Manual Logging: A Hidden Cost Factor of over €10,000 per Project
The manual creation of minutes after each construction meeting is a significant time drain. Site managers often spend 2 to 4 hours digitizing handwritten notes and matching photos. This administrative effort quickly adds up to over 150 hours for a medium-sized construction project. Many companies underestimate that these hours can incur direct project costs of over €10,000.
Even more serious are the legal risks. A late or incomplete protocol can be considered not agreed upon in case of disputes. According to VOB/B, comprehensive documentation is essential to defend against claims. A professional Daily Report Software addresses this issue by standardizing the process. Therefore, switching to a digital solution is not just a matter of efficiency, but also of risk minimization.
Ensure legal certainty: Requirements from VOB and HOAI for your protocol
A construction meeting protocol must do more than just collect notes; it must serve as a legally sound document. While not explicitly required by law, it is fundamental within construction supervision according to HOAI and VOB/B for the enforcement of claims. A ruling by the BGH underscores the importance of timely and unaltered documentation for its evidential value.
To be considered legally sound, a protocol must meet specific minimum requirements. These include:
- Project name and number
- Date, location, start and end times of the meeting
- List of all present and absent participants as well as the distribution list
- Clear identification of the protocol keeper
- Clearly worded resolutions, tasks, and responsibilities
- Binding deadlines for each task
- References to relevant plans or documents
- Revision-proof storage and documentable dispatch
Failure to comply with these standards can result in a protocol being invalid in court. A good Protocol Template is the first step, but only software ensures continuous compliance. This turns documentation from a tedious chore into a strong legal shield for your company.
Increase Efficiency: How Central Software Automates Protocol Creation
Shifting from Word templates to specialized construction meeting protocol software transforms the entire workflow. Instead of manually compiling information after the meeting, the software captures all data directly on site. This reduces creation time from several hours to often less than 30 minutes.
Modern systems allow tasks to be assigned directly from the protocol to the responsible persons, complete with deadlines. Photos, voice notes, and plan excerpts are automatically linked to the corresponding protocol point. The greatest advantage lies in the immediate availability: The completed protocol can be sent to all participants at the push of a button.
This automation prevents information losses and misunderstandings that occur when manually transferring notes. A digital construction meeting thus becomes a seamless and highly efficient process. The time gained allows site managers to focus on their core tasks: controlling and monitoring the construction site.
The 5 Essential Functions of Modern Protocol Software
When selecting software for construction meeting protocols, you should focus on specific features that truly ease your daily work. A good solution offers more than just a digital template. Here are the five key characteristics:
- Ongoing Logging: Open items from the last session are automatically transferred to the new protocol until marked as ‘completed’. This prevents tasks from falling through the cracks and saves around 15 minutes per meeting.
- Integrated Task Management: Every decision is directly transformed into a task with a designated person and due date. This increases accountability by over 80%.
- Offline Capability: The app must also be fully functional on-site without an internet connection to guarantee seamless data capture.
- Revision-proof Dispatch: The system logs who received and opened the protocol when, significantly enhancing legal certainty.
- Easy to Use without App Constraint: Acceptance on site increases tremendously when workers can communicate via familiar channels like WhatsApp without needing to install a new construction meeting app. These features ensure that the software is not just a documentation tool but becomes an active control instrument for your project.
Diese Funktionen stellen sicher, dass die Software nicht nur ein Dokumentationswerkzeug ist, sondern ein aktives Steuerungsinstrument für Ihr Projekt wird.
Transparency for All Stakeholders: Accelerate Information Flow by 95%
One of the biggest challenges in construction is the fragmented flow of information between the office, the construction site, and external partners. A digital construction meeting protocol that is immediately accessible to everyone effectively fills this gap. Studies show that about 70% of all construction projects struggle with communication issues.
With a central software solution, all project participants have access to the current status, decisions made, and upcoming tasks at any time. This reduces inquiries by an estimated 40% and prevents costly mistakes caused by outdated information. The transparency of a central system ensures that everyone works based on the same facts.
This continuous data availability is the foundation for a modern document management in construction.It not only strengthens collaboration within the team but also builds trust with the client, who can clearly trace the progress of the project. Thus, an ordinary protocol becomes a powerful tool for project communication.
The Valoon Approach: Logging Without Training Effort Directly in WhatsApp
The best software is useless if it’s not accepted by site workers. This is exactly where Valoon comes in and overcomes the biggest hurdle in digitization: user training. Instead of another app, Valoon uses the communication channel that over 95% of tradespeople already use daily: WhatsApp.
Employees send information, photos, and voice messages as usual via WhatsApp. Our AI analyzes this data in the background, assigns it to the correct processes, and automatically creates a structured and legally sound construction meeting protocol. This approach lowers the entry barrier to zero and guarantees a 100% acceptance rate on-site.
For the employees on-site, using it is completely free, which further facilitates its introduction. While the construction site continues to function, the office receives perfectly prepared data for the automated construction documentation.This bridge between the construction site and the office makes Valoon uniquely efficient.
Conclusion: Your Advantage with Valoon – Efficient, Simple, and Legally Sound
Switching to specialized construction meeting protocol software is not a luxury but a strategic decision for greater efficiency and lower risk. You save up to 5 hours per week in administrative work per site manager while minimizing the risk of costly legal disputes through comprehensive, legally sound documentation.
Valoon goes a step further by focusing on maximum simplicity. By integrating with WhatsApp, all training efforts for your team on-site are eliminated, ensuring immediate and full acceptance. You benefit from a time saving of up to 75% in protocol creation and create a transparent communication basis for the entire project.
See for yourself the uncomplicated and practical solution. Book your free demo now and experience how simple digital protocol creation can be.
More Links
de.digital provides information on the digitalization index.
Fraunhofer IESE publishes a blog article about a study on digitalization in the construction industry.
PwC provides a press release on a study regarding the construction industry addressing digitalization and sustainability.
Federal Statistical Office provides statistics and information on construction.
Central Association of the German Construction Industry presents its positions on digitalization.
Main Association of the German Construction Industry publishes industry information on productivity in the main construction sector.
Federal Institute for Research on Building, Urban Affairs and Spatial Development (BBSR) provides a publication on relevant topics.
BIM Germany provides frequently asked questions (FAQ) about Building Information Modeling (BIM) in Germany.
FAQ
How does protocol creation work with Valoon?
With Valoon, your employees on-site simply send all information, photos, and voice messages via WhatsApp. Our software automatically analyzes this data, structures it, and creates a finished, legally sound construction meeting protocol. In the office, you can manage the data through a clear web interface and send it with one click.
Is the use of WhatsApp for construction documentation GDPR-compliant?
Valoon ensures GDPR-compliant construction documentation. Communication via WhatsApp serves merely as a simple input channel. All data, particularly personal information and project details, are processed and stored on secure servers in Germany, separate from private WhatsApp use.
What does it cost to use Valoon for logging?
Our pricing model is designed for maximum acceptance: For the employees on-site who send data via WhatsApp, usage is completely free. Costs are incurred only for users in the office who manage the data and create the protocols. Contact us for a customized offer or book a free demo.
Can I create other documents, such as daily reports, with the software?
Yes, the Valoon platform is modular. In addition to the construction meeting protocol software, you can also handle daily reports, defects notifications, time tracking, and measurements digital and automated. All modules access the same central database, avoiding duplicate entries.
Do employees on the construction site need special training?
No, and that’s the key advantage. Since employees on-site simply continue to use WhatsApp as they are accustomed to, absolutely no training effort is required. The introduction occurs seamlessly and without resistance within the team.
How quickly can I start with Valoon?
Setting up Valoon is straightforward and typically takes less than one working day. After a brief online introduction for office staff, you can begin optimizing your construction meetings and overall construction documentation immediately.
