The problem: Why the construction phase becomes a cost trap
The construction phase is the moment of truth, where planning errors and communication gaps turn into massive costs. One of the main causes of budget overruns is the so-called ‘concurrent planning’, where important details are only clarified during execution. This leads to constant additions, which drove the costs of a project like the Starnberg B2 tunnel from 200 to over 320 million euros. Moreover, a lack of cost awareness leads to projects looking better on paper than they are in reality. Many projects do not fail due to craftsmanship, but due to faulty information management that starts in the planning phase. The forecast for the construction industry with a real decline in revenue of 1.0% for 2025 increases the pressure to make each construction phase as efficient as possible. These structural problems are the breeding ground for daily chaos on the construction site.
Communication chaos: The 40,000-euro misunderstanding
On the construction site, countless trades and people meet, often separated by hundreds of meters or between the office and the job site. Communication goes through too many channels: calls, emails, and above all unstructured WhatsApp groups. A defect report via WhatsApp does not meet the written form according to VOB/B and is legally contestable. An example from Koblenz shows the fatal consequences: Missing execution documents led to a three-month delay in a kindergarten renovation, costing the city about 40,000 euros each month. This amount was not caused by construction defects, but solely due to inadequate coordination and the lack of legally secure communication. A central platform that consolidates all information is therefore essential. Find out how you can digitalize your Checklist for the construction phase digitally. Without such a structure, the likelihood of costly mistakes and delays is extremely high.
Legal security according to VOB: Your shield in the construction phase
The Procurement and Contract Regulations for Construction Services (VOB) is the central framework for ensuring legal security during the construction phase. It is mandatory for public contracts and serves as the basis for most construction contracts. A crucial point is § 4 para. 7 VOB/B: Defects identified during execution must be remedied by the contractor at their own expense. However, without comprehensive documentation with photos and notes, proving claims in case of disputes is almost impossible. The warranty period according to VOB can be up to 4 years, which requires long-term and traceable documentation. Careful Documentation of damages is therefore not an additional burden, but an investment in the financial security of the project. Here are the key documents you should maintain:
- Construction diary: Daily recording of weather, personnel, progress, and special occurrences.
- Photo documentation: Visual evidence of construction progress, defects, and critical details, ideally with timestamps and linked to the process.
- Protocols: Written record of meetings, approvals, and agreements.
- Defect reports: Formal and timely reports in accordance with VOB to secure claims.
- Measurements: Traceable quantity determinations as the basis for accurate billing.
These documents form the backbone of your legal protection and enable transparent processing.
Digital tools: Efficiency increase of up to 25%
The solution to the described chaos lies in digitalization. The use of construction software or an app reduces manual effort and demonstrably increases efficiency. Just by having mobile access to plans and documents, employees save valuable time that would otherwise be lost on trips to the office or phone calls. Digital data collection also minimizes human errors that inevitably arise from handwritten notes. Companies report time savings of up to 5 hours per week per employee, which increases productivity by over 10%. A central, cloud-based storage ensures that all stakeholders can access the latest status at any time. This not only improves collaboration between architects and contractors, but also creates a solid basis for evidence. Switching to digital processes is the crucial step towards a controlled and profitable construction phase.
Valoon: Legally secure documentation via WhatsApp
Valoon closes the gap between the ease of use of WhatsApp and the legal requirements of the construction industry. Instead of burdening your employees with a new, complex app, we utilize the already established messenger and transform it into a powerful tool for the construction phase. Here’s how it works in practice:
- Automatic logging: Every message, every image, and every document sent via Valoon is automatically and legally securely archived in the corresponding construction project folder.
- GDPR compliance: Unlike private use of WhatsApp, we act as your instructed service provider and ensure compliance with the General Data Protection Regulation.
- Evidence-secure construction diary: All relevant events are documented chronologically and immutably, providing a solid foundation for you in disputes.
- Live translation: Language barriers are overcome directly in the chat, reducing the error rate by up to 30% in international teams.
- No training effort: Your employees on the construction site continue to use WhatsApp as usual, while project managers in the office receive all data structured in the web application.
With Valoon, construction documentation transforms from a tedious obligation to an automated process running in the background. This allows you to focus on the actual management of the construction phase concentrating.
Conclusion: Regain control over the construction phase
The challenges of the construction phase – cost overruns, communication chaos, and legal risks – are significant, but not uncontrollable. The causes often lie not in the craftsmanship itself, but in outdated, analog processes. An average cost increase of 70% for public projects is a clear alarm signal. The solution is comprehensive digitization of documentation and communication. Valoon offers a unique approach: We harness the simplicity of WhatsApp and turn it into a legally secure, structured tool. This not only secures your compensation claims but also increases efficiency on the construction site by more than 10%. Take control by stopping the fight against symptoms and instead optimizing processes. Book your free demo now and discover how easy the transition is.
More Links
BIM Germany provides a platform for promoting Building Information Modeling (BIM) in Germany.
Main Association of the German Construction Industry e.V. provides information on digitization in the construction industry on its thematic page.
Fraunhofer Institute for Building Physics (IBP) informs about its competencies in the area of digitization in construction.
FAQ
What should be included in legally secure construction documentation?
Legally secure construction documentation should include at least a construction diary, a complete photo documentation with timestamps, meeting protocols, official defect reports, measurements, and all relevant correspondence. All documents must be traceable and archived securely against revisions.
How does Valoon help me save costs during the construction phase?
Valoon saves costs by centralizing communication and automatically documenting processes. This reduces misunderstandings and errors that lead to expensive rework. Additionally, your employees save time daily since the documentation is done alongside and information is immediately available to everyone.
Is Valoon really as easy as WhatsApp?
Yes. Your employees on the construction site continue to use the WhatsApp application they are familiar with on their smartphones. The entire legally secure processing and archiving of data occurs in the background, without users needing to change their behavior or learn new software.
What advantages does a digital construction file offer over paper?
A digital construction file is accessible anytime and from anywhere, prevents information loss, facilitates document searches, and enables efficient collaboration within the team. Automated processes reduce manual effort and susceptibility to errors compared to an unclear paper storage.
What does object monitoring (LPH 8) mean in practice?
In practice, object monitoring means the daily inspection of the construction site by the architect or construction manager. This includes checking quality, compliance with plans and schedules, coordinating trades, controlling costs, and accepting finished work as well as monitoring the rectification of defects.
How quickly can I start with Valoon?
Getting started with Valoon is possible within a few hours. After a brief setup, you can create your projects and invite your employees. As no software installation or training on-site is required, your team is ready to go immediately.
