Most powerful knowledge management solutions
Solu Digital provides knowledge management and analysis models for today’s complex businesses.
Solu 365 for managing construction projects and site teams
Construction and infrastructure projects are complex, multi-phase entities where information flows between designers, contractors, clients, and supervisors. Each project or site generates a large volume of plans, meeting records, contracts, and other project-related documentation.
Without a unified structure, information easily becomes fragmented across emails, folders, and individual storage locations. Decentralized information management reduces transparency, makes documents harder to find, and increases the risk of errors during the project lifecycle.
Solu 365 helps manage construction projects and sites in a unified Microsoft 365 environment with standardized workspace structures, phase-based folder structures, and role-based access control.
Typical starting point in construction and infrastructure projects
New construction projects and sites often begin quickly after the tendering phase or contract signing. A project manager or designer creates a Teams workspace, around which project documentation and collaboration are built.
Workspace setup is typically done manually: channels, folder structures, and access rights are created on a case-by-case basis without a standardized model.
This often leads to situations where:
- project workspaces are structured differently
- site documentation is stored in multiple locations
- design materials are scattered across folders
- document version control is unclear
- external access management varies
However, information management needs are largely similar from one project to another. On-site teams typically require:
- project-specific workspaces
- role-based and restricted access control
- document versioning and design materials
- ERP integrations for project master data
Without a shared operating model, each project starts differently. Inconsistent practices slow down project initiation and make it difficult to maintain an overall view at the organizational level.
Solu 365 for standardizing construction projects and sites
Solu 365 standardizes and automates the initiation of projects and sites within Microsoft 365.
When a new project is created using a Solu 365 form, the solution automatically creates a workspace with the correct structure and configurations.
Solu 365 creates, for example:
- a project-specific Teams workspace for the site team
- phase-based folder structures and channel models
- a structured storage model for design materials and project documents
- document templates for meeting records and contract documentation
- role-based access rights for project stakeholders
- metadata for documents and attachments
Project master data, such as name, number, client, and contract details, can be automatically imported from ERP systems.
The solution ensures that projects are always set up using the same model, providing consistent structures, ways of working, and information management across all construction projects.
How Solu 365 streamlines construction project work
Solu 365 standardizes project and site initiation and workspace structures across the organization.
When every project is created using the same model, documentation and information management remain consistent regardless of the site or project manager.
Project managers can focus on leading the project instead of building workspaces. Design materials, meeting records, and other documents are always stored in a consistent location.
At the same time, the portfolio provides management with real-time visibility into all ongoing projects, construction sites, and project phases.Solu 365 helps to:
- accelerate project initiation
- standardize documentation practices
- improve findability of design materials
- enable secure collaboration with contractors and partners through role-based access control
The solution also supports secure collaboration with contractors, designers, and other external partners.
Key benefits of Solu 365 in construction projects and sites
Solu 365 introduces standardized structures and operating models for construction projects and sites.
Key benefits include:
- projects and sites are created with a consistent structure
- document storage and naming are standardized
- version control for design materials improves
- collaboration within site teams becomes clearer
- project progress is transparent across the organization
- the project portfolio provides real-time visibility into all ongoing projects and construction sites
- access for external stakeholders can be securely managed
When structures are standardized, reporting and project tracking also become significantly easier.
Typical use cases in construction
Solu 365 is particularly suited for organizations looking to standardize project and site initiation, documentation, and workspace structures.
Typical use cases include:
- workspaces for construction projects and sites
- infrastructure project portfolios
- coordination of design projects
- shared workspaces for contractors involved in the same project
- management of site documentation and handover materials
How Solu 365 starts a construction project
Solu 365 automates project initiation as follows:
- A new project or site is created using a Solu 365 form
- The solution automatically creates a Teams workspace
- Phase-based folder structures and channels are generated based on project phases
- The site team and partners are invited to the workspace
- Plans, meeting records, and documents are stored in a unified structure
- Project progress can be monitored through reporting views
A typical construction project lifecycle may include stages such as:
Tender → Design → Execution → Supervision → Handover → Archiving
When all projects follow the same structure, errors decrease and efficiency improves.
References
Solu Digital has extensive experience in developing project, construction site, and document management solutions for the construction industry in Microsoft 365.
We have delivered solutions for organizations including:
You can also read more about developing project and information management in Microsoft 365 on our blog:
→ Automate project management with the Solu 365® tool
Explore the other features, deployment options, and pricing of Solu 365:
→ Explore Solu 365
Book a demo and see how Solu 365 works in construction projects and sites
Would you like to see how Solu 365 automates project workspaces, documentation, and phase-based workflows in Microsoft 365?
Our customers' experiences
Juha Nevalainen
Scania Suomi • Sales Director, Scania Services
4.0
Esa-Ville Vanhatupa
IT services of the city of Turku • Project manager
5.0
Kristian Hartikainen
Business Finland • Senior Advisor
5.0
Read more articles by our experts
Solu 365 Templates brings centralized management of document templates to the Microsoft 365 environment
Solu 365 Templates consolidates an organization’s document templates into a single, centralized service within the Microsoft 365 environment. The solution supports the consideration of document standards, metadata, and accessibility requirements, as well as centralized maintenance at the template level.
Automate project management with the Solu 365® tool
The Solu 365 automation tool guarantees consistent management of projects and project resources in your organization in a transparent and secure manner.
Teams management with Solu 365® workgroup automation
Increase the manageability and transparency of Microsoft Teams with Solu 365®. Workgroup automation simplifies the group creation process and improves security.