The problem: Why large projects systematically fail
The statistics are sobering: only 19% of all projects worldwide are successfully completed, and only 36% stay within budget. A central issue is the early planning phase, where tenders often occur before the detailed planning is finalized. This leads to unclear construction specifications and missing timelines. Another factor is silo thinking in companies, which hinders quick knowledge transfer between departments. When specialists are not available in a timely manner, decisions are delayed, which directly leads to increased costs. Often, mistakes are not seen as learning opportunities but are covered up out of fear of consequences, making corrections in later project phases extremely expensive. These structural deficiencies are the breeding ground for the failure of many successful large projects.
Cornerstones of success: Cost and schedule control
Effective controlling of large projects is based on two pillars: precise cost control and rigorous schedule management. Cost planning according to DIN 276 offers a structured framework in five stages, from the initial estimate to the final cost determination. A cost calculation should achieve an accuracy of +/- 20% to serve as a solid basis for decision-making. Any delay in the schedule almost inevitably leads to additional costs, which is why schedule management is inseparably linked to cost management. A central project plan that captures all processes, dependencies, and progress is crucial. It enables real-time comparisons of planned vs actual and makes deviations immediately visible, so that the project control in the construction company can act proactively.
The role of communication: A bridge between the construction site and the office
One of the biggest hurdles is the lack of cooperation between the involved departments, as confirmed by 65% of decision-makers. Information from the construction site – whether it’s a defect, a change in plans, or an obstruction – often reaches the office too late. This is where simple communication solutions come in. Instead of relying on complex software that is hardly accepted by workers on site, Valoon uses the familiar WhatsApp. A photo of a defect or a short voice message about the construction progress is sent directly from the smartphone and documented securely in the system. This simplicity reduces the barrier for data collection by over 90% and ensures that information flows in real-time. This bridges the gap between the construction site and the office, which is essential for the management of risks in the construction industry is essential.
The benefits of a direct communication line are manifold:
- Faster decisions: Project managers receive information immediately and can react without delay.
- Seamless documentation: Every message and every photo is automatically archived and is legally usable.
- Fewer misunderstandings: The integrated live translation overcomes language barriers in international teams.
- Higher acceptance: Since no new app needs to be installed, over 95% of site workers use the solution from day one.
This seamless communication is the foundation for effective controlling of large projects.
Digital controlling in practice: More than just software
Digital tools are indispensable for modern controlling of large projects. They allow for the central collection of all relevant data and create a uniform information base for all stakeholders. A construction software that covers the entire construction process helps maintain an overview and eliminate inefficiencies. The crucial advantage lies in the automation of routine tasks such as the creation of daily construction reports. Information coming from the construction site via WhatsApp is automatically transformed into structured reports. This saves the site manager up to 60 minutes per day. This gained time can be used for their core tasks: managing the project and ensuring quality on site. The digital construction project management shifts from a reactive to a proactive task.
Valoon as a solution: Simple, legally compliant, and efficient
Valoon was developed to tackle the typical problems in the controlling of large projects at their roots. Instead of introducing another complex software, we integrate into the existing workflow. All communication and data collection from the construction site runs through WhatsApp – simple, fast, and without training effort. Every piece of information, from a photo of a defect to a digital timesheet, is automatically securely recorded in the daily log and assigned to the correct processes. This reduces the manual documentation effort by up to 80% and creates a seamless chain of evidence. The project manager in the office always has an up-to-date picture of the situation and can make informed decisions based on valid data. This makes the management for project managers of large projects manageable.
Here’s how Valoon specifically supports your project controlling:
- Automated daily construction reports: All relevant events are automatically captured and compiled into a legally compliant report.
- Legally compliant defect management: Defects are documented with photos, deadlines are set, and rectifications are followed up.
- Efficient time tracking: Employees record their working hours via voice message, and the data is processed automatically.
- Seamless photo documentation: All images are stored centrally, georeferenced, and timestamped.
With these tools, managing complex projects becomes significantly easier and safer.
Conclusion: Regaining control through simplicity
Successful controlling of large projects does not depend on even more complex processes but on the ability to capture and process relevant information in real-time. The average cost overruns of 73% in public projects demonstrate that traditional methods are reaching their limits. The solution lies in simplifying the interface between the construction site and the office. By relying on tools that are accepted and used by all employees, you create the data foundation for effective controlling. Valoon offers exactly that: a straightforward, WhatsApp-based platform that ensures legal security, time savings, and transparency. This way, you maintain control and lead your large projects to success. Request your free demo now and see for yourself.
More links
Das Federal Ministry of Transport provides a comprehensive guide for large projects.
McKinsey publishes a document on the implementation turnaround for administrative digitalization.
Destatis (Federal Statistical Office) provides detailed information on construction prices and the real estate price index.
Destatis (Federal Statistical Office) provides specific information on price indices in the construction industry.
Roland Berger presents a publication on digitalization in the construction industry.
FAQ
Why is effective controlling in large projects so important?
Effective controlling is crucial to achieve project goals in terms of costs, timelines, and quality. Given the fact that public large projects exceed their budgets by an average of 73%, stringent controlling helps to identify risks early, counteract them, and secure the project’s economic success.
How does Valoon specifically help with cost control?
Valoon creates the data foundation for precise cost control. Through seamless and legally compliant documentation of construction progress, defects, overtime work, and material deliveries via WhatsApp, you gain a transparent and up-to-date overview. This data allows for precise planned vs actual comparisons and prevents costs from spiraling out of control due to inadequate documentation.
Is communication via WhatsApp legally compliant for construction documentation?
Yes. Valoon ensures that all information sent via WhatsApp (messages, images, videos, documents) is automatically and irreversibly archived on a secure server. Each piece of information receives a timestamp and is assigned to the correct project and process, ensuring GDPR-compliant and legally secure documentation.
Do my employees on the construction site need to learn a new app?
No, and that’s the key advantage. Your employees and subcontractors continue to use WhatsApp as usual. There’s no need to install a new app or undergo training. This ensures extremely high acceptance and immediate use.
What’s the difference between project controlling and project monitoring?
Project monitoring is the simple tracking and recording of project progress (actual state). Project controlling goes a step further: it also includes the analysis of the collected data, the planned vs actual comparison, the evaluation of deviations, and the initiation of control measures to keep the project on track.
How quickly can Valoon be implemented?
The implementation of Valoon can be completed within a day. Since the solution is browser-based and works on the construction site via WhatsApp, lengthy installation and training processes are eliminated. You can immediately start optimizing your project communication and documentation.
