The Billion Dollar Pitfall: Hidden Costs Due to Poor Construction Site Communication
Communication deficiencies are one of the main causes of error costs in construction, which amounted to €18.3 billion in 2020. The use of private messengers like WhatsApp significantly exacerbates this problem. Important agreements, photos, and instructions are lost in unstructured chats with over 10 participants. A defect notification via WhatsApp is often not recognized by courts as written communication in the sense of VOB/B, which can result in the loss of warranty claims. Any undocumented instruction carries a liability risk of several thousand euros. Manually transferring information from chats to the construction journal costs a site manager up to 5 hours per week. This inefficient way of working is a direct precursor to the communication problems on the construction site, which delay projects and exceed budgets. The lack of separation between private and professional data on employees’ devices also poses a permanent security risk.
This inadequate data management leads directly to the next critical point: compliance with legal data protection regulations.
Avoiding GDPR Violations: Why WhatsApp Is Illegal on the Construction Site
The use of WhatsApp for business communication is a clear violation of the General Data Protection Regulation (GDPR). The service accesses the entire address book of the user and transmits this data to servers in the USA, including people who do not use WhatsApp. Without the explicit consent of each individual contact, this is unlawful and can result in fines of up to €20 million or 4% of annual revenue. Over 70% of construction companies ignore this risk daily. A professional messenger for construction companies must meet the following criteria to be GDPR compliant:
- Server location Germany: All data must be stored exclusively on servers within the EU, ideally in Germany.
- No access to private contacts: The application must not access the private address book of the smartphone.
- Data processing agreement (DPA): A valid DPA according to Art. 28 GDPR must exist between the construction company and the software provider.
- Separate user management: Administrators must have control over user access rights and be able to block them if necessary.
Complying with these criteria is not only a legal safeguard but also the basis for proof-secure documentation.
Automate proof-secure construction documentation according to VOB and HOAI
Seamless construction documentation is a core service of performance phase 8 of HOAI and crucial for legal certainty. The construction journal must record all relevant events, from weather data to defects. A specialized messenger for the construction site automates this process. Every message, photo, and document is automatically assigned to the correct construction project and the appropriate construction daily report. This reduces the manual documentation effort for site managers by up to 70%. Photos automatically receive a timestamp and location stamp, significantly increasing their evidential power in court. Unlike WhatsApp, where images are often compressed and stored without metadata, a professional solution secures all data in original quality. This structured capture forms the basis for efficient project management with messenger. The automatic logging ensures that all communication steps are traceable and meet the requirements of VOB. Thus, simple communication becomes a reliable data foundation for the entire project.
However, mere data collection addresses only part of the problem, as communication often fails on many construction sites due to language barriers.
Overcome language barriers: Increase efficiency through real-time translation
Teams from over 10 different nations work together on German construction sites, which regularly leads to misunderstandings. Communication errors due to language barriers are a frequent cause of workplace accidents and construction defects. A modern messenger for the construction site must therefore offer an integrated translation function. Messages can be displayed in the recipient’s native language, which demonstrably reduces the error rate by 15%. Clear instructions avoid costly rework, which can account for up to 5% of total construction costs. The ability to communicate in real time, ensures that safety warnings and plan changes are immediately understood by everyone. This is particularly important for safety on the construction site, as all employees must comprehend instructions without delay. Such a function not only promotes efficiency but also enhances inclusion and workplace safety within the team. It makes the project simpler and safer for all involved. Ease of use is a crucial factor for acceptance among employees.
Conclusion: Your Advantage with Valoon
Switching from insecure and unstructured channels like WhatsApp to a professional messenger for the construction site is a crucial step towards digitization. Valoon has been specifically developed for the requirements of the construction industry and addresses the core problems of communication. You benefit from maximum simplicity, as your site employees can continue using WhatsApp while communication is legally documented in the background. You increase your efficiency by over 20% through automated construction daily reports and clear task distribution. And you create absolute legal certainty through GDPR-compliant storage and seamless documentation recognized by VOB and HOAI. Do not wait any longer for a solution that saves you time and protects your company from costly mistakes and liability risks. Book your free demo now and convince yourself of the benefits.
More Links
Fraunhofer IESE provides a blog post about a study on digitization in the construction industry.
Das Federal Statistical Office (Destatis) provides a PDF document on the digitization potential in construction statistics.
Der Central Association of German Construction (ZDB) publishes a position paper on digitization.
Haufe offers an article on legally secure documentation in occupational safety.
Die Chamber of Crafts East Mecklenburg-Western Pomerania (HWK OMV) provides practical knowledge on construction documentation according to VOB.
Die Chamber of Architects Baden-Württemberg (AKBW) informs about the application of the GDPR when using WhatsApp.
ingenieur.de highlights the damages caused by inadequate communication on construction sites.
Das Federal Institute for Research on Building, Urban Affairs, and Spatial Development (BBSR) offers information on digital planning and construction.
FAQ
Do my employees need to install a new app?
No. The key advantage of Valoon is that your employees on the construction site can continue to use WhatsApp as usual. All legally secure documentation and project allocation occur in the background, without anyone needing retraining or installing new software.
Is the documentation with Valoon legally valid in court?
Yes. All data processed via Valoon, such as photos, messages, and documents, are marked with an immutable timestamp and location stamp and stored in GDPR compliance on servers in Germany. This meets the requirements for proof-secure documentation according to VOB and HOAI.
How does the automatic creation of construction daily reports work?
All messages, images, and files sent through the project chat are automatically assigned by Valoon to the correct construction project and date. At the end of the day, you can generate a complete, chronological construction daily report as a PDF with just one click, containing all relevant information.
Does Valoon also support multilingual teams?
Yes, Valoon features an integrated real-time translation function. Messages can be read by any employee in their preferred language. This breaks down language barriers, reduces misunderstandings, and significantly increases workplace safety on the construction site.
What does Valoon cost for employees on the construction site?
For employees on the construction site, the use is completely free. Our pricing model is designed so that only office users (e.g., site managers, project managers) incur a license fee. This lowers the entry barrier and ensures high acceptance across the entire team.
How quickly can I get started with Valoon?
Setting up Valoon is straightforward and typically takes less than one working day. After a brief introduction, you can immediately create your first project and start with legally secure communication and documentation. Just book a free demo, and we will show you how it works.