The problem: Inefficient documentation costs 2 hours daily and poses legal risks.
In the German construction industry, digital tools are still being implemented hesitantly. According to a ZEW study, over 50% of companies see no necessity for digitalization projects. The consequences are severe: project managers spend up to 2 hours daily on unproductive tasks like searching for photos or manually creating reports. Information is exchanged through unsecured channels like WhatsApp, making secure archiving impossible. This lack or incompleteness of documentation is fatal, as it can lead to the loss of compensation claims in disputes over delivered services or defects. The Construction Contract Procedures (VOB) require traceable documentation, which cannot be met with scattered chat messages. Thus, the digital construction documentation transforms from a useful tool into an existential necessity. The manual method is not only inefficient but also poses a direct risk to the economic viability of your construction projects.
The lever: How automation reduces documentation effort by 80%
The solution lies in the consistent automation of processes. An automated construction documentation means that all data collected on-site – photos, voice notes, texts – are immediately and accurately assigned and processed without manual effort. Instead of laboriously sorting hundreds of images at the end of the day, they are linked directly with timestamps, location data, and the correct construction project. This reduces the administrative workload for project and construction managers by up to 80%. Modern systems utilize familiar interfaces like WhatsApp, so on-site employees do not have to learn a new app. This simplicity ensures an acceptance rate of over 95% within the team. The entire information flow from the construction site to the office is thus digitized and structured in real-time. This allows for report generation at the push of a button, further enhancing efficiency and enabling automated reporting in construction This transition is the decisive step towards increasing productivity.
Legal certainty at the click: Creating seamless evidence for VOB/B compliance
A seamless and unalterable documentation is your strongest protection in legal disputes. Construction defects, which can lead to costs of over 50,000 euros, are not uncommon. Without clean evidence, defending against unjustified claims or asserting your own claims is often impossible. An automated construction documentation system generates a tamper-proof timestamp for every entry – be it a photo of a defect or a note on construction progress. All data is stored centrally and in compliance with GDPR, unlike messenger services whose data resides on private devices. This chronological and complete history serves as a credible document in court. The requirements of the VOB, especially for documenting services, changes, and disruptions, are thus systematically met. With a solid construction daily report software you ensure that your documentation always meets legal requirements. This minimizes your liability risk and sustainably secures your compensation claims.
Efficiency in focus: Save up to 5 hours per week for each project manager
The biggest advantage of automation is the massive time savings. A project manager who spends just 1 hour less daily on administrative tasks gains 5 hours per week for their core responsibilities: managing the construction site. This time saving results from several factors:
- No more searching: All photos and documents are tagged and can be found in seconds.
- Automatic reports: Construction daily reports are automatically created with the collected data and only need to be reviewed.
- Fewer queries: The transparent documentation reduces misunderstandings between the office and the construction site by over 30%.
- Faster defect resolution: Defects are documented via photo, assigned, and tracked, reducing resolution time by up to 50%.
The time gained not only leads to a reduction in overtime but also enhances the quality of construction management. Projects run more smoothly, and the transition to a paperless construction site also reduces material and archiving costs. Investing in such a solution often pays off within the first 3 months.
Hurdle-free implementation: Here’s how to ensure acceptance on the construction site
The best software fails if it is not accepted by employees. Over 60% of companies cite the high time commitment as a barrier to digitalization. This is exactly where modern solutions come in, leveraging tools that everyone already uses. Construction documentation that operates directly through WhatsApp requires no training effort for on-site employees. They communicate as usual while the software does the work in the background. This approach overcomes the biggest hurdles in introducing new technologies. Additional advantages of this low-barrier approach include:
- No installation needed: On-site employees do not need to install a new app or get accustomed to a new interface.
- Multilingualism: Integrated live translation functions break down language barriers in international teams and reduce errors by up to 40%.
- High data quality: Because the data collection is so simple, it is performed more consistently, improving the quality of the entire construction documentation.
- Immediate start: The system can be implemented company-wide within a day.
By focusing on simplicity, the mobile construction site documentation becomes a natural part of everyday work. Acceptance within the team is key to the success of digitalization.
Conclusion: Your advantage with Valoon
Switching to automated construction documentation is not a luxury but a strategic decision for more efficiency and safety. You eliminate communication chaos, reduce administrative effort by up to 80%, and create a VOB-compliant, legally secure basis for all your construction projects. With Valoon, this transition can happen without the usual hurdles. We rely on the simplicity of WhatsApp, ensuring immediate acceptance on the construction site – without any training. Secure your projects, save valuable time, and finally make your documentation a tool that works for you, not against you. Take the first step now.
Book your free demo and find out in 15 minutes how you can revolutionize your construction documentation.
More Links
Wikipedia provides a comprehensive overview of construction documentation, including its significance and methods in the construction field.
Fraunhofer IESE highlights the results of a study on digitalization in the construction industry in a blog post.
Federal Statistical Office (Destatis) provides a publication on the digitalization potential of construction activity statistics.
Central Association of the German Construction Industry (ZDB) presents its positions and recommendations for digitalization in the construction sector.
Initiative D21 shows the digitalization index, which measures the progress of digitalization in Germany.
PwC publishes a press release about their 2023 construction industry study, which highlights the state of digitalization and sustainability.
BIM Germany offers a comprehensive glossary with explanations of terms related to Building Information Modeling (BIM).
Main Association of the German Construction Industry (HDB) informs on its website about digitalization in the construction industry.
FAQ
How does automated construction documentation with Valoon work?
Your employees on-site continue to use WhatsApp as usual to send photos, voice messages, and texts. Valoon automatically analyzes this data in the background, assigns it to the correct construction project, and structures it in a legally secure construction diary. The office team has access to all processed information via a web interface.
Are there any costs for my employees on-site?
No, there are no costs for the employees on-site; the use is completely free. They only need WhatsApp. Costs are incurred only for users in the office who access the processed data and advanced features.
Is the documentation with Valoon legally secure and VOB-compliant?
Yes. All entries are provided with a tamper-proof timestamp and stored in compliance with GDPR on servers in Germany. The structured collection of all relevant data such as weather, personnel, and progress meets the requirements for a VOB-compliant construction daily report.
How long does it take to set up Valoon?
The setup is very simple and is usually completed within a day. Since no new software needs to be installed on the devices of construction site workers, the system is ready to use immediately.
Does Valoon also support multilingual teams?
Yes, Valoon has an integrated live translation function. Voice messages and texts can be translated into over 30 languages, making communication in international teams significantly easier and reducing misunderstandings.
Can I test Valoon for free?
Yes, we offer a free and non-binding demo. In a 15-minute conversation, we’ll show you how Valoon works and how you can benefit from it. You can then also test the system for a limited time.
