Formatting & Terminology

This isn't necessarily Project-specific but should be something that runs through the organization on each and every Project you become involved with and may have some influence upon.

Simple, but important aspects of any Project is getting paid, yet to do so, the Contractor firstly needs to apply for such payment.

Some people call them Applications for Payment (AFP), some; Interim Payment Applications (IPA) and thereafter any number of different variations.

Whilst this may not seem to be a big deal, it is better to have the same understanding of what items are (if acronyms or initialisms) across the whole team so that (literally) everyone is singing-from-the-same-hymn-sheet.

Some Companies even go so far as to codify certain process (payment applications, materal reconciliation/inventories, cost/value reports, minutes, internal reports, external reports, equipment reconciliations, daily returns for labour) and in so doing form a very quick and effective reminder for all individuals about what it is someone may want or be discussing without having to explain in further detail what it is they are after.

Part of the problem encountered is that we are all left to our own devices behind the Computer screens and invariably will start coming up with different versions to that which was initially referenced unless we stick to the codification and/or terminology.

In the days when such formats were preprinted and only changed after much deliberation, this was less of a problem but now it can be seen where Companies are adopting EDMS-type systems so that all involved are being channelled through the same portal in the same manner irrespective of which Project they may be involved with.

If such a system does not exist, then it may be as well - at least on the particular Project you are involved with - to propose such types of systems/formats even down to the type of font and size used and how the submissions and transmittals or deliverables are to be worded and presented.

This is always best done as early as possible and maintained throughout and monitored so that the compilation of data by others is not done in parallel with someone else compiling the same data in a different format.

That is why, especially for commercial staff, it is best to quickly become involved with other departments on site and their processes to see if such compilation of data is not only being done, but is being done once and for a specific purpose which will benefit other processes being prepared in parallel.