The problem: When unstructured communication leads to a 17% loss in efficiency
On German construction sites, WhatsApp is the most widely used communication tool, but its perceived simplicity comes at a high cost. A study by BauInfoConsult shows that 72% of stakeholders use the messenger for internal coordination. Information is lost in unstructured chats, leading to errors and rework, which can account for up to 10% of project costs. In contrast, the potential of digital tools is significant: An analysis by Capmo demonstrates that the digital capture of tasks can reduce the average processing time by 17.6%. These numbers show that sticking to unsuitable tools is an expensive mistake. The lack of connection between communication and task management creates a productivity gap that no construction company can afford. A structured digital collaboration is the first step towards optimization. The fragmentation of information through personal mobile phones presents an uncontrollable risk and prevents efficient project management.
Legal pitfalls: The risks of WhatsApp and others on construction sites
The use of WhatsApp in a business environment is a data protection minefield that many companies overlook. The app stores data on servers outside the EU and automatically synchronizes all address book contacts, which constitutes a clear violation of the GDPR. This can lead to hefty fines of up to 4% of annual revenue. Additionally, legally secure construction documentation, as required by HOAI in performance phase 8, is impossible with WhatsApp. Important agreements, defect notifications, or approvals are not securely archived and get lost in the chat history. In case of a dispute, you have no reliable data basis. A professional chat software for construction companies must meet these legal requirements. Here’s an overview of the main issues:
- GDPR violations: Data processing on US servers and unauthorized contact synchronization.
- Lack of revision security: Chat histories are not tamper-proof and unsuitable as evidence.
- No separation of personal and professional: The blending of private and professional data on employees’ devices is an incalculable risk.
- Inadequate documentation: There is a complete lack of automatic and seamless assignment of photos and messages to a construction project.
These risks make it clear that an alternative for construction site communication instead of WhatsApp is absolutely necessary.
Increasing efficiency: How structured real-time data speeds up construction processes
Switching to a central communication platform measurably increases efficiency. The Capmo study showed that companies increased the number of digitally captured projects by 28% and the number of tasks by as much as 31% from 2022 to 2023. This leads to a more transparent and faster processing. According to a PwC study, 68% of construction companies see the greatest potential in real-time reporting. Through the immediate availability of information, decisions can be made faster and based on better data. Instead of lengthy phone calls and emails, all information is directly assigned to the correct construction project, task, or plan. This not only reduces the administrative effort in the office by up to 5 hours per week but also minimizes mistakes on the construction site. The communication between the construction site and the office becomes seamless and traceable. Thus, real-time communication on the construction site turns from a risk factor into a decisive competitive advantage.
Overcoming language barriers: A key to productivity and safety
On modern construction sites, teams from all over the world work together; a large construction company like Implenia employs staff from around 80 nations. This linguistic confusion often leads to misunderstandings in work instructions and poses a significant safety risk. Over 50,000 accidents occur annually in the construction industry alone. Unclear communication can have fatal consequences. An integrated real-time translation feature is therefore not a luxury but a necessity for workplace safety and efficiency. When an employee sends a message containing instructions or issues in their native language, and the construction manager can read it immediately in German, errors are avoided, and collaboration is enhanced. The following benefits arise from this:
- Increased workplace safety: Safety instructions are understood by all.
- Reduced error rate: Misunderstandings regarding technical details are minimized.
- Better integration: International experts feel more included in the team.
- Higher productivity: Instructions and feedback can be exchanged without delay.
A smart app for team communication must offer this multilingual capability as a standard feature.
Valoon: The simple bridge between construction site and office
Valoon addresses the challenges of real-time communication on construction sites by focusing on maximum acceptance and simplicity. Employees on site continue to use WhatsApp as usual – no new app or training required. Every message, photo, and video is automatically assigned to the correct project and documented securely by Valoon in the background. For on-site employees, everything remains simple, while the office gains full control and structured, GDPR-compliant documentation. With features such as automatic real-time translation in over 50 languages, language barriers are effortlessly overcome. Daily construction reports, defect lists, and timesheets can be generated directly from the chat histories, cutting administrative effort by up to 80%. Valoon combines the simplicity of a messenger with the capabilities of professional construction software, ensuring seamless and efficient connecting of office and construction site.
Conclusion: Your advantage with Valoon
Professional real-time communication on the construction site is the lever for greater efficiency, fewer risks, and smooth projects. While unstructured tools like WhatsApp lead to chaos, data gaps, and legal issues, Valoon provides a straightforward and intelligent solution. You benefit from simplicity for your employees, legal certainty for your company, and a significant time savings through automated processes. Put an end to communication chaos and build your projects on a solid digital foundation. Book your free demo now and see for yourself.
More Links
de.digital provides a digitization index for Germany, giving an overview of the state of digitalization.
PwC presents a study on the construction industry in 2023, highlighting the state of digitalization and sustainability.
Fraunhofer IESE offers a blog post about a study on digitalization in the construction industry.
Central Association of the German Construction Industry (ZDB) provides a position paper on the topic of digitalization in the construction sector.
Statista shows statistics on the implementation degree of digitalization in the construction industry of the DACH region.
Dortmund Chamber of Crafts (HWK) provides information about a seminar on legally secure construction documentation.
Haufe offers an article on legally secure documentation in occupational safety.
Federal Institute for Occupational Safety and Health (BAuA) provides information on the construction site regulation.
Wikipedia offers an article on WebRTC (Web Real-Time Communication).
FAQ
Do our employees on the construction site have to learn a new app?
No. With Valoon, your employees on the construction site communicate as usual via WhatsApp. All organization, documentation, and data assignment happens automatically in the background, without employees having to change their way of working.
Is communication with Valoon GDPR compliant?
Yes. Valoon was developed in Germany and operates 100% GDPR compliant. All data is stored on European servers, there is no synchronization of personal contacts, and you retain full control over all business data.
How does translation work in multilingual teams?
Valoon has an integrated real-time translation feature for over 50 languages. An employee can write a message in their native language, and the recipient automatically reads it in their own language. This works both ways and effectively breaks down language barriers.
Can we also create daily construction reports with Valoon?
Yes. Valoon automates the creation of reports. Based on the data collected from the chats (photos, notes, completed tasks), you can create and send legally secure daily construction reports, defect lists, or performance records as PDFs with just a few clicks.
What does it cost for the employees on the construction site to use it?
For the employees on the construction site who communicate via messengers like WhatsApp, use is completely free of charge. Costs only arise for users in the office who use the web-based platform for management and documentation.
Can Valoon be integrated into our existing software?
Yes, Valoon is designed to seamlessly fit into your existing IT landscape. We offer interfaces to common ERP and industry solutions to ensure smooth data flow and avoid silo solutions.
