The underestimated risk: Inefficient protocols and their consequences
A construction meeting without a clear protocol is a source of future conflicts. In practice, decisions are often made in passing and, at best, noted down in a notebook. This leads to up to 30% of construction managers’ working hours being lost in searching for information and clarifying misunderstandings. However, a meeting protocol is not a tedious obligation, but serves as evidence in later disputes.
Although there is no rigid legal requirement, protocol keeping is often part of the construction contract and thus a contractual obligation. Handwritten notes are prone to errors, often illegible, and easily lost. The lack of traceability can lead to a loss of evidence and financial losses of over 10% of the contract value in case of disputes. Structured documentation of results is therefore not a luxury, but an economic necessity for every construction company. This manual documentation consumes around 5 hours of valuable work time weekly.
Danger zone WhatsApp: Why the messenger is not a solution on construction sites
While quick exchanges via WhatsApp seem practical at first glance, the service is unsuitable and risky for professional construction site communication. The biggest problem is the lack of GDPR compliance. The app accesses the entire address book of the smartphone and shares this data with the parent company Meta – a clear violation of the General Data Protection Regulation if there is no consent from all contacts. This can lead to hefty fines during inspections.
Aside from the legal issues, WhatsApp creates operational difficulties. Information, photos, and instructions get lost in unstructured group chats and are hardly retrievable later. A targeted assignment of tasks, deadlines, and responsibilities is impossible, increasing the error rate by up to 15%. Clean, project-specific documentation, as is required for a legally compliant construction protocol , cannot be ensured this way. The separation of private and business communication is completely lacking.
The core functionalities of a modern construction meeting app
A professional software solution was specifically developed for the needs of the construction industry and systematically addresses the mentioned problems. It is the central tool for efficient and traceable project execution. The key functions include:
- Automated protocol creation: The app generates a clean PDF protocol at the push of a button, containing all discussed points, participants, and the date.
- Integrated task management: Each task is directly linked in the protocol to a responsible person and a deadline, increasing accountability by over 50%.
- Legally compliant photo documentation: Photos are timestamped and geotagged, and directly assigned to the correct process.
- Central and unalterable storage: All data is securely stored in the cloud and is available to all authorized parties at any time.
- Offline capability: Even without an internet connection on the construction site, all information can be captured and later synchronized.
- Easy distribution: The finished protocols can be distributed to all project participants with just one click.
These tools lay the foundation for transparent communication and significantly reduce administrative effort. This makes the digital construction meeting a driver of efficiency.
Ensuring legal certainty digitally according to VOB and HOAI
The General Terms and Conditions for Construction Services (VOB/B) require written form for many processes, with telecommunication transmission such as email being recognized. A good construction meeting app meets this requirement by creating traceable and dated protocols that count as digital written communication. This keeps you safe in case of changes or notifications of concerns. For architects and engineers, documentation is also a basic service according to HOAI, especially in the performance phase 8 (object supervision).
A digital protocol serves as continuous proof of construction progress and agreements made. The retention period for such documents is at least 5 years after acceptance. A digital solution ensures that all documents are securely archived and retrievable during this period. This effectively protects you against unjustified claims and secures your own claims. Structured documentation is your strongest argument in any dispute.
Efficiency in focus: How an app accelerates project success
Using a digital solution for construction meetings is a direct lever for increasing efficiency. Studies show that digital construction diaries can reduce the time required for documentation by up to 70%. This time savings can directly be invested by construction managers into quality assurance and coordination on-site. Productivity increases while error costs decrease.
An app improves processes on multiple levels:
- Faster decision-making: Since all relevant information is centrally available, decisions can be made 50% faster based on solid data.
- Fewer queries: Clear tasks and protocols reduce the number of daily queries via phone or email by at least one-third.
- Seamless information transfer: Information from the construction meeting flows directly into the digital task management, without any media breaks.
- Avoidance of duplicate work: Data only needs to be captured once and is immediately available to the entire team in the office and on-site.
These optimized processes lead to a noticeable acceleration of the entire construction process and a reduction of the project duration by up to 10%. Thus, digital documentation becomes a clear competitive advantage.
Acceptance in the team: Bridging the gap between construction site and office
The best software is useless if it is not accepted by the team. Lack of employee skills is a barrier to digitization for 32% of construction companies. Complex programs with long onboarding times often fail due to a lack of acceptance on the construction site. Employees who should benefit from simple communication do not want to learn or install a new, complicated app. This is precisely where modern solutions like Valoon come in.
The key to success lies in simplicity. Valoon integrates into the familiar workflow by relying on WhatsApp as an input channel for employees on-site. They do not have to install a new application. They communicate as usual while the Valoon platform automatically documents everything legally compliant in the background and prepares it for the office. This approach, with zero training effort for the site, overcomes the acceptance hurdle and ensures seamless real-time communication. Thus, digitization becomes a benefit for 100% of the team.
Conclusion: Your advantage with Valoon
Switching from unstructured notes and risky messenger services to a professional construction meeting app is a crucial step for any future-oriented construction company. Not only do they solve the problem of communication chaos, but they also create a foundation for greater efficiency, transparency, and legal certainty. With a solution like Valoon, you benefit from a time savings of up to 70% in documentation, meet the requirements of VOB and HOAI, and ensure acceptance across the entire team with the uniquely simple approach. Ensure clear conditions and protect your company from expensive misunderstandings.
Transform your construction meeting from a time thief into an efficiency turbo. Book your free demo now and find out how easy the transition to legally compliant and efficient construction documentation can be.
More Links
Das Fraunhofer IESE provides insights into a study on digitization in the construction industry.
Das Federal Statistical Office (Destatis) provides a PDF document on the digitization potential in construction statistics.
PwC highlights in a press release the digitization and ESG dilemma of the construction industry.
Die Chamber of Crafts Dortmund informs about seminars on legally compliant construction documentation.
BIM Germany is the central platform for Building Information Modeling (BIM) in Germany.
Das Federal Ministry for Digital and Transport (BMDV) provides an article on the topic of digital construction.
Der Main Association of the German Construction Industry publishes articles on digitization in construction.
FAQ
What must be included in a construction meeting protocol?
A good protocol includes project data, date, participant list, a list of discussed points, decisions made, tasks assigned with responsible parties and deadlines, as well as photo documentation. A clear structure is essential for traceability.
How can I increase the legal certainty of my documentation with an app?
An app ensures a seamless, dated, and unalterable documentation (revision safety). By using features like timestamps for photos and clear task distribution, you create a defensible basis that meets the requirements of VOB and HOAI and serves as proof in case of disputes.
Is the use of Valoon GDPR compliant?
Yes, Valoon is fully GDPR compliant. Data is stored on German servers and, unlike WhatsApp, no private contact data is extracted. All communication is processed in a project-related and legally compliant manner.
How quickly can a construction meeting app be implemented in the company?
Thanks to the approach of relying on existing messengers for employees on-site, implementation is extremely quick. Office staff only require a short briefing on the web interface. A complete rollout is often possible within a few days without significant training effort.
What does a construction meeting app cost?
Costs vary depending on the provider and functionality. Valoon follows a transparent pricing model, charging costs only for users in the office (e.g., construction managers). For employees on-site, usage is completely free, significantly lowering the entry barrier.
Does the app also work on construction sites without internet?
Yes, good construction meeting apps have offline functionality. You can capture all data, notes, and photos even without an active internet connection. Once your device is back online, the data is automatically synchronized.
