create accurate and consistent scopes of works quickly, ensuring quality and reliability across all projects.
• Empower Your Team: A company and trade-specific scope library provides easy access to quality scope content, enhancing team efficiency. Share lessons learned and develop your intellectual property, leading to continuous improvement.

2. Streamline Online Collaboration

Effective collaboration is key to managing complex contracts efficiently:

• Real-Time Collaboration: Modern tools enable real-time collaboration with features such as comments, tracked changes, and revisions. This approach speeds up the process of finalising scopes and contracts, reducing delays.
• Faster Approvals: Online collaboration eliminates the need for lengthy email exchanges, enabling quicker approvals and faster project initiation. This efficiency translates into more timely project execution.

3. Automate Contract Creation

One of the most critical aspects of managing complex contracts is ensuring accuracy and efficiency in contract creation:

• Automated Processes: Automate routine tasks involved in contract creation to prevent human errors. Automated systems populate contract particulars, compile annexures, and send documents for eSignature, allowing you to focus on the finer details.
• In-Browser Editing: Integration with Microsoft Office provides flexibility for editing contracts as needed, without leaving the platform. This feature ensures that you can make necessary adjustments quickly and efficiently.
• Real-Time Tracking: Gain visibility across every contract in your company, ensuring that all tasks are completed on time. Real-time tracking provides peace of mind and helps keep projects on track.

Read how contractors are securing ROI with procurement software.

4. Use Electronic Signatures for Efficiency and Security

Efficient and secure contract signing for quantity surveyors is critical to avoiding delays and managing risk:

• Fast Signatures: Eliminate the delays associated with traditional signing methods. With built-in electronic signature capabilities, contracts are signed quickly, propelling projects forward.
• Integrated Signature: Effortlessly send contracts out for eSignature with integrations like DocuSign. This integration ensures a seamless signing process, reducing administrative burden.
• Real-Time Tracking: Achieve complete visibility over the status of every contract at every step. Real-time tracking helps you monitor progress and ensure timely completion.
• Automated Storage: Store signed contracts in a central location, making critical documents easy to find when needed. This automated storage reduces the risk of losing important paperwork and supports efficient document management.

Success Stories

Companies that have embraced these strategies are experiencing significant improvements.

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