The Problem with Analog Paperwork
In many construction sites, clipboards and pens still dominate, leading to significant daily problems. Handwritten notes are often illegible, forms get lost in the job site container, and the transfer of data to the office is delayed by up to three days. This creates a dangerous information vacuum, where decisions are based on outdated data. The manual transfer of paper documents into digital systems carries an error rate of up to 15%. This inefficiency not only costs an average of seven working hours per week but also creates incomplete documentation. Without clean, traceable records, it becomes challenging to reliably prove your work for later warranty claims. This lack of transparency and the constant media breaks pose a significant risk to any construction project.
Advantages of Digital Forms for Construction Companies
Switching to digital forms in construction resolves the core problems of analog documentation and creates measurable benefits. Instead of using paper, all relevant information is captured directly on a mobile device and is available in real-time to all involved parties. A study by Fraunhofer IESE highlights that construction companies expect more efficient processes and better collaboration from digitization. The structured data collection through digital checklists minimizes errors and ensures completeness. According to industry experts, digitizing routine tasks can enable time and cost savings of up to 70%. This efficiency improvement results from eliminating duplicate data entry, reducing travel times between the job site and the office, and the immediate availability of information. The greatest advantage lies in the creation of a central, digital construction file that consolidates all data in one place. Digital data collection is the first step towards optimized and legally secure project execution.
Legal security through VOB and GDPR-compliant documentation
An unbroken and unalterable documentation is the best protection against legal disputes. The Construction Contract Procedures (VOB) require precise logging of the construction process, which is difficult to ensure with paper forms. Digital forms, as used in a digital construction diary provide a remedy here. Each entry is stamped with a timestamp and the editor’s name, creating a tamper-proof chronicle of all events. Photos of defects or construction progress are stored directly in the right context and are accessible at any time. Moreover, data collection must meet the strict requirements of the General Data Protection Regulation (GDPR), especially when taking photos of individuals. Modern systems ensure this through secure storage on EU servers and a clear rights management system, so that only authorized persons have access to sensitive data. Thus, a documentation is created that holds up in court and protects your company.
Efficiency increase on the job site and in the office
Digital forms accelerate processes where value is created: directly on the construction site. Instead of manually filling out forms, employees can enter data within minutes using their smartphones. This significantly reduces administrative overhead. The advantages at a glance:
- Immediate data transfer: Information from the job site is available in the office without delay.
- Automated reports: Daily reports or logs are automatically generated from the collected data.
- Fewer errors: Predetermined fields and mandatory information prevent incomplete or incorrect entries.
- Simple photo documentation: Images are directly assigned to the correct process without manual sorting.
- Offline capability: Data can also be collected without an internet connection and synchronized later.
The mobile data collection completely eliminates the need to type up notes. This frees up capacities in the office that can be used for more important tasks like project management. The time gained and improved data quality lead to quicker decisions and more profitable projects.
Acceptance within the team: Overcoming the hurdle of new software
The best software is useless if it is not accepted by the team on the construction site. A 2024 PwC study shows that while 75% of companies recognize the potential of digital solutions, implementation is stagnating. Often, this is due to complex applications that require lengthy training and meet resistance from employees. The solution is a system that integrates into existing workflows rather than completely changing them. Valoon addresses this by using WhatsApp as the primary interface to the construction site – a tool already used daily by over 80% of construction professionals. Employees do not need to install or learn a new app, which reduces the acceptance hurdle to zero. They communicate and document in a familiar environment, while the data is automatically and legally secure structured for the construction log This approach ensures that digitization is supported by everyone from the start.
Use Cases: From Daily Construction Reports to Defect Management
Digital forms display their strength in daily use and cover all central documentation duties. The structured collection ensures a consistent and complete data basis throughout the entire project lifecycle. Here are two central examples:
Digital Defect Management
Recording and tracking defects is a critical process. With a digital form, a defect can be recorded in under a minute: take a photo, add a brief description, and assign it directly to a subcontractor. The entire process from reporting to rectification is transparently documented in the digital defect tracking . This shortens response times and ensures that no task is overlooked.
Automated Daily Construction Reports
The daily construction report is often a tedious obligation. Through the automated construction documentation , all information recorded throughout the day – photos, notes, weather data, present employees – is automatically compiled into a VOB-compliant report in the evening. Project managers save up to five hours per week, allowing them to focus on steering the project. These practical applications demonstrate how digital forms concretely ease the daily work life.
Conclusion: Your Advantage with Digital Forms
The transition from paper to digital forms is not a complicated IT project, but a simple step with enormous impact. They resolve the daily chaos of paperwork and create clear, efficient processes. With a solution like Valoon, which focuses on simplicity and acceptance, you can overcome the typical hurdles of digitization in construction. The three core advantages are: Simplicity by using familiar tools like WhatsApp, Time savings through the automation of reports and the elimination of duplicate work, and Legal security through unbroken and unalterable documentation. Take the step towards more efficient and secure construction documentation now. Book your free demo and see how Valoon digitizes your forms.
More Links
The Fraunhofer IESE provides insights into a study on digitization in the construction industry.
PwC reports on a study of the construction industry in 2023 that highlights digitization deficits and advances in sustainability.
The Central Association of the German Construction Industry (ZDB) provides a position paper on digitization in the construction industry.
The Federal Statistical Office (Destatis) offers an article on the digitization potential in construction activity statistics.
The Federal Ministry of Transport and Digital Infrastructure (BMVI) informs about Building Information Modeling (BIM).
BIM Germany serves as a central platform for the digitization of construction.
The VDI provides information on guideline 2555 sheet 1 regarding construction logistics, processes, and fields of action.
FAQ
Do my employees need to install a new app?
No, with Valoon they don’t. Your on-site employees simply use WhatsApp to send photos, voice messages, and texts. Our platform automatically processes this information in the background and creates legally secure documents from it. No download or training is required.
Are the digitally collected data legally secure?
Yes. All data collected through Valoon is stamped with a timestamp and stored unalterably on German servers. The documentation is GDPR-compliant and meets the requirements of VOB for unbroken evidence.
What happens if there is no internet available on the construction site?
That’s not a problem. WhatsApp stores messages even without an active internet connection and sends them as soon as the device is back online. So the data is not lost and is automatically updated.
For what types of forms can I use Valoon?
Valoon is flexible for a variety of documents. This includes daily construction reports, defect notifications, measurements, time sheets, safety inspection checklists, and individual logs. You define what information you need.
How quickly can I start using digital forms?
Getting started with Valoon is possible within a day. Since no software installation or extensive training for your team on-site is required, you can immediately begin digitizing your processes and benefit from the advantages.
What is the cost of use for employees on the construction site?
For employees on the construction site, the use is completely free of charge. Costs are incurred only for the users in the office who manage and evaluate the processed data in the web application. This lowers the entry barrier and promotes acceptance.
