When it comes to managing capital projects, documentation might not be the most exciting part of the job, but it’s one of the most important. The right documents keep everything on track, ensure budgets are accurate, and help teams avoid costly mistakes. But when documentation isn’t handled correctly, it can lead to serious delays, confusion, and frustration. This is especially true for owner’s representatives, who serve as the bridge between project stakeholders, contractors, and end users. If an owner’s rep can’t rely on accurate documentation, their job becomes much harder, and project timelines suffer.
Here are the top five documentation mistakes that slow projects down—and how to avoid them.
1. Missing or Incomplete Information
Ever tried building something with half the instructions missing? That’s what happens when key project documents are incomplete. Missing approvals, unclear budgets, or vague project scopes lead to confusion and endless back-and-forth communication. For owner’s representatives, this can mean spending extra time chasing down approvals or clarifying details that should have been documented upfront. Without the right details, decisions get delayed, and teams waste time filling in the gaps.
How to fix it: Standardize documentation templates so everyone knows what’s needed. Use checklists to ensure nothing gets overlooked before submitting or sharing documents. Owner’s reps should ensure that all necessary approvals are in place before moving forward to avoid bottlenecks.
2. Lack of Version Control
If multiple versions of a document are floating around, people will inevitably reference the wrong one. Whether it’s outdated blueprints or old budget numbers, working from the wrong version can cause miscommunication and major setbacks. Owner’s representatives often have to manage and distribute the most up-to-date information across various stakeholders, and a lack of version control can lead to costly errors.
How to fix it: Use a centralized platform where the latest version is always accessible. Make it clear who is responsible for updating documents and ensure changes are tracked properly. Owner’s reps should implement a strict document management system that eliminates the risk of outdated information being used.
3. Poorly Organized Files
If you’ve ever spent an hour searching for a file that “should be here somewhere,” you know the pain of poor organization. A cluttered file system can slow down decision-making and frustrate teams who need quick access to critical information. Owner’s representatives juggle multiple projects and stakeholders, so having a clear and structured documentation system is essential.
How to fix it: Establish a clear naming system for files and folders. Use a document management system that allows for easy searching and categorization. For owner’s reps, having a well-organized repository means faster access to project details and fewer delays in decision-making.
4. Delayed Approvals
Projects often require sign-offs from multiple stakeholders, and if approvals aren’t handled efficiently, everything stalls. When documentation sits in someone’s inbox for days (or weeks), schedules get thrown off and teams are left waiting. Owner’s representatives are often responsible for pushing approvals through the right channels, and delays can put them in a tough position.
How to fix it: Set clear deadlines for approvals and automate reminders. Use software that streamlines the approval process so documents don’t get stuck in limbo. Owner’s reps should establish a clear chain of command for approvals and ensure all stakeholders understand the urgency of timely sign-offs.
5. Failure to Keep Records of Changes
Projects evolve, and changes are inevitable. But when those changes aren’t properly documented, it can lead to misunderstandings and conflicts down the road. Teams may argue over who approved what, or why a decision was made. For owner’s representatives, this can mean extra work resolving disputes or tracking down verbal agreements that were never properly recorded.
How to fix it: Keep a record of all revisions, approvals, and key decisions in a centralized location. Ensure that any major change is documented in a way that’s easy to track. Owner’s reps should insist on maintaining an audit trail of all project changes to protect against disputes and miscommunication.
Wrapping It Up
Bad documentation doesn’t just cause headaches—it can derail entire projects. This is especially true for owner’s representatives, who need accurate, organized, and up-to-date documentation to keep things running smoothly. By ensuring that information is complete, organized, and easily accessible, teams can keep projects moving forward. Investing in the right tools and processes for document management isn’t just about avoiding mistakes; it’s about making projects more efficient and stress-free for everyone involved.
